All features of the fitness studio management software
EloByku Studios is complete fitness studio management software — from the first booking to the network's monthly profit report. The class schedule enforces trainer and room availability on its own, and training packages count, renew and settle themselves without a spreadsheet in sight. Personal trainer payroll — rates, bonuses, commissions, month-end closing — runs automatically from every completed session, while a built-in gym CRM carries a lead through the entire sales funnel to conversion. Client retention improves with a churn-risk radar, regularity badges and a care checklist, and the owner gets a full financial picture — P&L, LTV, CAC — per location and across the whole network. On top of that: one native mobile app with a dedicated view for every role — personal trainer, gym member, setter and owner — with real push notifications. Below is the full feature catalog, grouped the way a studio actually runs.
Scheduling & bookings
A calendar that enforces the studio's own rules — availability, collisions and cancellation policy — before anything gets saved.
Interactive calendar with live availability
A month/week/day calendar shows every session with color-coded status. Before a booking saves, the system checks the studio's opening hours plus trainer and client collisions — a slot that doesn't work simply won't save.
Recurring series with per-date conflict preview
Book an entire cycle in one action — weekly or daily, on chosen weekdays, ending after up to 52 occurrences or on a date. The preview flags conflicts for each individual date before anything is committed, and studio closed days are skipped automatically.
Group and semi-personal sessions
One click creates a group class from a package — every member is added automatically, and any scheduling clashes are reported immediately. Semi-personal sessions let a trainer run two individual clients in the same time slot.
Substitute trainer
An owner or manager can swap the trainer on a single session and record why — only a trainer with active access and a free slot can be assigned. Once the session completes, hours and pay are credited to the substitute automatically.
Auto-completion of past sessions
A past training closes itself: the package slot is deducted, the trainer's hour is counted, and the monthly settlement updates. Group classes never 'happen for free' — the process runs continuously in the background.
Configurable cancellation policy
One 'cancel' button, and your rules decide the outcome: set a time threshold (12h by default) — cancel earlier and the slot is freed, cancel later and it's consumed. Everything is computed in the studio's timezone, and closed settlement months are protected from retroactive changes.
Client packages & payments
Packages that count and renew themselves, with payments split into installments, methods and reminders — no manual tracking required.
Smart package slot accounting
One source of truth for package usage: booking reserves a slot immediately, an early cancellation frees it, a late cancellation or a completed session consumes it. Group classes deduct one slot per session, not per attendee, and the counter recalculates on every change.
Package templates
Define an offer once — session count, price, training type, individual or group — and sell it in two clicks. The same templates power the new-package form and automatic renewals.
Automatic renewal and the 'renewal required' flag
When an auto-renew package expires, an overnight job spins up the next one — same template, trainer and members, starting the next day. If renewal is blocked (say, an inactive trainer), the package and the client are flagged 'renewal required' before revenue actually disappears.
Payment ledger with installments and methods
Every package generates a payment with a full transaction history: log installments by cash, bank transfer or card terminal, while the status (paid / partial / overdue) is derived automatically. The ledger is safe under concurrent writes — nothing gets double-counted.
Group payment splitting
A group package price splits automatically across members, and whenever someone joins or leaves, unpaid shares rebalance to the cent. Members who already paid are never touched.
Payment reminders timed to the session
Every 15 minutes the system checks where a client sits in their package's session order — not just the counter. The second-to-last session sends a 'payment coming up' push, the last one sends 'time to renew', to both client and trainer at once, with no duplicate pings.
Overdue payment monitoring
Background jobs continuously re-verify overdue payments and recompute every active client's status, so payment problems surface without manual checking. Every job run is logged with a success/error count.
Trainers & team
Settlements, rankings, tasks and team permissions — one system instead of a spreadsheet, WhatsApp and a notebook.
Trainer settlement engine
Payroll calculates itself from completed sessions: each one bills at the rate in effect on its date, a mid-month rate change never corrupts earlier totals, and billing is minutes-proportional (a 30-minute express session counts half an hour's rate). Settlements refresh live, and a closed month can't be edited retroactively without a permission-gated reopen.
Bonuses and commissions
Add a manual bonus to any settlement — for client count, retention or revenue, on your own rules. It lands on the same monthly settlement as billable hours.
Quarterly trainer retention rankings
Every quarter the system ranks trainers by client dropout ratio, computed from actual client-trainer assignment windows. Trainers below a minimum cohort (3 clients by default) are shown but unranked, so a small sample can't skew the board.
Consultant conversion ranking
A monthly ranking of trainers running consultations, scored by volume times quality — 10-for-10 beats 1-for-1 at the same 100% rate. See successful, unsuccessful and pending consultations per consultant.
Tasks with due dates
Assign a task to one trainer or all of them at once, with a due date — each gets a push and checks off their own copy. You see per-trainer completion counts across your studios.
Invitations and staff lifecycle
An email invite with a 7-day token; a trainer's confirmed email is locked to one owner (no poaching), but one trainer can work across several of your studios. Removal, unlinking and date-versioned pay rates are protected from editing closed months.
Granular per-studio permissions
Grant permissions from a database-driven catalog, module by module, down to individual dashboard tiles — schedule and clients visible, finances not. Every API route enforces the same grants server-side.
Full audit trail
Every data change — leads, rates, settings, permissions — is logged with the actor, studio, entity type and before/after values. Filter by entity type, person, studio and date range — 'who changed what and when' is always one click away.
Clients & retention
From churn-risk radar to regularity badges — tools that build retention, not just measure it.
Churn risk radar
A daily job recomputes every client's status and flags them 'at risk' once they haven't trained for longer than your configured threshold. You set the number of days — the team reacts before a resignation happens.
Achievements and streak badges
Built-in gamification: milestones for session counts (1–500) and badges for regularity streaks (1–24 months of continuous package coverage — a streak resets only on a real gap). Badges award automatically, and owners can add their own custom achievements.
Client care checklist
Define your own care parameters — intake done, measurements taken — and every client card shows a checklist with who ticked what and when. A lightweight service-quality SOP with no extra tool.
Client document vault
Contracts, waivers and files (PDF, images, Word, up to 10MB) go into a private S3 bucket, reachable only through time-limited links. Document types get their own colors, and viewing them is a separate permission from general client access.
Resignation reasons as data
Resigning a client requires picking one of your own defined reasons — instead of a silent deletion you get structured churn data that feeds the quarterly trainer rankings. Clients can be restored later.
App invitations
One click turns a CRM record into a mobile-app account, guarded against role conflicts and duplicate invites. Unconfirmed accounts clean themselves up after 30 minutes.
Studio events with RSVP
Create an event — title, place, time — aimed at one or several studios, and every active client and trainer gets a push and an in-app modal. The event card live-counts who's attending and who declined.
Announcements to clients
A trainer sends an announcement to all or selected clients with push delivery and sees a read counter. Clients read and mark it in the app.
Role-targeted materials library
Materials (files served through private, time-limited S3 links) go out to a specific role — client, trainer, consultant or setter — with a push when something new lands. Each role sees only its own.
Sales & leads
A lead lands in the system, not in a notebook — a pipeline, funnel analytics, and an automatically settled setter role.
Six-stage sales pipeline
A full lead lifecycle across 6 statuses — from first contact through scheduled and completed consultation to conversion, lost or no-show (deliberately reversible so a setter can rebook). A timestamped contact log, automatic setter assignment on every new lead, and one-click conversion into a client with the link kept both ways.
Sales funnel analytics
A dedicated stats view: leads created, converted, lost and open, conversion rate, average days to convert, and a month-by-month chart filterable by date range and studio.
Setter role with automatic commission
A dedicated mobile-first role: works leads and the contact log, checks trainer availability to book consultations, and gets a monthly settlement computed automatically — base pay plus a rate per effective contact, versioned by date. Setters see their own earnings live in the app.
Guided onboarding with tax-ID auto-fill
A three-step signup wizard: enter a Polish tax ID (NIP) and company details are verified and auto-filled from the Ministry of Finance's white list, rate-limited and duplicate-protected. It finishes with Stripe payment verification before the account activates.
Finance & analytics
P&L, KPIs and business metrics per studio and network-wide — numbers that actually answer 'is this profitable'.
P&L per studio and network view
A monthly profit & loss per studio — revenue from recorded payments, trainer costs from settlements, manual bonuses and categorized fixed costs — plus a network-wide view broken down per studio including setter costs. Revenue is bucketed in the studio's own timezone, so the report matches the payment list day for day.
Fixed costs by your own categories
Define your own fixed-cost categories — rent, utilities, anything — and enter monthly amounts per studio. They feed straight into the P&L dashboards, so net profit reflects real operating costs.
Month-over-month comparison
A dedicated screen lines up financial results month by month, so the trend is visible without exporting anything to a spreadsheet.
Owner KPI dashboard
A home screen with 10 tiles, each behind its own permission: current and previous month's revenue with a daily chart, today's schedule, attendance rate, active and at-risk clients, expiring packages, overdue amounts, this month's resignations and the leads funnel. A manager only sees the tiles they've been granted.
LTV, CAC, retention and customer lifetime
A monthly business-health view: average customer lifetime in days, LTV, monthly retention, cost per lead and cost per acquired customer computed from real marketing spend — plus a per-trainer table with client count, average lifetime and retention.
Per-trainer metrics
The same business table broken down per trainer: client count, average lifetime, on-time renewal rate and retention — visible proof of who builds lasting client relationships and who just fills the calendar.
Multi-location management from one account
A studio switcher in the top bar, an aggregated 'all locations' view across dashboards and rankings, a separate timezone per studio for revenue and settlements, and a deactivated studio that blocks new activity without erasing its history.
Mobile app
One native app, four role views, one push system and full account security — the team works from the phone, not just the panel.
One app, four roles
Trainer, client, setter and owner log into the same native iOS and Android app, and each role gets the interface built for it — the web panel is admin-only. Logging in with a phone-only role on the web shows a 'download the app' screen.
20 push notification types
Real push on iOS and Android, localized to the device's language, covering 20 event types: session scheduled, cancelled or rescheduled, package running low, payment due, badge earned, bonus received, new lead, consultation booked, client converted, new event and reminder, task assigned, new material — and more.
In-app event feed
Every event also lands in a persistent, per-account feed the app polls itself — so the modal shows up even when a push notification didn't arrive.
2FA and account security
Password changes, TOTP two-factor authentication synced to the profile, and GDPR-friendly account deletion — all self-service, no support ticket required.
In-app issue reporting
Any mobile role can report a bug straight from the app and track their own ticket's status without leaving it.
Studio 350 PLN, trainer 5 PLN, client 1 PLN net/mo — you pay only for what you use.