Gym / fitness / yoga (class + membership) software, built around E&O and group-class scheduling: capacity, roster & check-in

Arkathos gives a gym a workspace tailored to how the work actually runs — This workspace is built around recurring memberships and filling group-class rosters week after week. Arkathos tailors a gym workspace around 5 agents: Quartermaster, Sentinel, Treasury, bulletin-board, Herald.

Compliance a gym can't afford to miss

Watchtower tracks every license, bond, insurance policy, and continuing-education requirement for a gym, with renewal cadences and staged reminders so nothing lapses.

• A gym must maintain a Personal Trainer Certification — NASM-CPT (NCCA-accredited), through the National Academy of Sports Medicine (NASM), which renews every two years.
• The Personal Trainer Certification — NASM-CPT (NCCA-accredited) carries a continuing-education requirement of 20 hours every two years (1h CPR/AED (mandatory current card, counts as 0.1 CEU), 19h General / approved CE (elective)).
• A gym must maintain a Personal Trainer Certification — ACE-CPT (NCCA-accredited, alternative), through the American Council on Exercise (ACE), which renews every two years.
• The Personal Trainer Certification — ACE-CPT (NCCA-accredited, alternative) carries a continuing-education requirement of 20 hours every two years (1h Professional Conduct & Ethics (mandatory sub-minimum), 19h General / ACE-approved CE).
• A gym must maintain a Personal Trainer Certification — ACSM-CPT / ACSM-GEI (NCCA-accredited, alternative), through the American College of Sports Medicine (ACSM), which renews every 3 years.
• The Personal Trainer Certification — ACSM-CPT / ACSM-GEI (NCCA-accredited, alternative) carries a continuing-education requirement of 45 hours every 36 months (45h General CECs (CPR/AED/First Aid capped at 5 CECs/yr = max 15/cycle); current CPR required).
• A gym must maintain a Strength & Conditioning / Personal Trainer Certification — NSCA CSCS or NSCA-CPT (NCCA-accredited, alternative), through the National Strength and Conditioning Association (NSCA), which renews every 3 years.
• The Strength & Conditioning / Personal Trainer Certification — NSCA CSCS or NSCA-CPT (NCCA-accredited, alternative) carries a continuing-education requirement of 60 hours every 36 months (60h General CEUs (6.0 CEUs; must span at least 2 of 4 categories A–D); current CPR/AED required).
• A gym must maintain a Group Fitness Instructor Certification — AFAA-CGFI (NCCA-accredited), through the Athletics and Fitness Association of America (AFAA), which renews every two years.
• The Group Fitness Instructor Certification — AFAA-CGFI (NCCA-accredited) carries a continuing-education requirement of 15 hours every two years (1h CPR/AED (mandatory current card per NASM-AFAA handbook), 14h General / approved CE).
• A gym must maintain a CPR/AED Certification (Adult, hands-on skills check), through the American Heart Association / American Red Cross, which renews every two years.
• A gym must maintain a Business License / Local Business Registration, through the City / County (local government), which renews every year.
• A gym must maintain a Health Club / Fitness Facility Registration & Surety Bond, through the State Division of Consumer Affairs / Attorney General (where memberships/prepaid contracts are sold), which renews every year.
• A gym must maintain a Professional Liability Insurance (Trainer/Instructor E&O), through the Private insurer, which renews every year.
• A gym must maintain a General Liability Insurance, through the Private insurer, which renews every year.
• A gym must maintain a Cyber Liability Insurance, through the Private insurer, which renews every year.
• A gym must maintain a Workers' Compensation Insurance, through the State workers' compensation system / private insurer, which renews every year.

Everything Arkathos runs for a gym

These are the agents set up first for a gym — and because it's one platform, every plan includes all 16 Arkathos agents. Also included whenever you need them: Guardhouse, Scribe, Courier, War Room, Armory, Marshall, Mint Warden, Vault Keeper, Watchtower, Bulletin Board, Client Portal.

• Quartermaster — Online booking & appointments, Calendar & availability, Events & waitlists, Automated reminders, Job dispatch & scheduling.
• Sentinel — Contact & lead management, Deal / estimate pipeline, Task & follow-up tracking, SMS & email outreach, Pipeline reporting.
• Treasury — Invoicing & payment collection, Expense tracking, Accounting & bookkeeping, Business tax prep & filing, Recurring billing & subscriptions, Financial dashboards & reports.
• Herald — SEO & get-found content, Social media scheduling, Email & newsletter campaigns, Brand voice & content studio, Review & reputation growth, AI-overview & directory visibility.

Your tailored gym workspace

These are net-new, gym-specific capabilities — not a generic CRM bolted onto your industry.

• Group-class scheduling: capacity, roster & check-in (Quartermaster): Recurring class templates with capacity caps, a live roster, front-desk/QR check-in, automatic waitlist promotion, and a room/equipment double-booking guard. This is the spine of a class-based studio and Bookings today is 1:1 only.
• Recurring membership billing engine (Treasury): Monthly/annual dues on auto-pay with failed-payment dunning, freeze/hold, proration, cancellation, and MRR/churn reporting. Treasury currently issues only one-off invoices.
• Liability-waiver e-sign gating first workout (Scribe): New members e-sign a liability waiver and health-readiness acknowledgment (with ESIGN/UETA audit) before membership activates, blocking access until signed. The signer surface is still a stub.
• Class-pack / drop-in credit draw-down (Treasury): Sell 10-class passes and drop-in credit bundles as stored value, draw a credit at each check-in, and alert at low balance — distinct from recurring membership and from the existing loyalty punch-card.
• Attendance & streak tracking (Quartermaster): Persist check-in history per member to surface attendance trends, at-risk (lapsing) members back into the Sentinel retention pipeline, and instructor headcount per class.
• Member self-service freeze / cancel portal (Client Portal): Authenticated member portal to freeze, resume, upgrade, or cancel a membership and update the card on file, reducing front-desk billing churn work.

The agents and tabs you get

Quartermaster for a gym surfaces Calendar, Bookings, Waitlist, Availability, Chat. Sentinel for a gym surfaces Overview, Contacts, Chat. Treasury for a gym surfaces Financial sheet, Invoices, Sales tax, Chat. Herald for a gym surfaces Brief, Compose, Schedule, Get found, Replies, ✦Studio, Chat, Brand voice.

Frequently asked questions

best gym management software for a small studio

Popular picks include Mindbody, Zen Planner, PushPress, Glofox and Gymdesk; best fit depends on class type and budget. Arkathos bundles scheduling, billing, CRM and marketing in one flat-priced platform tailored to studios.

how much does gym management software cost per month

Usually $0–$300+/month, with most owners at $100–$200. Watch payment-processing fees (about 2.2–2.9% + $0.30) that quietly add $200–$500 more. Arkathos uses flat pricing with no per-seat fees.

do i need a liability waiver for my gym members

Not legally required, but strongly recommended to limit lawsuit exposure. Digital waivers are time-stamped and easy to prove. Have a lawyer tailor it to your state and activities instead of copying a template.

how do i stop members from cancelling my gym

Most churn hits in the first 90 days, so prioritize onboarding, attendance tracking and early wins. Software can flag at-risk members and auto-send SMS/email. Arkathos automates milestone outreach and failed-payment recovery.

how do i set up automatic recurring billing for gym memberships

Gym billing software charges cards or ACH on a recurring schedule and runs dunning—auto-retrying failed payments and texting members to update cards. Arkathos handles recurring billing, failed-payment recovery and invoicing in one place.

do i need an app for members to book classes

Not required, but a booking app cuts phone tag and lets members reserve, cancel or pay 24/7, which helps retention. Waitlists and class packs are standard. Arkathos includes member scheduling and self-service booking.

what software do i need to run a fitness studio

At minimum member management (bookings, memberships, billing) plus team tools (staff scheduling, payroll); many owners juggle 2–3 tools at $150–$350/month. Arkathos covers finances, CRM, scheduling, payroll and compliance in one platform.

is gym software cheaper with flat rate or per member pricing

Per-member plans ($1–$5/member atop a base) grow costly as you scale; flat-rate is usually cheaper past roughly 35 members. Arkathos charges a flat rate with no per-member or per-seat fees.

yoga studio software with class packs and drop-in pricing

Yoga platforms like Mindbody, WellnessLiving and Wellyx support class packs, drop-ins, memberships, waitlists and recurring schedules. Arkathos handles class-pack and drop-in booking, payments and reminders tailored to studios.

What licenses and insurance does a gym need?

Arkathos tracks 12 items for a gym, including Personal Trainer Certification — NASM-CPT (NCCA-accredited), Personal Trainer Certification — ACE-CPT (NCCA-accredited, alternative), Personal Trainer Certification — ACSM-CPT / ACSM-GEI (NCCA-accredited, alternative), Strength & Conditioning / Personal Trainer Certification — NSCA CSCS or NSCA-CPT (NCCA-accredited, alternative). Each renewal and expiration is monitored in Watchtower with staged reminders.

What continuing education is required for a gym?

The Personal Trainer Certification — NASM-CPT (NCCA-accredited) carries a continuing-education requirement of 20 hours every two years (1h CPR/AED (mandatory current card, counts as 0.1 CEU), 19h General / approved CE (elective)). The Personal Trainer Certification — ACE-CPT (NCCA-accredited, alternative) carries a continuing-education requirement of 20 hours every two years (1h Professional Conduct & Ethics (mandatory sub-minimum), 19h General / ACE-approved CE). The Personal Trainer Certification — ACSM-CPT / ACSM-GEI (NCCA-accredited, alternative) carries a continuing-education requirement of 45 hours every 36 months (45h General CECs (CPR/AED/First Aid capped at 5 CECs/yr = max 15/cycle); current CPR required). The Strength & Conditioning / Personal Trainer Certification — NSCA CSCS or NSCA-CPT (NCCA-accredited, alternative) carries a continuing-education requirement of 60 hours every 36 months (60h General CEUs (6.0 CEUs; must span at least 2 of 4 categories A–D); current CPR/AED required). The Group Fitness Instructor Certification — AFAA-CGFI (NCCA-accredited) carries a continuing-education requirement of 15 hours every two years (1h CPR/AED (mandatory current card per NASM-AFAA handbook), 14h General / approved CE). Watchtower logs hours by category and flags shortfalls before the deadline.

Which Arkathos agents does a gym get?

Arkathos tailors a gym workspace around 5 agents: Quartermaster, Sentinel, Treasury, bulletin-board, Herald.

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