⚡ Built in Chandler, Arizona · Serving gyms and studios nationwide
Gym CRM Software That Books Trials and Wins Back Members
Reviewed by Charlie DeFelice, founder of Viking Marketing
Updated October 28, 2026
Someone fills out your free-trial form at 9 PM. If nobody replies until morning, they have already booked a class at the gym that texted back first. Viking's gym CRM replies in seconds, books the trial or tour to your calendar, and sends win-back messages to members who go quiet. It works alongside your gym management software: Viking handles the conversations, not billing or check-ins.
Plans from $297/month. AI booking and win-back on Growth, $497/month. No setup fee, no contract. · How it works · What to look for · Compare options · Pricing · FAQ
- Replies to trial and membership inquiries in seconds, 24/7.
- Books trials, tours and classes to your calendar.
- Win-back messages for lapsed members.
- Flat monthly price, no per-member fees
Where Gyms Lose Members Before They Even Join
Someone shopping for a gym usually compares two or three in the same evening, on their phone, after your front desk has gone home. A free-trial form that gets a reply the next morning has often already lost that person to the studio that replied in five minutes.
The second leak comes after they join. A member who stops showing up rarely calls to cancel. They go quiet for a few weeks, and by the time it shows up as a cancellation, nobody has reached out to them.
A gym CRM closes both gaps: it replies to every new inquiry straight away, and it keeps each member's history in one place so the ones drifting away get a message while there is still time to bring them back.
Definition
What Is a Gym CRM?
A gym CRM (customer relationship management software for gyms and fitness studios) tracks every person from first inquiry to trial, sign-up, renewal or cancellation in one record, and acts on that record: it replies to new leads, books visits and follows up with members who go quiet.
It is lead management software built around how gyms sell. Gym management software runs the floor: class schedules, check-ins, membership billing and door access. A fitness CRM runs the conversations: the trial request at 9 PM, the Instagram message about pricing, the check-in text to a member who hasn't booked in a month. Most gyms use both, and Viking is the CRM side.
How Viking's Gym CRM Works
Five steps, from a first message to a member who stays. The same AI covered on our AI appointment setter page, set up for gym and studio intake.
A prospect reaches out.
A free-trial form, a class question, or a message about membership pricing by text, web chat, Instagram, Facebook or email. It lands in your Viking inbox the moment it arrives.
The AI replies in seconds.
It answers common questions about pricing, class times and what a first visit looks like, using the details you give us during setup.
It asks what they want.
Goals, preferred times and the kind of membership or class they are after, so your team's first conversation is a real one, not basic intake.
It books the trial, tour or class.
The AI offers real openings from your connected calendar and confirms the visit in the conversation, with a reminder before they arrive.
The member stays tracked.
The conversation, sign-up date and every follow-up live in one CRM record, so a member who goes quiet gets a win-back message instead of slipping away unnoticed.
What a Free-Trial Inquiry Looks Like
An after-hours trial request, booked in about two minutes. The AI asks only what your front desk would ask, then offers real openings.
Viking AI for your gym
Replying in seconds
Text message · Today
2 minfrom first message to booked
Illustrative example only, not a real member exchange. Wording, classes and offers are set to match your gym.
What a Gym CRM Should Include
Use this as a checklist for any fitness CRM you are comparing, including ours.
| Feature | Why it matters | In Viking |
|---|---|---|
| Instant replies to new leads | Trial requests go cold within hours | Yes, 24/7 by text, chat, social and email |
| Booking to your calendar | A reply without a booked visit is half the job | Yes, trials, tours and classes |
| One record per lead and member | No more sign-up sheets and spreadsheets | Yes |
| Win-back for lapsed and former members | Most cancellations start as silence | Yes, on Growth and above |
| Review requests after a visit | More recent reviews for people comparing gyms | Yes, automated |
| Shared team inbox | Staff can see and join any conversation | Yes |
| Membership billing and door access | Runs the floor, not the sales conversation | No. Keep your gym management software for this |
Plan details are on our pricing page. Bring the name of your gym management software to the demo and we will show you how the two fit together.
Gym Management Software, a General CRM, or Viking?
Most tools that come up when you search for a gym CRM fall into one of three groups. Many gyms end up running two of them together.
| Feature | All-in-one gym management software | General-purpose CRM | Viking |
|---|---|---|---|
| Built for | Running the gym: schedules, check-ins, billing | Any business with a sales pipeline | Gyms and studios that lose leads to slow replies |
| Membership billing and door access | Usually the core of the product | No | No. Keep your gym software for this |
| Replies to new trial requests | Varies; often email or form auto-replies | Through automations you build yourself | AI replies in seconds, 24/7, and books the visit |
| Win-back for lapsed members | Varies by product | Through campaigns you build yourself | Built in, on Growth and above |
| Gym-specific setup | Yes | You configure it | Done for you, live in about 48 hours |
| Typical pricing model | Often tiered by members or locations | Often per user | Flat monthly, from $297 |
Columns describe each category in general, not any one vendor. Check the vendor's own site for exact features and prices.
Win Back Lapsed and Former Members
Your old member list is the warmest audience you have. Those people already know your coaches, your floor and your schedule. Viking re-opens the conversation with them by text, instead of leaving them for the next gym's new-member offer.
For members who are still on the books but going quiet, the CRM keeps their history in one place, so a check-in goes out before they decide to cancel.
- ✓Reactivation campaigns to former members, written in your gym's voice
- ✓Check-in messages to members who have gone quiet
- ✓A class recommendation or comeback offer, if you choose to make one
- ✓Every reply lands in the same inbox and books straight to your calendar
One platform handles the member from first inquiry to renewal, instead of another disconnected app.
Viking's AI vs. Another Front-Desk Hire
| Feature | Front-desk hire | Viking's AI |
|---|---|---|
| Monthly cost | About $3,170 in wages* | $497/month on Growth |
| Hours | Shift hours only | 24/7, including evenings and weekends |
| Leads handled at once | One | Every inquiry at the same time |
| Books straight to the calendar | By hand | Automatically |
| Follows up with lapsed members | When there is time | Automatically |
| Logs every conversation | If they remember | Always |
*U.S. Bureau of Labor Statistics median pay for receptionists, $38,010 a year (May 2025), divided by 12. Wages only, before payroll taxes and benefits. BLS Occupational Outlook Handbook: Receptionists
The AI does not replace your front desk. It covers the first reply and the scheduling, so your team spends its time coaching and on the floor, and steps in for the conversations that need a person.
How Much Does a Gym CRM Cost?
How this category is priced
Per-member pricing
The bill grows as your membership grows.
Per-location or per-seat tiers
Each new site or staff login adds to the cost.
Flat monthly plans
One predictable price, however busy January gets.
Ask any vendor what the total monthly cost would be at your current member count and at double it.
Viking flat monthly plans, from
$297/mo
AI trial booking and win-back campaigns are on Growth, $497/month. No setup fee, no per-member fees, no contract.
Growth includes
- 24/7 AI Sales Assistant that replies, qualifies and books
- Database reactivation campaigns for former members
- Advanced CRM pipeline tracking
- Missed call text back and AI web chat
- Automated review requests and replies
- A shared inbox for text and email
What Real Businesses Say About Viking
These guys are INCREDIBLE! Super responsive; their customer support is OFF THE CHARTS! We were able to scale to 20+ Inbound booked apts PER DAY in just a few weeks.No more dialing leads - just inbound apts- its a beautiful thing
Launched an AI bot and Charlie has been super helpful launching and updating the bot. It was an instant win for us and has booked hundreds of appointments for us and removed the need to have full time engagement specialist replying.If you’re in the fence about AI campaigns … don’t be… this does an amazing job.Charlie is the man for this!
WOW! Viking Marketing have transformed my solar installation business with their new and cutting edge AI automation solution.Because of their innovation I no longer have to pay out commissions and now have a 24/7 sales team without the cost, this has solved all my speed to lead and out of hours problem.Highly recommend contacting them, Charles will over deliver with unreasonable hospitality.You have nothing to lose and will likely regret not doing so in the next year, this AI tech is mind blowing. You don't want to get left behind.Thank you!
We had a great experience working with Viking Marketing. They helped us set up an automated text messaging system and improve lead funnel. They're really knowledge and just really great to work with.
Charles and his team has helped us grow our business in various ways. With his CRM and automation setup it provides an opportunity so we can focus more on our sales and let the automation help us. Charles is very supportive whenever we need any help with the systems he manages for us.
Working with Charlie @ Viking Marketing has been thoroughly delightful and I can give him the strongest of endorsements. He helped us stand up our High Level instance, complete with automations and integrations, in less than two weeks. Once we signed on I felt like Charlie was very dedicated to getting us stood up. I regard him as being a subject matter expert, valuable resource, and advocate for the success of our business. Go Viking Marketing!
Live in About 48 Hours, Set Up by Our Team
Our team does the setup. You spend about 30 minutes checking how the AI talks before it goes live.
We learn your gym.
Your classes, trial offer, membership options, hours and booking rules, so the AI answers the way your front desk would.
We connect your channels.
Your text number, website chat, Facebook, Instagram, email and calendar, plus your existing lead and member list.
You review it and go live.
You check the wording, then the AI starts replying. Your team sees every booking and can join any conversation.
Keep reading
Related Guides for Gym and Studio Owners
The gym CRM runs on the same platform as the rest of Viking. These pages go deeper on the parts gyms use most.
Built for Every Appointment-Based Business
Not on this list? The AI works for any appointment-based or service business that lives by its lead response time.
Frequently Asked Questions
A gym CRM is customer relationship management software for gyms and fitness studios. It keeps every lead and member in one record, from first inquiry to trial, sign-up, renewal or cancellation, and acts on it by replying to new inquiries, booking visits and following up with members who go quiet.
Still have questions?
Our team will answer all your questions.
We reply quickly, usually the same day.
Book a 15-min call with our team
Every Trial Request Deserves a Faster Answer Than Tomorrow Morning
Book a 15-minute walkthrough and see how Viking would handle your gym's trial requests and your lapsed members, using your own classes and booking rules. Plans from $297 a month, no setup fee, no contract.
Or call us directly: (480) 360-4644 and talk to a real person in Chandler, Arizona.