Gym CRM software that
stops revenue leaking.
ArenaPilot Gym CRM replaces the register, the spreadsheet and the WhatsApp thread. Members, plans, payments, dues and renewals in one dashboard, built for how gyms in India actually collect money.
Good morning
Zoom Fitness 👋
Total members
Active
This month
Dues pending
Revenue overview
+18% MoMFour leaks every growing gym has.
None of these feel urgent on any given day. Together they're the difference between a gym that grows and one that just churns.
Enquiries die in WhatsApp
A walk-in asks about pricing on Tuesday. Nobody follows up. By Friday they've joined the gym down the road, and you never knew you lost them.
An enquiry pipeline with a follow-up date
Every walk-in, call and web enquiry lands in a pipeline with an owner, a stage and a next action. Convert to a member in one click, and the details carry across so nobody retypes anything.
The register stops scaling
Past a few hundred members, a notebook or spreadsheet can't answer the only question that matters: who is actually active right now?
One living profile per member
Plan, payment history, dues, documents, attendance and status in a single searchable record. Filter to active, expiring or lapsed members in a tap, with no formula, no sorting and no guesswork.
Renewals lapse in silence
Memberships expire quietly. By the time anyone notices, the member has been gone for three weeks and is far harder to win back.
Renewals surfaced before they expire
Expiring memberships are flagged ahead of the date and queued for follow-up, with reminders over WhatsApp and email. Lapses become a decision you make, not an accident you discover.
Dues are a black box
Part-payments, cash instalments and 'I'll pay next week' are impossible to track by hand. Money leaks in amounts too small to notice and too frequent to ignore.
Every rupee accounted for
Part-payments, pending balances and collection history are tracked per member and per plan. Every payment writes to an immutable audit trail, so the ledger reconciles and disputes end quickly.
Everything a gym actually runs on.
Not a feature list assembled to look long. This is what's shipped and in use by facilities today.
Member CRM
One profile per member with plan, dues, payment history, documents and full activity trail, searchable by name or phone in a tap.
Renewal automation
Expiring memberships flagged before the date, with WhatsApp and email reminders so retention stops depending on somebody remembering.
Plans & GST invoices
Build any plan structure, whether monthly, quarterly, annual or session packs, and generate clean GST invoices you can share instantly.
Enquiry pipeline
Track walk-ins and leads through stages with assigned follow-ups, then convert to a member without re-entering a single field.
Multi-branch & roles
Run every branch under one account with role-based access for managers and front-desk staff, and strict per-facility data isolation.
Mobile app
Run the floor from your pocket. Native Android app for owners and staff, with the same live data as the dashboard.
Payments & dues
Collect cash, UPI, card or bank transfer. Part-payments, instalments and outstanding balances tracked automatically per member.
Self sign-up links & QR
Share a link or print a QR for the front desk. Members enter their own details and you approve. Zero data entry, zero transcription errors.
Revenue analytics
Collections, outstanding dues, plan performance and growth trends on a live dashboard, with owner-only visibility on totals.
Attendance
Check-in records tied to the member profile, so you can see who's actually turning up. It's the earliest signal that a renewal is at risk.
Immutable audit trail
Every payment edit, refund and cancellation is recorded permanently with who did it and when. Nothing is silently rewritten.
Secure by design
Authorization is decided by signed claims on every request, data is encrypted in transit, and your facility is hard-partitioned from every other.
From first enquiry to tenth renewal.
The full lifecycle of a member, and what ArenaPilot does at each stage.
Capture the enquiry
A walk-in, a phone call or a form submission becomes a tracked lead with an owner and a follow-up date, not a note on a whiteboard.
- Enquiry stages & assignment
- Follow-up reminders
- One-click convert to member
Onboard without typing
Send your sign-up link or point them at the front-desk QR. They fill in their own details and upload documents, then you review and approve.
- Custom registration fields
- Member-entered data
- Owner approval step
Take the money cleanly
Assign a plan, collect in cash, UPI, card or bank, and record part-payments as they come. The invoice generates itself.
- Any payment mode
- Part-payment tracking
- Automatic GST invoices
Keep them past month three
Expiring memberships surface before they lapse. Attendance shows who's drifting. Reminders go out over WhatsApp and email.
- Expiry queue
- Attendance signals
- Automated reminders
Know your numbers
Collections, dues, plan performance and growth on one dashboard, with an immutable audit trail underneath every figure.
- Live revenue dashboard
- Outstanding dues report
- Owner-only totals
8 hrs
of admin saved every week
+42%
more renewals collected on time
Same day
from sign-up to running live
₹0
revenue lost to untracked dues
Built for the gym you actually run.
From a single-room independent gym to a twenty-branch chain, the operational problems rhyme, even when the scale doesn't.
Independent gyms
The single-location gym running 200 to 800 members on a register and a spreadsheet. Usually live within a day of importing.
Boutique fitness studios
Yoga, CrossFit, pilates and functional-training studios selling class packs and short-cycle memberships that renew often.
Multi-branch chains
Two to twenty locations that need consolidated revenue, per-branch roles and one member record that follows the person between branches.
Gyms with coaching add-ons
Facilities selling personal training, nutrition plans or specialist coaching alongside the base membership as separate plan lines.
Corporate & society gyms
In-house facilities that need clean member records, controlled access and defensible usage reporting for the parent organisation.
Cash-heavy operations
Gyms collecting mostly in cash and instalments, where the real problem isn't billing software. It's knowing who still owes what.
Early Access pricing, locked in at launch.
Start with a Free Trial and no credit card. Join during Early Access and you keep your rate when public pricing goes live.
Gym CRM
questions.
Anything specific to how your gym collects, renews or reports, ask and we’ll answer straight.
In practice they overlap. Gym management software usually means the operational side: members, plans, billing and attendance. A gym CRM adds the relationship side, tracking enquiries before they join and retention signals after. ArenaPilot Gym CRM does both, because losing a lead and losing a member are the same problem at different stages.
Yes. Share your unique sign-up link on social or WhatsApp, or print the QR code for your front desk. Members fill in their own details and upload documents, and you simply approve them. It removes the data entry and the transcription errors that come with it.
Cash, UPI, card and bank transfer. Part-payments and instalments are tracked automatically against the member, so pending dues are always visible rather than living in someone's memory.
Every facility's data is hard-partitioned, so your members, payments and plans are never visible to another business on the platform. Access is decided by signed claims on each request, and data is encrypted in transit. Full detail is on our Security page.
Very little. Staff get role-limited access to exactly the screens they need, usually member lookup, payment collection and check-in. Most front-desk teams are comfortable within an afternoon.
Yes, a native Android app for owners and staff, working from the same live data as the web dashboard. So you can check collections or approve a member without being at the desk.
Those products activate on the same account against the same member and payment data, with no migration and no second login. Turf CRM and Sports Academy CRM are the next two products on the roadmap.
Put your gym on ArenaPilot this week.
Import your members, plans and outstanding dues during onboarding. Most facilities are running live the same day.