CRM for gyms
Gym CRM software that turns inquiries into members
Track every membership inquiry from first call to signed member, then keep members coming with renewal and attendance nudges. Your AI manager answers the phones, books tours and follows up while your staff run the floor.
CRM included in every plan, from $39/month. AI manager included.
New lead
Tour booked
Toured
Offer sent
Quick answer
What does gym CRM software do?
Gym CRM software tracks membership leads from first inquiry to signed member and helps you keep them. Clientager logs every inquiry with its source, books gym tours, follows up leads who did not join, and reminds members before renewal. Its AI manager answers calls, WhatsApp and web chat 24/7, answers pricing and hours questions, and books tours straight into the CRM. Plans start at $39/month with the CRM included.
Built for gyms and health clubs
Your Gym CRM comes set up with the stages and fields gyms and health clubs actually use. Change anything, add your own.
Pipeline stages
- New lead
- Tour booked
- Toured
- Offer sent
- Won
What each record holds
- Membership type
- Membership start and renewal date
- Goal (weight loss, strength, general fitness)
- Lead source
- Tour date and staff member
- Personal training interest
- Last check-in noted
- Cancellation reason
- Emergency contact
Membership sales pipeline
Every inquiry moves through New lead, Tour booked, Toured, Offer sent and Won. Each lead carries a value, so you see how much membership revenue sits in the pipeline this month.
Tours on the calendar
Tours and personal training sessions sit on one week view with the staff member assigned. Front desk staff see who is coming in and who to greet.
Lead source tracking
Tag each lead with where it came from: walk-in, website, social ad, referral or flyer. The leads by source report shows which channels bring members, not just inquiries.
Memberships and PT packs in the catalog
Load monthly, annual and off-peak memberships, joining fees and personal training packs. Send a quote or an invoice with a pay-by-link through your own Stripe, Razorpay or PayPal account.
Renewal and retention lists
Smart lists show memberships renewing in the next 30 days and members not seen in three weeks. Message them from templates or let automations do it.
Win/loss reasons
Mark lost leads with a reason such as price, location or joined elsewhere. Over a few months you see why tours do not convert and can fix it.
Team roles for front desk and coaches
Front desk and coaches work leads and tasks on staff logins without seeing revenue. Managers see conversion rate, pipeline value and revenue collected.
Included: Clientager AI manager
A CRM that fills itself in
Most CRMs wait for someone to type. Your AI manager answers calls, WhatsApp, SMS, website chat and email 24/7, then writes every contact, booking and next step into the CRM for you.
Answers pricing and hours questions
Most gym calls are the same five questions. Your AI manager answers them 24/7 by phone, WhatsApp, SMS and chat, using your real membership options.
Books the tour
It turns the inquiry into a booked tour with a staff member, creates the lead in the pipeline and records the goal and source.
Follows up after the tour
It sends the offer and a payment link for the joining fee, and answers questions while the prospect is still deciding.
Scores every lead
Each lead shows a hot, warm or cold score and a suggested next action, so the sales staff call the right people first.
Catches cancellations
When a member asks to cancel, it logs the reason and hands it to a manager with a callback task, giving you a chance to save the membership.
How a gym runs on Clientager
- 01
Inquiry at 10pm
Someone sees your ad and messages on WhatsApp. Your AI manager answers questions on price and hours, logs the lead with the ad as source, and books a tour for tomorrow.
- 02
Tour and offer
The front desk sees the tour on the calendar. After it, they mark the lead Toured and the CRM sends the offer the next day.
- 03
Sign-up
The prospect pays the joining fee through the link. The invoice marks itself paid and the lead moves to Won.
- 04
First weeks
A coach is assigned and a task reminds them to check in at week two.
- 05
Retention
If the member stops coming for three weeks, a check-in text goes out. Fourteen days before renewal, they get a reminder.
Automations ready to switch on
- When A new lead is created→ Send a welcome SMS with the tour booking options and create a call task for the front desk
- When The stage changes to Toured→ Wait one day, then send the membership offer by email with a pay-by-link
- When A lead stays in Offer sent for 5 days→ Create a follow-up task for the staff member who gave the tour
- When A member has had no visit for 21 days→ Send a check-in SMS from their coach and tag them at-risk
- When A membership renewal date is 14 days away→ Send a renewal reminder with the payment link
Spreadsheets vs. Clientager
Spreadsheets and generic CRMs
- Inquiries from ads and walk-ins sit in a notebook or inbox
- Nobody follows up the people who toured and did not join
- Calls after hours go to voicemail and the lead joins elsewhere
- You only learn a member left when the payment stops
- No idea which ads produce paying members
Clientager Gym CRM
- Every lead in one pipeline with source and value
- Automatic follow-up after every tour
- AI manager answers and books tours 24/7
- At-risk members flagged after three quiet weeks
- Leads by source and conversion reports
Gym CRM software for membership sales
Gym CRM software has to do two jobs: sell memberships and keep them. Most gyms spend real money on ads and then lose the leads in a spreadsheet, a front desk notebook or a social inbox nobody checks after six. Clientager puts every inquiry in one membership pipeline, with the source, the goal and the next step. You see who needs a tour, who toured and who has an offer waiting.
Speed matters. A person who messages about joining usually messages two or three gyms on the same night. Your AI manager answers in seconds at any hour, by phone, WhatsApp, SMS or web chat. It explains your membership options, books a tour with a staff member and writes the lead into the CRM, so the morning shift starts with booked tours instead of a pile of unanswered messages.
Following up the people who toured
The tour is where most gyms lose people. They liked the place, they said they would think about it, and nobody called. In Clientager, moving a lead to Toured can trigger the offer email the next day with a secure pay-by-link for the joining fee. If the lead sits in Offer sent for five days, the CRM creates a task for the staff member who gave the tour.
Lost leads get a reason, such as price, location or joined elsewhere. Over time the win/loss report shows patterns. Maybe evening tours convert better, or one ad brings lots of inquiries but few members. The AI insights on each lead give a hot, warm or cold score and a suggested next action, so your team calls the warmest prospects first.
- Offer sent automatically after a tour
- Follow-up tasks for leads that stall
- Loss reasons and conversion rate by source
- Hot, warm or cold scores on every lead
Keeping members after they join
Member retention is cheaper than new sales. Clientager lets you log visits as notes or tasks and build a smart list of members not seen in three weeks. An automation can send them a friendly check-in from their coach and tag them as at-risk. Members renewing in the next 30 days show in their own list, with reminders sent 14 days before the date.
When a member asks to cancel, your AI manager records the reason and hands the conversation to a manager with a callback task. That is often enough to offer a freeze or a cheaper plan instead of losing them. Reports show new contacts, conversion rate, revenue collected and how many conversations the AI manager handled, so owners see the full picture.
Questions about the CRM
What is the difference between a gym CRM and an AI manager?
The gym CRM is where leads, members, tours, invoices and reports live. The AI manager is the assistant that answers membership questions by phone and message, books tours, sends offers and logs everything in that CRM. In Clientager they work together, so a lead your AI manager talks to at midnight is already in the pipeline when your staff arrive.
Can I import my current member and lead list?
Yes. Export members and leads from your current software or spreadsheet as a CSV and import them. Clientager checks for duplicates during import, and you can merge any it finds later. Map columns like membership type and renewal date to fields so your reminders work from day one.
Can front desk staff and coaches use it without seeing revenue?
Yes. Give them the staff role. They can work leads, book tours, add notes and complete tasks, but they cannot see payments, billing or revenue. Owners and managers see everything, including conversion and revenue reports. Starter includes 2 logins, Growth 5 and Scale unlimited.
Does this replace my gym access control or billing system?
No. Clientager is a CRM and AI manager for sales, follow-up and retention. It does not control door access. It can send quotes, invoices and pay-by-links through your own Stripe, Razorpay or PayPal account, and you can import or export members via CSV.
How does the CRM help win back cancelled members?
Tag cancelled members with their reason. A win-back automation can email or text them after a set number of days with a message you write. When they reply, the AI manager answers, books a visit and moves them back into the pipeline.
How much is the gym CRM?
The CRM is included in every Clientager plan and plans start at $39/month. Book a live demo to see it set up for a gym. If it is not a fit, you can get a refund before your AI manager goes live with your members.
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