4.98 Google rating

For gyms, boutique studios, CrossFit boxes and personal trainers

Gym CRM for Fitness Studios and Gyms

BaseCloud handles the sales and retention side of your gym. Every lead gets a fast call, every intro class gets a follow-up, members are billed through recurring invoices with online payment, and a cancellation request reaches a manager before it becomes final.

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Trial visitors followed up same day

Example workflowFrom free class to member

Clients who love our CRM system

Feel free to ask them about us.

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Leads are the easy part in January. Keeping members past March is the job.

A lead ad brings in forty sign-ups in a week, and the coaches are on the floor all day. Half the trial visitors never get a follow-up call. New members who stop coming in week three aren't noticed until their cancellation email arrives. The front desk tracks freezes on a sticky note, and nobody remembers to ask the happy regulars for a review.

What BaseCloud CRM solves

What a gym CRM should fix

  • Every lead called while they still remember filling in the form
  • Intro class and free trial visitors followed up the same day
  • Membership invoices sent each month with a pay-online link
  • Members who stop showing up noticed before they cancel
  • Cancellation requests routed to a manager who can offer a freeze
  • Google reviews from members who love the place

How it works

From the first lead to a long-term member

Four jobs that decide how many members a gym keeps, and how BaseCloud handles each one.

Leads called while they're still keen

Facebook and Instagram lead ads, website forms and calls to a tracking number create the prospect record with the campaign attached.

  • Call Connect rings a coach or the front desk the second a form arrives
  • Round Robin Select shares leads fairly across the sales team
  • Ad spend and sign-ups side by side, so you can see which campaign pays

What you get

Built for the business side of fitness

The BaseCloud tools gym owners and studio managers lean on, in gym terms.

  • Lead ads straight to the front desk

    Facebook and Instagram lead ads, web forms and webhooks create prospects in seconds, with the campaign and offer saved.

  • A call within a minute of sign-up

    Call Connect rings a staff member's phone as a lead arrives and dials the prospect, so January sign-ups don't go cold.

  • Recurring membership invoices

    Set up each member's plan as a recurring invoice with a Stripe payment link, and see who owes what in the aging report.

  • Attendance drop-off alerts

    If your check-in software can send a webhook, last-visit dates update on the member and a workflow nudges anyone who goes quiet.

  • Texting members in bulk

    Class changes, holiday hours and challenges sent by text from your gym number, with US 10DLC registration done for you.

  • Reviews from regulars

    Ask members for a Google review at their three-month mark and reply to new reviews with AI or saved replies.

The BaseCloud difference

Built in, not bolted on

Calling, texting, WhatsApp, email, quoting, e-signature and automation are part of BaseCloud, not add-ons from other vendors. One login, one client record, and no connectors to keep alive between separate subscriptions.

  • Phone system
  • SMS
  • WhatsApp
  • Gmail / Microsoft 365
  • Workflow automation
  • Quotes & invoices
  • E-signature

Fitness Studios & Gyms on BaseCloud

One prospect, from lead ad to member

What follows is an example setup for a boutique studio, not a customer story. Each step is a standard workflow your team can adjust.

Example workflow

A free intro class offer at a two-coach strength studio

Someone taps a Facebook ad for a free intro class on a Wednesday evening. Here is how the studio turns that tap into a member.

  1. 1. Prospect created

    The lead ad creates the prospect with the campaign name. Call Connect rings the coach on duty and dials them.

  2. 2. Intro class booked

    The coach books Saturday's intro class in the studio calendar. A reminder text with parking details goes out Friday evening.

  3. 3. Offer sent

    When the session ends, a Calendar Trigger texts a first-month offer and creates a Workflow Note to call on Monday.

  4. 4. Member signed up

    The prospect becomes a member. A recurring monthly invoice starts, with a Stripe link to pay online.

  5. 5. Drop-off spotted

    Six weeks in, the last-visit date is ten days old. A coach gets a reminder to check in and a friendly text goes out.

  6. 6. Review requested

    At three months, a text asks the member for a Google review with a direct link.

Coaches stay on the floor. Follow-ups, billing and check-ins happen in the background.

We pride ourselves on 5-Star Service

4.98 Google rating

Read our reviews on Google

Moving to BaseCloud was the best decision we could have made. The onboarding process was very professional. … It is comforting knowing you have a team of professional, knowledgeable people at your disposal.

Pieter vd WaltPosted on Google

Excellent service, professional team. The best I ever worked with.

Sandra ViljoenPosted on Google

Very professional and helpful. They consistently go out of their way to assist wherever needed. I would highly recommend them.

Annelien BouillonPosted on Google

Very knowledgeable team that understands our market.

Alan FritzPosted on Google

Thank you BaseCloud for … helping me get up to speed with your platform so that we could help our client fully integrate with your CRM.

Julian WesselooPosted on Google

Great team and very knowledgeable. Patient, but they keep their fingers on the pulse. Highly recommend.

The Capital DistilleryPosted on Google

Thank you to the incredible BaseCloud team for all your hard work and support.

Belinda VD MerwePosted on Google

Brilliant company!

Pieter KoelewynPosted on Google

FAQ

Gym CRM questions

Does BaseCloud replace Mindbody or my class-booking app?
No. BaseCloud has no class timetable, member check-in or online class booking, and no built-in Mindbody connection. Keep your booking and check-in software for classes. BaseCloud handles leads, follow-up, member communication and billing around it, and data can come in by webhook, the API or CSV import.
Can BaseCloud bill memberships?
Yes, through recurring invoices. Each member's plan goes out on schedule with a Stripe link to pay online, and payments are recorded automatically. The aging report shows who is behind.
How do we follow up free trials and intro classes?
Book the trial in the BaseCloud calendar and a workflow sends reminders before it and an offer after it. Anyone who doesn't sign up can go into a short campaign that ends as soon as they become a member.
Can members freeze instead of canceling?
You can track freezes with start and end dates on the member, have a Workflow Note remind staff to adjust their billing, and send a welcome-back text when the freeze ends. A cancellation form can route straight to a manager for a save call.
Can we text members from our gym number?
Yes. You can text one member or the whole list from your gym number, and replies land in a shared inbox. BaseCloud handles US 10DLC registration. You stay responsible for members' consent to receive texts.
Is it a fit for a single studio and for a group of clubs?
Yes. A single studio can run it with two or three people. A group can set up a team per location, with its own phone numbers, lead routing and reports.

More trials signed up. Fewer members walking away.

Tell us how your gym handles leads and memberships today, and we'll show you the same flow running in BaseCloud.

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See it for yourself

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