The verdict in three sentences
A network of 6 gyms in Miami paying 500 to 1,000 USD per club per month for Mindbody or a similar platform, or 36,000 to 72,000 USD a year, depends on a vendor for its pricing, member data and roadmap. A custom multi-site management system costs, as a 2026 market order of magnitude, between 60,000 and 140,000 USD, with access control, recurring card and ACH billing, a member PWA and churn tracked per club. Custom becomes worthwhile from 5 or 6 clubs, or as soon as the network wants to drive retention with its own metrics.
SaaS licence or custom: the 5 year comparison
Gym management platforms cover the essentials, but charge per location, per module and often a percentage of payments processed. Custom development requires an upfront investment, then only maintenance and hosting.
| Criterion | SaaS gym platform | Custom software |
|---|---|---|
| Upfront cost | 1,000 to 5,000 USD setup | 60,000 to 140,000 USD |
| Recurring cost for 6 clubs | 36,000 to 72,000 USD a year | Maintenance and hosting, 8,000 to 18,000 USD a year |
| Payment processing | Often 2.5 to 3.5 % plus fees | Your own processor, negotiated rates |
| Member app | Vendor app, shared branding | PWA under your brand |
| Data ownership | Export often limited | Full |
| Retention metrics | Standard reports | Dashboards per club, cohorts |
| Time to go live | 2 to 6 weeks | 4 to 6 months |
2026 order of magnitude over 5 years: 181,000 to 365,000 USD for a SaaS licence at 6 clubs, versus 100,000 to 230,000 USD for a custom build including maintenance. Custom becomes clearly more attractive when the vendor takes a share of processing, or as the network opens more locations.
Essential modules for a multi-site network
| Module | Function | Expected impact |
|---|---|---|
| Access control | Key fob, QR code or app, turnstiles | No more unpaid entries |
| Recurring billing | Card and ACH, failed payment handling | Decline rate tracked, automatic retries |
| Member PWA | Class booking, membership card, payment | Fewer calls to the front desk |
| Class and coach scheduling | Capacity, waitlist, attendance | Fill rate per class |
| Dashboard per club | Cancellations, visits, revenue | Retention management |
| Retention outreach | Alert after 14 days without a visit | Lower churn rate |
| Multi-site | Network membership, member transfers | Premium all-clubs offer |
Access control requires integration with existing hardware (turnstiles, key fob readers). Check during scoping that manufacturers provide an API or documented protocol, otherwise replacing readers costs 1,000 to 3,000 USD per entry point. Florida also requires health studio contracts to include a cancellation right within 3 business days, which the online signup flow must handle.
The number that matters: churn
In fitness, annual churn often sits between 30 and 50 % of members. Software that spots inactive members and triggers personalized outreach usually wins back a few points. That lever, more than the licence savings, is what funds the project.
Mini case study
Illustrative example: Carlos runs a network of 6 gyms in Miami with 4,800 members paying an average of 45 USD a month. His annual churn is 40 %, or 1,920 cancellations a year. Automatic outreach to inactive members that cuts churn by 3 points retains 144 members, or 144 x 45 x 12 = 77,760 USD of annual revenue. Adding 54,000 USD of licence fees removed and subtracting 14,000 USD of maintenance, the annual gain reaches about 117,800 USD. With a 110,000 USD project, payback comes in under 12 months.
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FAQ
How much does multi-site gym management software cost?
As a 2026 order of magnitude, a custom build costs between 60,000 and 140,000 USD. SaaS platforms like Mindbody typically cost 500 to 1,000 USD per club per month.
Can we run recurring billing ourselves?
Yes, through a payment processor such as Stripe or your bank's merchant services. The software handles payment methods, schedules and declines, and retries failed payments automatically.
Do we need a native mobile app?
A PWA is enough in most cases: it installs from the browser and handles bookings and the membership card. It usually costs 30 to 50 % less than a native app.
How do we migrate members from the old platform?
Through an export of members, memberships and payment tokens where the processor allows a transfer. Migration takes 2 to 3 weeks, plus processor coordination for card vaults.
Will the software work with our turnstiles?
It depends on the manufacturer. If the hardware has an API, integration takes 1 to 3 weeks, otherwise readers must be replaced.
Let's scope your project. Tell us your number of clubs, members and your access hardware to receive a precise scope and migration plan, through our quote request. 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.
