Gym & Fitness Management for Tamil Nadu
Member management, subscription billing, attendance tracking & renewal reminders. Built for gyms, fitness studios & yoga centers.
Features
Everything you need to run your gym or fitness center
Member Management
Complete member profiles with photos, contact info, health details, and membership history.
Subscription Billing
Monthly, quarterly, and yearly plans. Auto-renewal reminders, payment tracking, and GST invoices.
Attendance Tracking
QR code check-in, biometric integration, and attendance reports to track member activity.
Renewal Reminders
Automatic WhatsApp reminders before membership expires. Reduce member churn.
Class Scheduling
Manage group classes, personal training sessions, and trainer schedules all in one place.
Reports & Analytics
Member growth, revenue trends, attendance patterns, and renewal rates at a glance.
Perfect For
Any fitness business in Tamil Nadu
Gyms
Weight training, cardio, and general fitness centers
Yoga Studios
Yoga classes, meditation, and wellness centers
CrossFit Boxes
High-intensity functional training centers
Personal Trainers
Independent trainers managing their own clients
Running a Gym in India: What You Need to Know
Practical guidance on costs, GST, membership models, and member retention for Indian gym owners
Real-World Scenarios
Scenario 1: New Gym Opening in Coimbatore
Ravi opens a 2,000 sq ft gym in Coimbatore. He starts with 50 members, each paying Rs 1,500 per month. His monthly financials look like this:
Monthly Revenue
- 50 members x Rs 1,500Rs 75,000
GST note: At 18% on fitness services (SAC 99972), Ravi's annual turnover is Rs 9 lakh — well below the Rs 20 lakh exemption threshold. So he does not need to charge GST yet.
Monthly Expenses
- RentRs 25,000
- Equipment EMIRs 15,000
- ElectricityRs 8,000
- Trainer salaryRs 20,000
- Total expensesRs 68,000
Net profit: Rs 75,000 - Rs 68,000 = Rs 7,000 per month. The margins are thin at 50 members. To reach a comfortable Rs 30,000+ monthly profit, Ravi needs to grow to 70-80 members. This is typical for new gyms — the first 6 months are about building membership volume while keeping costs controlled. Software that automates billing and sends renewal reminders helps retain every member that walks in.
Scenario 2: Solving the Renewal Problem
Priya runs a gym in Chennai with 200 active members at Rs 1,500/month. She tracks renewals in a notebook. The problem: members whose subscriptions expire simply stop coming, and no one follows up in time. Her monthly churn is 40% — meaning 80 members leave every month, and she needs to find 80 new members just to stay at 200.
Before: Manual Tracking
- Monthly churn: 40% (80 members leave)
- Renewal rate: 60% (120 renew)
- Revenue: 120 x Rs 1,500 = Rs 1,80,000
- Lost revenue from non-renewals: Rs 1,20,000
After: Automated WhatsApp Reminders
- Monthly churn: 25% (50 members leave)
- Renewal rate: 75% (150 renew)
- Revenue: 150 x Rs 1,500 = Rs 2,25,000
- Additional revenue recovered: Rs 45,000
Revenue impact: Rs 45,000 more per month, or Rs 5.4 lakh per year — simply by sending automated WhatsApp reminders 7 days before each membership expires. The system sends a message like: "Hi Priya, your gym membership expires on March 15. Renew now to continue your fitness journey!" No manual tracking needed.
Scenario 3: Multi-Plan Pricing Strategy
Karthik runs a fitness studio and wants to encourage longer commitments. He offers four plans with increasing discounts:
| Plan | Price | Per Month | Discount | Savings |
|---|---|---|---|---|
| Monthly | Rs 1,500 | Rs 1,500 | — | — |
| Quarterly (3 months) | Rs 4,000 | Rs 1,333 | 11% off | Rs 500 |
| Half-yearly (6 months) | Rs 7,000 | Rs 1,167 | 22% off | Rs 2,000 |
| Annual (12 months) | Rs 12,000 | Rs 1,000 | 33% off | Rs 6,000 |
Why longer plans improve business health: If Karthik has 100 members and 40 choose annual plans, that is Rs 4,80,000 collected upfront — providing 12 months of guaranteed cash flow. Annual members also have near-zero churn (they have already paid). Even if they attend less frequently, the revenue is secured. A good gym management system tracks plan distribution and helps you see what percentage of members are on each plan, so you can adjust pricing and promotions accordingly.
Gym Business Guide for India
GST on Fitness Services in India
Gym and fitness services in India are taxed at 18% GST under SAC code 99972 (Physical well-being services including gymnasium and fitness centres). Here is how it works:
GST Breakdown
- Total GST rate: 18%
- CGST (Central): 9%
- SGST (State): 9%
- SAC code: 99972
- Applies to: Membership fees, personal training charges, facility access fees
Exemption Threshold
- Threshold: Rs 20 lakh annual turnover
- Special category states: Rs 10 lakh
- Below threshold: No GST registration needed
- Above threshold: Must register and charge 18%
Example: A gym with 100 members paying Rs 1,500/month has annual turnover of Rs 18 lakh — still below the Rs 20 lakh exemption. At 112 members, the turnover crosses Rs 20 lakh and GST registration becomes mandatory. Once registered, a Rs 1,500 membership fee means the member pays Rs 1,770 (Rs 1,500 + Rs 135 CGST + Rs 135 SGST).
Membership Models Comparison
Different membership models suit different types of fitness businesses. Here is how the four most common models compare:
| Model | How It Works | Pros | Cons |
|---|---|---|---|
| Pay-per-visit | Rs 100-200 per visit | Low barrier to entry, attracts casual users | Unpredictable revenue, no member loyalty |
| Monthly | Rs 1,000-3,000/month | Predictable cash flow, easy to understand | High churn, monthly renewal friction |
| Annual | Rs 10,000-25,000/year | Upfront cash, near-zero mid-year churn | Higher price point deters some, refund risk |
| Package (with PT) | Rs 5,000-15,000 for 12-24 sessions | Higher revenue per member, better results for member | Requires qualified trainers, scheduling overhead |
Most successful gyms in India offer a combination of monthly and annual plans, with personal training packages as an upsell. The key is giving members the flexibility to choose while incentivizing longer commitments through discounts.
Member Retention: The 80/20 Rule
In the gym business, 80% of revenue comes from renewals, not new signups. Acquiring a new member costs 5-7 times more than retaining an existing one. Yet most gym owners in India spend 90% of their effort on new member acquisition and almost none on retention.
30-40%
Average monthly churn rate for Indian gyms
4-6 months
Average member tenure in India
Rs 6,000-9,000
Lifetime value per member (at Rs 1,500/month)
Lifetime Value formula: Monthly fee x Average tenure in months. If your average member stays 5 months at Rs 1,500/month, each member is worth Rs 7,500 over their lifetime. Improving tenure by just 1 month (from 5 to 6) increases LTV by Rs 1,500 — multiply that across 200 members and it is Rs 3 lakh in additional annual revenue.
The most impactful retention tool is also the simplest: automated reminders before a membership expires. Members who receive a WhatsApp reminder 7 days before expiry renew at nearly double the rate of those who do not receive any notification.
Common Challenges for Indian Gym Owners
Ghost Members
Members who pay but do not attend. On the surface, this seems good for revenue (they pay without using resources). In reality, ghost members have the highest churn rate — they eventually realize they are not getting value and cancel. Track attendance and send a friendly "We miss you!" message after 7 days of inactivity. Re-engaging ghost members early improves long-term retention.
Peak Hour Management
Most Indian gyms see 70% of daily footfall between 6-8 AM and 5-8 PM. This creates overcrowding during peaks and empty floors during off-peak hours. Solutions: offer off-peak pricing (10-15% discount for 10 AM - 4 PM slots), create batch-based scheduling, or set capacity limits per hour. Attendance data from software helps you identify exact peak patterns.
Equipment Maintenance
A broken treadmill or jammed cable machine frustrates members and creates safety risks. Most gym owners only fix equipment after it breaks. Track maintenance schedules: treadmill belt replacement every 2,500 hours, cable inspection monthly, weight stack lubrication quarterly. A simple maintenance log prevents costly breakdowns and keeps members safe.
Cash vs Digital Payments
Many small gyms in India still collect cash payments with no proper receipt. This creates accounting problems, tax compliance issues, and makes it impossible to track who has paid. Accepting UPI payments (Google Pay, PhonePe) alongside cash and recording every transaction digitally is essential for scaling beyond 50-100 members.
Frequently Asked Questions
Common questions about starting and managing a gym in India
How much does it cost to start a gym in India?
Starting a small gym in India (around 2,000 sq ft) typically costs between Rs 5 lakh and Rs 15 lakh. The major expenses break down as: gym equipment (treadmills, dumbbells, benches, cable machines) Rs 3-8 lakh, rubber flooring Rs 50,000-1,50,000, wall mirrors Rs 30,000-60,000, air conditioning Rs 50,000-1,50,000, signage and interiors Rs 30,000-80,000, and initial deposits (rent advance, electricity) Rs 50,000-1,50,000. Costs vary significantly between cities. A gym in Chennai or Coimbatore will have different rent structures than one in a smaller town. Many gym owners start with basic equipment and add machines as membership grows.
Is GST applicable on gym memberships?
Yes, gym and fitness services attract 18% GST in India under SAC code 99972 (Physical well-being services including gym and fitness). This is split as 9% CGST and 9% SGST for intra-state supply. However, if your annual turnover is below Rs 20 lakh (Rs 10 lakh for special category states), you are exempt from GST registration. Most small gyms with under 100 members typically fall below this threshold. Once you cross the Rs 20 lakh limit, you must register for GST and charge 18% on all membership fees.
How do I reduce member churn in my gym?
The most effective strategies to reduce gym member churn in India are: (1) Automated renewal reminders via WhatsApp 7 days and 1 day before expiry — this alone can improve renewal rates from 40% to 75%. (2) Track attendance patterns and reach out to members who stop coming for more than a week. (3) Offer loyalty incentives like a free month after 12 consecutive months. (4) Create a community through WhatsApp groups, fitness challenges, and social events. (5) Provide flexible plan options — members who feel locked into unsuitable plans are more likely to leave.
What reports should a gym owner track daily?
Every gym owner should track these reports daily: (1) New member registrations — how many joined today. (2) Renewals due this week — memberships expiring soon that need follow-up. (3) Today's attendance count — how many members checked in, useful for peak hour planning. (4) Revenue collected today — cash and digital payments received. (5) Expired memberships — members whose plans ended and haven't renewed. Weekly, you should also review: member growth trend, churn rate, revenue per member, and trainer utilization. These reports help you spot problems early — a drop in attendance often predicts upcoming churn.
Can I manage personal training sessions separately?
Yes, OnePlaceHQ supports class scheduling with trainer assignment and slot management. You can create different session types (personal training, group classes, yoga batches), assign trainers to specific time slots, set capacity limits per session, and track attendance separately for each class. Members can be enrolled in both a general gym membership and specific training sessions. Trainer schedules are managed centrally so you can avoid double-booking.
Does the software work on mobile phones?
Yes, OnePlaceHQ is cloud-based and works on any device with a web browser — Android phones, iPhones, tablets, laptops, and desktop computers. The interface is responsive and adapts to your screen size. For gym owners who want a native app experience, Android and iOS apps are also available. Your data syncs in real-time across all devices, so you can check attendance on your phone while your front desk staff manages billing on a tablet.
Ready to Manage Your Gym?
Get started with OnePlaceHQ Gym & Fitness software. Member management, subscription billing, attendance tracking, and WhatsApp reminders — all in Tamil + English.
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