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Zen Planner

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Zen Planner is a comprehensive member management software tailored for boutique fitness businesses, martial arts schools, and CrossFit boxes. It prides itself on being an all-in-one solution that handles everything from attendance tracking and billing to skills tracking and website integration. It is particularly strong in community-focused environments where tracking a member’s progress (like belt rank or workout PRs) is just as important as tracking their payments.

The platform is built to simplify the life of the small business owner. It offers a suite of tools that includes a member app, staff app, and a website builder, all integrated into one ecosystem. This connectivity ensures that when a member signs up, their billing is set, their access is granted, and they are immediately part of the community.

For our clients, Zen Planner is a fantastic choice if you want a system that supports your training methodology as well as your business operations. We configure Zen Planner to highlight your brand’s unique culture, ensuring that the software feels like a natural extension of your gym floor, rather than a cold administrative tool.

Features

  • Skills & Belt Tracking: Advanced features for martial arts and CrossFit to track member progress, belt promotions, and workout benchmarks.

  • Member App: A dedicated app for members to reserve classes, view workouts, and track their own progress.

  • Automated Billing: Handles recurring memberships, drop-in fees, and retail purchases with integrated payment processing.

  • Website Integration: “Iframes” and widgets that embed your schedule and lead capture forms directly into your main website.

  • Automated Emails: Triggers emails for missed classes, birthdays, and membership renewals to keep engagement high.

  • Retail Management: A point-of-sale system for selling gear, supplements, and beverages at the front desk.

  • Staff App: Allows coaches to take attendance, check waivers, and view class rosters from their mobile devices.

Benefits

  • Community Building: By tracking PRs and belts, the software encourages friendly competition and a sense of achievement among members.

  • Reduced Admin: Automates the collection of payments and chasing of failed transactions, improving cash flow.

  • Retention: The built-in retention reports help you identify members who are slipping away so you can reach out before they quit.

  • Mobile Freedom: The staff app allows you to manage the gym floor without being tied to a desk computer.

  • Custom Reporting: Detailed reports give you insight into which classes are most popular and which marketing channels are working.

How we integrate

  • Curriculum Setup: We input your entire belt system or workout programming structure into the software so you can start tracking progress immediately.

  • Website Embedding: We seamlessly integrate the Zen Planner calendar and lead forms into your agency-designed website.

  • Data Import: We handle the migration of your current member list, active memberships, and payment details from your old provider.

  • Payment Gateway: We assist in setting up the integrated payment processing to ensuring smooth monthly billing.

  • Automation Rules: We configure the automated emails and tasks to match your specific studio policies (e.g., late cancel fees).

  • Staff Training: We provide training on the specific features your team needs, such as how to grade a student or log a WOD result.

Technical Details

  • API: Zen Planner offers an API for custom development, allowing us to build bespoke reporting or integrations if required.

  • Widgets: Uses HTML/JavaScript widgets for easy integration into WordPress, Squarespace, and other CMS platforms.

  • Payment Security: Fully PCI compliant payment processing.

  • Cross-Platform: Cloud-based software accessible from any modern web browser, with native apps for iOS and Android.

  • Faceboard: A specific tablet interface for quick member check-ins at the front desk.

Use Cases

  • Martial Arts Dojos: Managing student attendance, belt testing eligibility, and automated communication for parents.

  • CrossFit Affiliates: Tracking daily workouts (WODs), member PRs on lifts, and managing class caps.

  • Boutique Fitness Studios: Handling class reservations, waitlists, and selling class packs or monthly memberships.

  • Yoga Studios: Managing drop-ins, workshop sign-ups, and teacher payroll based on class attendance.

FAQs

Is it good for martial arts? Yes, it is one of the best in the industry for martial arts. The belt tracking and attendance requirements for grading are specific features designed for this niche.

Does it have a member app? Yes, the Member App allows your clients to book classes, pay bills, and view their progress. It is available on both iOS and Android.

Can it handle family memberships? Yes, Zen Planner handles family accounts very well, allowing one parent to pay for multiple children and manage their schedules from a single login.

Is the website integration difficult? Not for us. We use their provided widgets to embed schedules and forms. It allows customers to sign up without leaving your website.

Does it support UK payments? Yes, Zen Planner works with payment processors that support UK merchants, allowing for Direct Debit and credit card processing.