The verdict in three sentences
A gym network with 5,500 members pays its software vendor 99,000 to 198,000 EUR (107,000 to 214,000 USD) in fees every year. A custom platform costing 40,000 to 100,000 EUR excl. tax (43,000 to 108,000 USD) covers memberships, recurring direct debits, access control, a member app and easy online cancellation, mandatory in France since June 1, 2023 and required for online sign-ups under New York's automatic renewal law. Beyond 4,000 members, custom pays back in one to two years, provided compliance is designed in from day one.
What the law says about online cancellation
Our reference case is a network in Bordeaux. French law of August 16, 2022, completed by the decree of May 31, 2023, requires contracts signed online to offer an electronic cancellation feature that is easy to access and free. Gyms are among the sectors the French consumer authority (DGCCRF) checks first. In the United States, the federal FTC click-to-cancel rule was vacated in 2025, but New York's General Business Law §527-a still requires that a subscription signed up online can be cancelled online, and other states keep tightening similar rules.
| Requirement | What the software must do | Risk if missing |
|---|---|---|
| Visible button | A clear cancel your contract link, permanently accessible | Fine up to 75,000 EUR for a company in France |
| Short flow | Identification, contract details, confirmation, no sales detour | Same penalty, regulator injunction |
| No mandatory account creation | Access with contract credentials | Serial complaints and disputes |
| Acknowledgment | Confirmation by email or durable medium with effective date | Disputed direct debits |
| Effective date notice | Automatic calculation based on commitment and notice period | Refunds owed |
| Traceability | Time-stamped log of every request | No proof during an inspection |
The flow may offer a retention deal (membership freeze, cheaper plan), but it must never block cancellation or add a mandatory step.
Off-the-shelf vendor or custom platform?
Specialized vendors such as Resamania or Deciplus in France (Mindbody or ABC Fitness in the US) are complete and quick to deploy, but per-member pricing weighs heavily as the network grows.
| Criterion | Resamania or Deciplus | Custom platform |
|---|---|---|
| Cost for 5,500 members | 1.5 to 3 EUR per member per month, or 99,000 to 198,000 EUR a year | 40,000 to 100,000 EUR excl. tax, then 12,000 to 20,000 EUR a year |
| Easy online cancellation | Included, standard flow | Included, flow in your brand |
| Recurring debits (SEPA or ACH) | Built in, transaction fees per contract | Via GoCardless or bank, 0.20 to 0.35 EUR per debit |
| Access control | Works with common turnstiles | Custom integration, 5,000 to 12,000 EUR |
| Member app | White-label app | Dedicated app, class booking, QR access |
| Data ownership | With the vendor | Yours, free export |
| Setup time | 4 to 8 weeks | 16 to 24 weeks |
Detailed budget for a custom platform in 2026
| Module | Budget excl. tax (2026 estimate) |
|---|---|
| Member and plan management | 10,000 to 22,000 EUR |
| Direct debits, failed payments and dunning | 8,000 to 18,000 EUR |
| Easy cancellation and compliance log | 4,000 to 8,000 EUR |
| Access control and turnstile integration | 5,000 to 12,000 EUR |
| iOS and Android member app | 10,000 to 28,000 EUR |
| Multi-club dashboard | 3,000 to 12,000 EUR |
Mini case study
Julien, founder of a 7-club network in Bordeaux (5,500 members), pays his vendor 2.20 EUR per member per month, or 145,200 EUR a year. He invests 85,000 EUR excl. tax in a custom platform, with 16,000 EUR a year of maintenance and hosting and 0.30 EUR per monthly SEPA debit (19,800 EUR a year). His yearly cost drops to 35,800 EUR, saving 109,400 EUR. The project pays back in under ten months, and the compliant cancellation flow lets him offer a membership freeze that retains about 8% of cancelling members. A New York operator of the same size would face the same arithmetic in USD.
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FAQ
Does easy online cancellation apply to gyms?
Yes. In France, since June 1, 2023, any membership signed online must be cancellable online, with fines up to 75,000 EUR for a company. In New York, memberships signed up online must also be cancellable online.
Can we offer a retention deal during cancellation?
Yes, as long as it stays optional and does not block the flow. A 1 to 3 month freeze often retains 5 to 10% of cancelling members.
How much does a custom gym platform cost?
In 2026, expect 40,000 to 100,000 EUR (43,000 to 108,000 USD) depending on the number of clubs, the member app and access control. Maintenance runs 12,000 to 20,000 EUR a year.
How do we migrate from our current vendor without losing debit mandates?
SEPA mandates can be transferred while keeping their unique reference, with prior notice to members; US card or ACH tokens can be migrated through the payment processor. Migration takes 4 to 6 weeks to prepare.
Are existing turnstiles compatible?
Most access controllers accept a QR code or badge through an API or relay. Integration costs 5,000 to 12,000 EUR for a 7-club network.
Let's scope your project. Tell us your number of clubs, members and current vendor and we will price a compliant platform between 40,000 and 100,000 EUR (43,000 to 108,000 USD) with a billing migration plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
