GYM SYSTEMS · BUTTERFLY PRIME SOLUTIONS
Gym Management System
Chasing membership renewals, tracking who has paid and managing class bookings on WhatsApp takes time away from your members. Our gym management system handles memberships, payments, check-in and classes in one place.
It is built for Kenyan gyms and fitness studios, with M-Pesa payments, SMS reminders before memberships expire and a simple point of sale for supplements, drinks and merchandise.
Rated 5.0 on Google · 14+ years · 650+ clients · 1,200+ projects since 2012
MODULES
Typical modules
These are the modules gyms ask for most. We configure them for your gym, studio or chain, and build extra modules where you need them.
Members and memberships
Member profiles, photos, emergency contacts, membership plans, start and expiry dates, freezes and upgrades.
M-Pesa recurring payments
Members pay by M-Pesa, with payment requests sent when renewals are due and payments matched to the right member automatically.
Check-in
Front-desk check-in by member number, QR code or card, with expired memberships flagged before entry.
Classes and schedules
Class timetables for spin, aerobics, yoga, HIIT and more, with capacity limits per class.
Bookings
Members book classes and personal training sessions online, with waiting lists and cancellations.
Trainers
Trainer profiles, schedules, assigned clients and session tracking for personal training.
SMS reminders
Automatic SMS before memberships expire, for missed payments, class changes and promotions.
POS for supplements
Sell supplements, drinks, towels and merchandise at the front desk, with stock levels and M-Pesa payments.
Member progress
Weight, measurements and fitness assessments recorded over time for members and trainers to review.
Multi-branch
Several locations in one system, with members allowed to use one branch or all.
Member portal
Members see their membership, payments, bookings and progress from their phone.
Reports
Active members, renewals due, revenue by plan, class attendance, trainer sessions and POS sales.
USERS
Who it is for
- Gyms and fitness centres
- Yoga, pilates and dance studios
- Martial arts and boxing clubs
- Swimming and sports clubs
- Hotel and residential gyms
- Gym chains with several branches
RENEWALS
Fewer missed renewals
Most gyms lose revenue quietly when memberships lapse and nobody follows up. The system knows every expiry date, sends an SMS reminder through our bulk SMS integration before it happens and lets the member pay by M-Pesa straight away through our M-Pesa integration.
At the front desk, staff see immediately if a membership has expired when the member checks in, so there are no awkward conversations or free visits.
CLASSES
Classes and trainers without the WhatsApp chaos
Class bookings, capacity limits and waiting lists replace long chat threads. Members book from their phone, trainers see who is coming and you can see which classes are full and which need a different time slot.
If you want members to book through your own app, our mobile app development team can build one on top of the same system, or we can add booking to your website.
SALES
More than memberships
A simple point of sale lets the front desk sell supplements, drinks and merchandise with stock tracking. For a fuller retail setup, see our POS system.
You own your data and can export it at any time. Access is role-based, records are backed up and we train your team at handover. For features outside the standard modules, we build them through our custom web application development work.
SETUP
What to expect when we build your gym system
Every project starts with a free discovery call. We go through how your front desk and trainers work today, which modules you need first, who will use the system and which reports matter most. From that we prepare a fixed written quote that never changes, with a 60% deposit to start and the balance at launch.
We then configure the modules, import your existing data from spreadsheets or your old system, and set up users and permissions. Your team tests everything with real examples before going live. Timelines are guidelines, and many projects launch earlier than planned.
At handover we train your staff, so they are confident using the system from day one. You own your system and your data, and we stay available for support, updates and new modules as your needs grow. You can also pair it with our web hosting for a secure, backed-up home in the cloud.
PROCESS
How we set it up
01 Discovery call
Your workflows, users and reports agreed on a free call.
02 Proposal
Modules, timeline and price in writing, as a fixed quote.
03 Set-up and configuration
The system configured for your workflows, data imported.
04 Training
Handover training for your team is included.
05 Go live and support
Launch, then ongoing support. You own your data.
PRICING
Pricing
Contact us for a quote after a free discovery call. You get a fixed written quote that never changes, with a 60% deposit to start and the balance at launch. Timelines are guidelines, and projects often launch earlier.
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FAQ
Frequently asked questions
What does a gym management system do?
It manages memberships, payments, check-in, class bookings, trainers and front-desk sales in one system, with reports on members and revenue.
Can members pay by M-Pesa?
Yes. Members pay by M-Pesa, and renewal payment requests can be sent automatically when memberships are due.
Does it send reminders before memberships expire?
Yes. SMS reminders go out before expiry, after missed payments and when classes change.
Can members book classes online?
Yes. Members book classes and personal training sessions from their phone, with capacity limits and waiting lists.
Can we sell supplements and drinks through it?
Yes. The front-desk POS handles sales and stock for supplements, drinks and merchandise.
Does it work for several branches?
Yes. You can run several locations in one system and decide whether memberships cover one branch or all.
Can you move our current members into the system?
Yes. We import member lists, plans and expiry dates from your spreadsheets or old system during setup.
Can members see their own membership and payments?
Yes. The member portal shows each member their plan, expiry date, payment history, bookings and progress records from their phone.
How much does a gym management system cost?
It depends on the number of members, branches and modules you need. We quote after a free discovery call, with a fixed written quote that never changes.
Ready to run your gym smoothly?
During working hours (Monday–Friday, 8am–6pm EAT) we reply within minutes. Outside working hours, we’ll reply first thing the next working day. Rated 5.0 on Google.