Gym Assistant

Gym Assistant is membership-management software for small and midsize gyms, fitness centers, and health clubs. It is best suited to operators who want detailed member administration and billing in an installed Windows program, with online services as an add-on. Its strongest case is the breadth of membership and payment workflows; its key trade-off is that the core system is not cloud based.

Overview

The program combines member records, check-in, billing, reports, payments, measurements, notes, electronic documents, and waiver tracking. Barcode readers can automate check-in, and access-control add-ons support SmartKeys, barcode tags, and proximity cards or fobs. That combination suits facilities that want membership administration and entry workflows together, though electronic access depends on add-ons.

Billing includes invoices, integrated payment processing, monthly ACH and card payments through selected processors, and real-time swiped-card transactions. MemberConnect adds online sign-up and payments, messaging, SMS, announcements, referrals, family accounts, and billing or visit history. Its portal requires a merchant services account, an active paid support plan, and Gym Assistant version 2.6.0; online portal payments work only in the U.S. and Canada. Those prerequisites and the regional payment limit matter for clubs planning to rely on online enrollment.

Key features

Member administration and access

Measurements, notes, documents, waivers, and visit history give staff several ways to maintain member records alongside billing and attendance. Network licensing allows two to ten computers to share Gym Assistant and ProShop data, with changes appearing on the other computers. For clubs running multiple facilities, DataSync synchronizes member data between locations; it is a more relevant option than a shared network license when sites need to share records across facilities.

MemberConnect and mobile credentials

MemberConnect’s Base plan covers online sign-up and payments, family members, referrals, and billing and invoice history. Plus adds portal messaging and SMS, while Elite adds a member mobile app and mobile access and check-in. Elite credentials use a changing QR code or barcode, block screen captures, and can work without nearby Wi-Fi or cellular service, a practical advantage for entry where connectivity is unreliable.

Data and support

Users own and control their data, can export it without fees, and can use password options to restrict sensitive information. Backups can be saved as password-protected files to writable CD or USB, or to Bio-Logic’s web server, where the data is described as available only to the user. A software purchase includes one year of phone and email technical support and free updates; an optional maintenance plan can continue automatic updates after that year.

Pricing

MemberConnect Base is free and includes online sign-up and payments, family members, referrals, and billing and invoice history. It is the entry point for clubs that need those portal functions without member messaging or SMS.

MemberConnect Plus costs $10,015 a year, billed $100/year or $15/month. It includes Base features plus portal messaging and SMS, making it the relevant step up for clubs that want to communicate with members through the portal. MemberConnect Elite costs $25,030 a year, billed $250/year or $30/month, and adds the member mobile app, mobile access, and check-in to Plus. It is aimed at facilities that need mobile credentials and app-based access; the higher tier adds those capabilities rather than changing the core installed program.

Gym Assistant Software has custom pricing. It comes in eight capacity editions, with the complete program in each, and includes one year of technical support, software updates, and automated backup. An optional maintenance plan may continue automatic updates after the included first year.

Platforms

Gym Assistant is an installed Windows-only application, not a cloud-based service. The maker says it can run on a Mac using Parallels Desktop, but that still means operating the Windows program rather than using a native Mac or web application. MemberConnect supplies online and mobile services, but requires the compatible desktop software and support plan.

Who it's for

Gym Assistant is a sensible fit for small and midsize gyms or health clubs that prioritize comprehensive member records, billing, and check-in in a desktop system, and can meet MemberConnect’s prerequisites if they want portal payments. Multi-location operators may benefit from DataSync, while clubs that require a cloud-first core system or online portal payments outside the U.S. and Canada should look elsewhere.

Pros and cons

• Pro: Member records, billing, reports, payments, measurements, notes, documents, and waivers sit in one program, reducing the need to split those membership tasks across separate tools.
• Pro: Network licensing and DataSync address different sharing needs, from two to ten computers at a facility to member-data synchronization across multiple facilities.
• Pro: Data export without fees and password-protected backup options give operators direct control over member records and backups.
• Con: The main application is installed and Windows-only, which rules it out for teams seeking a cloud-based core system.
• Con: MemberConnect portal sign-ups and payments require a merchant services account, paid support, and version 2.6.0, while online portal payments are restricted to the U.S. and Canada.
• Con: Gym Assistant’s eight capacity editions have custom pricing, so the From $780 starting note does not establish the cost of the edition a particular club needs.

Alternatives

For a broader comparison, start with Gym Membership Billing Software or Gym Management Software.

• Gym141 is worth considering for operators who want a free, self-hosted option with a full feature set and a cap of 25 active members; it supports Android, iOS, web, and Windows as well as self-hosting.
• Clubworx may suit a smaller club that can work within its free plan’s 20-active-member limit and wants online booking, payments, email and SMS, and a self-check-in kiosk.
• Fitnito is a better fit for a small operation that can use its free Starter Plan’s single location, single program, one pass type, five staff members, and two weekly recurring sessions.
• BoxBoard is a narrower free option for a garage gym with up to five members that needs workout scheduling and tracking rather than a full membership and billing system.
• Revel offers a self-hosted, MIT-licensed option with no platform fees or monthly costs, though infrastructure and Stripe processing are paid separately.
• ClubWise is another paid option for readers comparing gym software across Android, iOS, web, and API platforms.
• Sport School Manager may fit a school or program managing students rather than a gym membership base; its School Plan costs $89 a month and includes unlimited students, priority support, dedicated onboarding, and a 90-day free trial.
• Unison Payment Solutions is an option for readers focused on payment processing, with custom interchange-plus pricing rather than Gym Assistant’s wider membership-management scope.

Verdict

Choose Gym Assistant if your gym wants extensive member administration, billing, and access workflows in a Windows desktop system, with optional portal and multi-location capabilities. Its combination of operational features and data export is compelling for clubs comfortable managing an installed application. Look elsewhere if a cloud-based core system is essential, or if your members need online portal payments outside the U.S. and Canada.