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Fitness and Wellness Software Development

Class booking, membership billing and wearable data sync for studios and gyms that have grown past Mindbody or Glofox.

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How we work

Every gym, studio or wellness practice depends on two things working daily. Members need a class schedule they can book into, and recurring membership fees need to keep collecting without a rise in failed payments turning into a rise in cancellations. Fitness and wellness software development largely means getting those two systems right, plus what connects to them (check-in, wearable data, multi-location reporting), before adding anything more ambitious.

Studios and gyms usually start on Mindbody or Glofox and outgrow them at a specific point: multi-location reporting that doesn't roll up the way ownership needs it to, a member experience that feels dated next to a competitor's app, or billing logic that can't handle the freeze, pause, and family-plan rules the business actually wants to offer. We build the replacement without losing years of member and payment history in the process.

Where a program involves actual clinical oversight, physical therapy, medically supervised weight loss, or a wellness benefit tied to a health plan, the health data involved gets handled under HIPAA's technical safeguards rather than folded into the same handling as a standard class booking record.

The problem

The hard parts of fitness & wellness software

  • Class capacity and waitlists that don't reflect the room

    A class booking system that overbooks a studio by even two spots creates a bad experience for every member in the room, and a waitlist that doesn't automatically promote the next person when someone cancels just moves the problem to a different screen.

  • Recurring billing failures compound into cancellations

    A declined card that isn't retried on a sensible schedule, or a dunning email that reads like a threat, turns a routine card expiration into a member who cancels instead of updating their payment method.

  • Migrating off Mindbody or Glofox without losing history

    Member records, billing history, and class attendance built up over years need to move without gaps, since a support team fielding daily questions about missing history is the fastest way to lose trust in a new system.

  • Wearable data arrives from two different platforms

    Apple HealthKit and Google Health Connect expose overlapping but not identical data, different permission scopes, different units for the same metric, and syncing workout and biometric data from both without member confusion takes more than a single generic integration.

  • Multi-location studios need local scheduling and central visibility

    A studio manager needs to run their own class calendar and instructor schedule day to day, while ownership needs attendance, revenue, and retention numbers rolled up across every location without waiting for someone to compile a spreadsheet.

  • Clinical wellness programs carry health data most fitness software ignores

    A membership platform that expands into physical therapy or medically supervised programs starts holding information that qualifies as protected health information, which needs handling separate from a standard member profile.

What we build

Fitness & Wellness systems we build

  • Class booking and scheduling with real waitlists

    Members book into a schedule that reflects actual room capacity, with waitlists that promote automatically when a spot opens, and instructors see their calendar in one place rather than juggling a paper sign-in sheet alongside the software.

  • Recurring membership billing

    Failed payments retry on a sensible schedule, freezes and pauses adjust the billing cycle correctly, and family or multi-member plans split correctly instead of billing the primary account for everyone at once.

  • Migration off Mindbody or Glofox

    Member records, billing history, and attendance data move into the new system without gaps, tested against the old platform's export before a single member notices the switch.

  • Wearable data integration

    Apple HealthKit and Google Health Connect feed workout and biometric data into a member's profile, with permission scopes handled explicitly so members control what gets shared.

  • Member mobile apps

    Class booking, progress tracking, and on-demand or live virtual classes in one app, replacing a member's need to check a separate scheduling site.

  • Multi-location management and reporting

    Local scheduling and instructor management stay at the studio level, while attendance, revenue, and retention roll up across every location for ownership in one dashboard.

  • Access control and check-in

    Key fob, QR code, or app-based check-in tied directly to membership status, so a lapsed membership gets flagged at the door rather than discovered at the next billing cycle.

  • Retention and churn tooling

    Attendance drop-off and failed payment patterns trigger win-back outreach automatically, instead of a churned member only getting noticed once the cancellation is already final.

Regulations and standards we design for

  • HIPAA Security Rule technical safeguards where a program involves genuine clinical oversight, such as physical therapy or medically supervised weight loss, layered on top of standard member data handling.
  • PCI DSS requirements for any system that processes recurring membership card payments.
  • GDPR and UK GDPR for studios and platforms serving members based in the EU and UK, covering profile data and marketing consent.
  • CCPA and CPRA for platforms handling personal information belonging to California residents, including wearable and biometric data where it is collected.
  • Apple HealthKit and Google Health Connect data-use policies, which govern what health and fitness data an app can request, store, and share once a member grants permission.

Platforms we integrate with

  • Mindbody API
  • Glofox
  • Apple HealthKit
  • Google Health Connect
  • Stripe and Braintree for recurring billing
  • Zoom for live virtual classes

Migrating off Mindbody or Glofox without losing member history

The main risk in any studio management migration is the data that doesn't make the trip cleanly: partially used package credits, prorated billing mid-cycle, and attendance history that a member expects to still see in their profile.

We pull a full export from the outgoing platform, map every record type explicitly, credits, holds, family accounts, waitlist positions, and reconcile the migrated data against the source before cutover, rather than after members start noticing gaps.

  • Full export and field-by-field mapping before cutover
  • Reconciliation against the source platform, not just a record count match
  • Billing cycles and package credits preserved mid-cycle

Wearable data without owning a device platform

Apple HealthKit and Google Health Connect each define their own permission model, a member grants access to specific data types rather than their whole health profile, and an app that requests more than it needs gets fewer grants and more uninstalls.

We scope the integration to the data types a program actually uses, workouts, heart rate, steps, rather than requesting broad access by default, and build the sync to handle a member revoking permission later without breaking the rest of their account.

Recurring billing that survives failed cards and freezes

A failed card is routine, not exceptional, and a billing system that treats every decline as a support ticket will drown a growing membership base in manual work. Retry schedules, dunning messaging, and freeze or pause logic that adjusts the billing date correctly are built in from the start rather than patched on after the first wave of complaints.

Services

How we serve fitness & wellness companies

Solutions

Fitness & Wellness solutions we deliver

Technology

Technologies we typically use

FAQ

Fitness & Wellness software FAQs

Can you migrate our studio off Mindbody without losing member history?

Yes. We export the full data set, including credits, holds, and attendance history, and reconcile it against the source platform before cutover, so members see the same history in the new system that they had in Mindbody.

Does a fitness app need to be HIPAA compliant?

Only where the program involves genuine clinical oversight, such as physical therapy or a medically supervised weight-loss track. A standard membership and class booking app is not typically handling protected health information, but a program with clinical components needs that data handled under HIPAA's technical safeguards.

Can you integrate with Apple HealthKit and Google Health Connect?

Yes, both, since they cover different device ecosystems and expose data through different permission models. We scope the integration to the specific data types a program needs rather than requesting broad access by default.

How do you handle failed payments and membership freezes?

Declined cards retry on a set schedule with clear member communication, and freezes or pauses adjust the billing cycle so a member isn't charged for a period they weren't using the membership. Both are built into the billing logic rather than handled manually by staff.

Can members book classes across multiple studio locations from one app?

Yes. Each location keeps its own class schedule and instructor calendar, and a member can browse and book across every location they have access to from a single account, rather than needing a separate login per site.

What happens to package credits and prorated billing during a platform migration?

Partially used package credits and mid-cycle billing amounts get calculated and carried over explicitly during migration, checked against the outgoing platform's records, rather than reset to zero or rounded to the nearest full package.

Insights

Further reading

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