Choosing studio management software is one of the most important technology decisions you’ll make as a studio owner. The right platform saves hours each week, improves member experience, and directly impacts revenue. The wrong choice creates frustration, wastes money, and can actually hurt your business.
This guide provides a structured framework for evaluating and selecting studio software, based on our experience reviewing dozens of platforms.
Step 1: Define Your Requirements
Before looking at any software, write down what you need:
Essential Requirements (Must-Have)
| Requirement | Why It Matters |
|---|---|
| Online booking | Members expect 24/7 booking capability |
| Payment processing | Automated billing reduces admin work and failed payments |
| Member database | Central record of all member info, history, and preferences |
| Class scheduling | Core operational function |
| Mobile access | Staff and members need phone-friendly access |
| Reporting | Data-driven decisions require good reporting |
Important Requirements (Should-Have)
| Requirement | Why It Matters |
|---|---|
| Marketing automation | Reduces manual marketing effort |
| Waitlist management | Fills classes and reduces empty spots |
| Staff scheduling | Manages instructor assignments and availability |
| Digital waivers | Streamlines onboarding and legal compliance |
| Integrations | Connects with your other business tools |
Nice-to-Have Requirements
| Requirement | Why It Matters |
|---|---|
| Branded mobile app | Premium member experience |
| Video streaming | Virtual class capability |
| Retail POS | Sell merchandise and products |
| Consumer marketplace | Built-in member discovery |
| Loyalty program | Drives engagement and retention |
| API access | Custom integrations and automations |
Step 2: Set Your Budget
Determine what you can afford monthly, including all costs:
Budget Tiers
| Budget | Monthly Total | Recommended Platforms |
|---|---|---|
| Tight ($50-100) | $50-100 | Vagaro, Fitdesk, BookSteam |
| Standard ($100-250) | $100-250 | Momence, Zen Planner, TeamUp |
| Premium ($250-500) | $250-500 | Mindbody, WellnessLiving, Glofox |
| Enterprise ($500+) | $500+ | Mindbody Ultimate, Glofox Scale |
Remember to include:
- Monthly subscription fee
- Payment processing fees (2.2-2.9% per transaction)
- Add-on costs (branded app, premium support, etc.)
- Setup or migration fees
- Staff training time (opportunity cost)
Step 3: Create a Shortlist
Based on your requirements and budget, narrow to 3-4 platforms. Here’s a decision tree:
What’s your top priority?
→ Lowest cost: Vagaro ($30/mo) → Best marketing: Momence ($99/mo) → Marketplace discovery: Mindbody ($139/mo) → Community features: Zen Planner ($99/mo) → Multi-location: Glofox ($110/mo) → All-in-one with loyalty: WellnessLiving ($89/mo) → CrossFit-specific: PushPress ($119/mo) → Martial arts: Kicksite ($49/mo)
Step 4: Trial and Evaluate
Sign up for free trials or request demos for each platform on your shortlist.
Evaluation Scorecard
Rate each platform on a 1-5 scale:
| Criteria | Weight | Platform A | Platform B | Platform C |
|---|---|---|---|---|
| Ease of use | 20% | _/5 | _/5 | _/5 |
| Scheduling | 15% | _/5 | _/5 | _/5 |
| Payment processing | 15% | _/5 | _/5 | _/5 |
| Member management | 10% | _/5 | _/5 | _/5 |
| Marketing tools | 10% | _/5 | _/5 | _/5 |
| Reporting | 10% | _/5 | _/5 | _/5 |
| Mobile experience | 10% | _/5 | _/5 | _/5 |
| Price/value | 10% | _/5 | _/5 | _/5 |
| Weighted total | 100% | _/5 | _/5 | _/5 |
Real-World Testing Scenarios
Test each platform with these actual tasks:
- Create a recurring weekly class — How many clicks? How intuitive?
- Book a class as a member — Is the member experience smooth?
- Process a payment — Set up a membership and process a transaction
- Handle a cancellation — Cancel a booking and process a refund
- Run a report — Generate a revenue report for the last month
- Send an email campaign — Create and schedule a marketing email
- Add a new member — Complete the full member registration flow
- Manage the waitlist — Add someone to a waitlist and promote them
Questions to Ask During Demos
- What does the complete onboarding process look like?
- How do you handle data migration from my current system?
- What’s included in customer support (response times, channels)?
- What are the contract terms and cancellation policy?
- What’s your product roadmap for the next 12 months?
- Can I speak with reference customers similar to my studio?
- What happens to my data if I cancel?
- Are there any hidden fees or additional charges?
Step 5: Make Your Decision
After completing trials and evaluations:
- Review your scorecard — Which platform scored highest?
- Consider total cost — Factor in all fees, not just the subscription
- Trust your gut — Which platform felt best to use daily?
- Check references — Ask for customer references and read reviews
- Negotiate — Many platforms offer discounts for annual commitments
Step 6: Implement
Implementation Timeline
| Week | Activities |
|---|---|
| Week 1 | Account setup, initial configuration, data migration |
| Week 2 | Schedule setup, pricing configuration, payment processing |
| Week 3 | Staff training, test bookings, workflow documentation |
| Week 4 | Soft launch, parallel systems, member communication |
| Week 5 | Full launch, old system deactivation, monitoring |
Data Migration Checklist
- Member contact information
- Membership details and billing info
- Payment methods (stored cards)
- Attendance history
- Package and pass balances
- Upcoming bookings
- Waiver records
- Notes and custom fields
Communication Plan
To members:
- Email announcement 2 weeks before switch
- Step-by-step instructions for new booking process
- In-studio signage and assistance
- Follow-up email after launch with FAQ
To staff:
- Training sessions 1 week before launch
- Written quick-reference guides
- Designated go-to person for questions
- Daily check-ins during first week
Common Switching Mistakes
- Switching during peak season — Move during a slow period
- Not running parallel systems — Keep both systems active for 2-4 weeks
- Insufficient training — Undertrained staff create a bad member experience
- Poor communication — Members need clear, repeated instructions
- Rushing the migration — Take time to verify data accuracy
- Losing payment methods — Ensure stored credit cards transfer or members re-enter them
Our Final Advice
The best studio management software is the one that:
- Fits your budget without stretching finances
- Handles your core operations reliably
- Your team can learn and use confidently
- Grows with your business over time
Don’t overthink it. Pick the best option from your shortlist, commit to it, and optimize over time. You can always switch later if needed — though the switching cost is a good reason to choose thoughtfully now.