Fitness Studio Management Software
A day at a fitness studio looks like this: group classes in the morning, personal training in the afternoon, several trainers on different contracts in between, and clients paying partly in cash, partly by bank transfer. Someone no-shows a class, someone's package is about to run out, and the front desk chases renewals over text. EloByku Studios is fitness studio management software that closes those loops automatically: the schedule guards against trainer collisions and enforces package limits, sessions are counted on every booking and cancellation, the system reminds clients about payment before their last visit, and trainer payroll is calculated from completed sessions — with separate individual and group rates. It's a complete fitness studio management system: from the first consultation with a lead, through packages and retention, to the studio's profit and loss — not a calendar with a client list bolted on.
One schedule for classes and PT
Group classes and personal training in one calendar, several trainers at once — the schedule checks collisions and package limits before anything gets saved.
Group classes in one click
A class is created straight from a group package — every package member is added as a participant automatically, and anyone with a clashing booking is skipped and reported. Trainers can also run two individual clients in overlapping slots (semi-personal), while group sessions still block their time.
Bookings with no double-ups
Every booking path — single, series, group, mobile app — goes through one engine with transactional locks, studio opening-hours checks and trainer and client collision detection. Double bookings and phantom sessions are structurally impossible.
Recurring series for the whole month
Fixed weekly classes and recurring PT are planned in one action: weekly or daily recurrence, weekday selection, a per-date conflict preview and an option to skip clashing dates — before anything is saved.
Classes never "happen for free"
Past sessions close themselves: the system deducts the visit from the package, counts the trainer's hour and refreshes their monthly settlement. Group classes consume a package session just as automatically — no ticking off an attendance sheet by hand.
Entry packages & payments
Entry-based packages, payments in cash, by transfer and card terminal, reminders and renewals — everything counts itself, to the exact session and the exact amount.
Packages counted to the exact session
A booking reserves a session immediately, an early cancellation returns it, a late cancellation or completed training consumes it — the counter recalculates on every change. Set a package template up once and sell it in two clicks.
Cash, transfer and terminal in one ledger
Every package generates a payment with a full transaction log: instalments by method (cash, bank transfer, card terminal), status derived automatically (paid / partial / overdue) and a "mixed" badge when a client paid several ways. Totals always add up exactly.
A payment reminder before the final visit
The system tracks each client's position in the package chronologically: the second-to-last session triggers a "payment coming up" notification, the last one — "time for a new package", sent to the trainer and the client at once, with no duplicates.
Renewals without chasing clients
A daily job finds expired packages with auto-renewal on and creates the next one with the same template, trainer and clients from the following day. When renewal is blocked, the package is flagged "renewal required" — you see who's running out of sessions before they stop showing up.
Retention & sales
The biggest revenue leak in fitness is clients who vanish after the first month — the system catches them earlier and puts the whole path from lead to regular member in order.
A funnel from consultation to membership
A built-in CRM with 6 lead statuses (new, consultation scheduled and done, converted, lost, no-show — reopenable so you can rebook), a timestamped contact log with outcomes, and one-click conversion of a lead into a client, with the link preserved both ways.
A radar for clients about to leave
A daily job recalculates every client's status — active / renewal required / at risk / resigned. A client whose last training is older than your configurable threshold (14 days by default) is flagged "at risk" before they disappear for good.
Badges for regularity
Built-in gamification: milestones for completed trainings (1, 10, 30, 50, 100…) and streak badges for months of continuous package coverage (a real gap resets the streak), awarded automatically and shown to the client in the mobile app.
Resignation reasons, not silent deletions
Resigning a client requires picking a studio-defined reason, closes their packages and recalculates the counters — and the data feeds quarterly trainer retention rankings. You get structured churn statistics instead of a quietly deleted record.
Finance & team
The owner sees the whole studio in numbers — revenue, trainer costs, fixed costs and KPIs — while the team works in one app with role-scoped permissions.
Profit & loss per studio
A monthly P&L per location: revenue from recorded client payments, trainer costs from settlements, bonuses, fixed costs by category and net profit — plus a multi-studio network view and a month-over-month comparison.
A KPI dashboard to start the day
Ten tiles on the owner's home screen: this and last month's revenue with a by-day chart, today's bookings and schedule, attendance rate, active and at-risk clients, expiring packages, overdue amounts, resignations and the leads funnel — each tile behind its own permission.
Permissions for the front desk and manager
Invite staff accounts and grant fine-grained permission keys per studio — down to individual dashboard tiles. Delegate recording payments without handing over control of closed settlement months.
One app, four roles
Trainer, client, owner and setter all log into one native mobile app (iOS and Android) — each sees only their own screen: the trainer their schedule and clients, the client their packages and payments, the owner the studio's finances, the setter the sales funnel. One app, not four separate ones.
Trainer payroll built into your fitness studio software
In a fitness studio every trainer is on a different deal: one rate for personal training, another for group classes, plus rate changes mid-month. Manual end-of-month spreadsheet math is the most common flashpoint between an owner and the team. In EloByku pay calculates itself from completed sessions — and the module comes as standard, not as a paid add-on.
Separate individual and group rates for every trainer — a mid-month rate change applies from its own start date
Pay is calculated from completed sessions, not the schedule — cancelled trainings never enter payroll, and sessions are billed proportionally to their minutes
Close the month in a single view: a closed month is immutable, with a per-trainer report ready for your accountant
Fitness studio knowledge base
Practical articles on running a fitness studio in Poland — margins and costs, why clients leave, trainer compensation and turning consultations into members.
Studio 350 PLN, trainer 5 PLN, client 1 PLN net/mo — you pay only for what you use.