# How to choose gym management software: turnstiles, QR entry, branches and PT > When choosing gym software, the real differences show up at the door, in payments and across branches. Do not decide without seeing it run on your turnstile model, and ask what the door does when the internet goes down. Get your right to export your data written into the contract. - URL: https://radkod.com/en/blog/choosing-gym-management-software - Publisher: RadKod - Written by: Abdullah Bozdağ - Published: 2026-10-25 ## In short - The door is where products differ most: turnstile integration, behaviour during outages and entry rules. - Do not decide without a live reference running your turnstile brand and model. - Instalments, overdue reminders and stopping members with debt at the door should work together. - If you have more than one branch, ask about cross-branch entry and per-branch reports from the start. - Get your right to export members, payments and entry history written into the contract. ## What does gym management software do? Before you choose gym management software, it helps to know what it covers. Gym management software brings memberships, entry control, class and PT bookings, payments and reports into one system. In many gyms today this work is spread across a desktop program, a spreadsheet, the turnstile's own software and WhatsApp groups. The point of switching is to end that: the door decision, the outstanding balance and the booked session should all look at the same record. Products on the market look alike on the basics. They all have members, plans, payments and reports. What sets them apart is how deep they go on the topics below. ## The door: turnstiles, cards and QR entry The door is where gym software causes the most trouble. If the software cannot talk to the turnstile, reception checks every entry by hand and half the system goes to waste. In the demo, check: - **Device support:** Is there a gym running your turnstile brand and model? A brand list in a brochure is not enough; ask for a live example. - **Internet outages:** What does the door do when the connection drops? A good system keeps deciding from the last member list it has and syncs records when the connection is back. - **QR entry:** Does the code on the phone change every few seconds? A QR code that works as a screenshot is no better than a shared card. - **Rules:** Can you choose, per branch, what the door does for members with debt, when the gym is full, after closing time or when a card is scanned again while its owner is inside? ## Payments and debt Most gyms sell in instalments, and late payments shape monthly revenue. Instalment plans, automatic reminders and the debt check at the door should be connected. If you want to stop members with overdue payments at the door, you need tolerance settings, such as keeping the door open for a few days or a small amount. ## Branches and franchises Even if you start with one branch, choose with the second in mind. Ask: can a member enter another branch with one membership, can you publish prices from head office to every branch, and can each branch keep its own cash and reports? If you will grow through franchises, each franchise needs to run its own cash while using head office's catalogue. ## Class and PT scheduling For group classes, capacity and waiting lists matter. For PT, each trainer needs their own calendar and session packages. If you pay trainers a share, having the software calculate it ends month-end arguments. If freelance trainers work at your gym, ask how their clients get into the system. We cover the trainer's side in [client management for personal trainers](/en/blog/personal-trainer-client-management). Your list of questions for vendorsTick what applies to your gym. The list gives you the questions to ask in a demo; copy it and take it with you. We have or will install turnstiles or door controlWe have or will open more than one branchWe run group classesWe work with personal trainersWe sell products, drinks or supplementsWe want members to manage things from their phoneWe are moving from another system Copy the list ## The member app Members now expect to buy plans, book classes and see their programme on their phone. There are two models: a separate app under the gym's own name, or one app shared by many gyms. A separate app is stronger for your brand, but store accounts, updates and reviews become your job. With a shared app, a member can use one account for several gyms and the provider maintains the app. ## Migration and your right to leave When you switch, members, active plans and balances must move over completely. Agree upfront who does it, whether it is paid and how many days both systems will run in parallel. Just as important is being able to take your data with you if you leave later. Get the export format for members, payments and entry history written into the contract. ## Our example: GamGym We ran into every topic in this article while building our own product, [GamGym](/en/work/gamgym). In GamGym, members enter every gym they belong to with one app and a QR code that changes every few seconds. Door rules are set per branch, and when the door stops someone, the reason shows on screen. Multiple branches, franchises, class and PT scheduling, a shop and payments sit in the same panel. Plans and prices are at [gamgym.com/en/for-gyms](https://gamgym.com/en/for-gyms). ## Frequently asked questions ### Desktop gym program or cloud software? Desktop programs are tied to one computer, which makes branches and remote access hard. Cloud software opens anywhere and updates are handled by the provider. With cloud software, always ask what the door does during an internet outage. ### Do I need to replace my turnstile? Not always. Many turnstiles accept network commands or can be connected through an added controller. Ask the vendor for a live example with your model. ### What happens with QR entry if the member's phone is offline? It depends on how the code is generated on the phone. Some systems can generate it offline. Try it in the demo with the phone in airplane mode. ### Is it a privacy problem to give member data to a software provider? The provider acts as a data processor. You need a data processing agreement and to know where the data is stored. Informing members and collecting consent where needed remains the gym's responsibility. ### How long does switching take? If data import and door setup are ready, a small gym can switch in a few days. With turnstiles and several branches, running both systems in parallel for a while is safer. **Want software built for your gym?** [Get a quote](https://radkod.com/en/get-a-quote)