CRM for gyms & boutique fitness
Gyms and boutique fitness centers expanding into B2B corporate wellness programs need a structured way to handle complex consultative sales and administrative logistics. Traditional member management software often lacks the capacity to coordinate corporate contracts, multi-stage proposals, and custom project tasks. Workspace369 runs these corporate programs from first consultation to paid invoice, with client records, proposals, projects and invoices kept apart from your core gym membership systems.
Key facts
CRM for gyms & boutique fitness at Workspace369 covers 9 areas, including client records, proposals, projects and tasks.
The workflow runs in 5 steps, from "establishing the corporate client record" to "issuing invoices and portal access".
Workspace369 starts at $29/mo for 1 seat, and the Commander plan includes 20 seats, 500 GB of storage, and 120,000 AI tokens per month at $299/mo.
Additional seats cost $10 each and 100 GB of additional storage costs $15; full pricing is public on the Workspace369 pricing page.
The problem
When a gym pitches wellness consultations to a corporate client, standard membership tools cannot generate detailed custom service agreements. Teams often rely on separate document editors and email threads, splitting critical pricing data away from the client record. This division makes it difficult to track what was promised during the sales process, leading to administrative confusion before the corporate program even begins.
Coordinating multi-week corporate wellness programs requires detailed task tracking and scheduling that standard gym check-in systems do not support. Administrative staff must manually track presentation dates, setup requirements, and trainer assignments across independent spreadsheets. Without a structured project framework, critical delivery dates are missed, and communication with the corporate point of contact breaks down entirely.
Corporate wellness clients communicate through multiple stakeholders, including HR managers and executive sponsors. If these interactions remain buried in individual staff email inboxes, the administrative team cannot view the conversation history recorded by staff. This lack of visibility causes repetitive messaging, delayed responses, and an unprofessional onboarding experience for the corporate partner.
B2B corporate accounts require structured invoicing, recurring milestone payments, and detailed itemization that traditional consumer gym billing platforms cannot execute. Forcing corporate consultation fees into a system built for monthly individual gym memberships results in manual billing workarounds. Staff must manually generate separate invoices, increasing the risk of payment delays and accounting discrepancies.
The product
Clients watch progress, files, and invoices in a branded portal instead of asking your team for updates.
Email, SMS, calls, and voicemail land beside the client record — with AI summaries, so anyone on the team can reply with full context.
Tasks, files, and status for every engagement — visible to the team and, through the client portal, to the client.
Send quotes, bill milestones or retainers, and let automated reminders chase anything outstanding.
Workflow
The workflow begins by creating a dedicated client record for the corporate entity within the system. Staff document the corporate partner's specific requirements, key HR contacts, and consultation goals directly in the brief section of the record. This ensures all administrative staff can reference the core operational parameters before drafting any service agreements or scheduling initial discovery sessions.
Using the client record data, administrators generate a comprehensive proposal outlining the corporate wellness consultation scope, session counts, and pricing tiers. The proposal is sent directly to the corporate decision-maker for review. Staff can monitor the progress of the proposal within the interface, ensuring timely follow-ups if the client requests modifications to the consultation schedule.
Once the corporate client accepts the proposal, the administrator initializes a dedicated project to govern the consultation delivery. Staff break down the project into specific tasks, such as reserving equipment, assigning qualified fitness instructors, and preparing educational materials. Each task is explicitly assigned to a team member with defined deadlines to ensure operational accountability.
The administrative team uses the scheduling component to lock in the consultation dates with the corporate partner's HR team. Relevant files, such as presentation slides and health assessment templates, are uploaded directly to the project. This keeps all necessary assets accessible to the executing trainers, preventing the use of outdated documentation during live sessions.
Upon completion of consultation milestones, staff generate and issue professional invoices directly to the corporate client. The client portal is activated, allowing the corporate HR manager to log in, view past invoices, check the upcoming consultation schedule, and access shared files. This structured visibility eliminates administrative back-and-forth and helps the corporate client pay on time.
Product coverage
Loved on the App Store
Finally feels calmBounced between three or four all-in-one tools and always ended up in a mess of tabs. This is the first one that feels calm. Set up my client projects in ten minutes.
Painless team rolloutRolled it out to our eight-person team and adoption was painless — intuitive and polished. I'd love more integrations, but they keep shipping.
Hours back every weekWas juggling separate tools for notes, tasks, docs, and updates. Consolidating into one place has genuinely saved me hours each week. Support is responsive too.
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FAQ
Keep check-ins, membership billing and class capacity in your gym management software. Workspace369 runs the client work around them, such as client records, proposals, projects and invoices for corporate wellness programs.
You can use custom fields on client records to track structured data, or record specific corporate client notes and consultation goals directly in the brief section of the client record. This keeps all essential information accessible to every staff member on the account during the project lifecycle.
Yes. Corporate clients view issued invoices and shared files in the client portal and pay online by card through Stripe. Payment links, deposits and split payments help your staff track and collect consultation fees.
Trainers see their assigned tasks and calendar in Workspace369, and two-way Google Calendar sync puts assigned events in the Google calendar each trainer picks. Administrators assign specific tasks within the project framework, and trainers can view their upcoming responsibilities, read the client brief, and access uploaded files required for the corporate wellness session.
Ready when you are
Start with the modules you need today, then turn on AI, automations, accounting, inventory, requests, and reporting as the operation grows.
