Zen Planner

Gym and fitness studio management software, priced in bundles (Studio, Website, Engage) that scale with active members.

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Strengths

Brandable Booking Widget
Calendar widget configurable for font, brand colour, cell opacity, default view and visible items; embeds allow custom text, font and butto…
Confirmed
Courses
Via 'session-based classes' — a fixed-length membership enrols the client for the whole session. No dedicated course object; assembled from…
Confirmed
Recurring Bookings
Recurring Reservation holds the same class days/times for the remainder of the membership; individual dates can be excluded.
Confirmed
Gift Cards
Configurable expiry, min/max amount and logo; sold via Member Connect, Front Desk and Staff App; emailed as a PDF code; Gift Cards report.
Confirmed

Watch out for

Attendance Tracking
Staff check-in via Studio, Front Desk and Staff App, plus member self check-in via Kiosk Mode (tablet only) and barcode scanning.
Confirmed
Booking Windows
Limit RSVP Start Time, Prevent Last Minute Reservations, plus an optional reservations-per-day limit.
Confirmed
Cancellation Windows
Prevent Last Minute Cancellations with a choice of penalty: block, Dock Attendance, or add a bill (autopay required for the fee to auto-run…
Confirmed
Custom Package Rules
Configurable length/expiry, class limits (unlimited, N per week/month, or class card), included programs, installment plan, signup fee, tax…
Confirmed

Pricing

$99/mo

Confirmed

0–45 active members; scales to $289 at 251+

Contract: Month-to-month reported, no long-term contract requiredEstimated
Setup fee: None — (free onboarding published; no blanket base Studio setup fee)Confirmed
Free trial: None — (no free trial; demo only, per two independent third-party sources)Estimated
Payment processing: 2.97 % + $0.47/transaction, plus $5.95/mo PCI fee and $5/mo statement feeEstimated

Estimated monthly cost

Same formulas as the cost calculator, at three example studio sizes — cheapest applicable published plan per size. Includes vendor platform fees on revenue where they apply; excludes card processing and add-ons.

Solo operator

$99/mo

Studio (0–45 active members)

$99/mo for 0–45 active members (staff not metered)

Established studio

$189/mo

Studio (76–100 active members)

$189/mo for 76–100 active members (staff not metered)

Growing multi-site

$289/mo

Studio (251+ active members)

$289/mo for 251+ active members (staff not metered)

Features

Scheduling & Booking

Classes	Yes	Confirmed
1:1 Appointments	Yes	Confirmed
Courses	Via 'session-based classes' — a fixed-length membership enrols the client for the whole session. No dedicated course object; assembled from…	Confirmed
Recurring Bookings	Recurring Reservation holds the same class days/times for the remainder of the membership; individual dates can be excluded.	Confirmed
Waiting Lists	Per-class Waitlist Max with Automatic Reservation or Member Waitlist Confirmation (email/text to confirm or pass).	Confirmed
Capacity Limits	Yes	Confirmed
Booking Windows	Limit RSVP Start Time, Prevent Last Minute Reservations, plus an optional reservations-per-day limit.	Confirmed
Cancellation Windows	Prevent Last Minute Cancellations with a choice of penalty: block, Dock Attendance, or add a bill (autopay required for the fee to auto-run…	Confirmed
Attendance Tracking	Staff check-in via Studio, Front Desk and Staff App, plus member self check-in via Kiosk Mode (tablet only) and barcode scanning.	Confirmed
No-show Tracking	Partial — no-show fees CANNOT be automated. Docs state 'Class and appointment no-show fees cannot be automated in Zen Planner'; you build a…	Confirmed
Staff Substitution	Change staff on a single session, or batch-reassign a week via Class Sessions report → Batch Update → Staff.	Confirmed
Embeddable Calendar Widget	Setup > Website Widgets generates embed HTML for calendar/drop-in and lead capture; Member Connect embeds cover membership and appointment…	Confirmed
Shareable Booking Links	Yes	Confirmed
Brandable Booking Widget	Calendar widget configurable for font, brand colour, cell opacity, default view and visible items; embeds allow custom text, font and butto…	Confirmed
Duplicate Classes	Open a class and click 'duplicate class'.	Confirmed
Bulk Class Creation	Classes recurring by default with begin/end options, plus '+ Use Multiple Schedules' for extra days/times/locations/instructors under one c…	Confirmed
Bulk Class Cancellation	Partial — docs state 'It is not currently possible to batch cancel multiple classes at once'. You can batch-DELETE sessions via Class Sessi…	Confirmed

Memberships & Packages

Memberships	Yes	Confirmed
Class Packs	Class card / punch card memberships; a class is deducted on reservation or attendance.	Confirmed
Custom Package Rules	Configurable length/expiry, class limits (unlimited, N per week/month, or class card), included programs, installment plan, signup fee, tax…	Confirmed
Hold Multiple Memberships / Packs at Once	A member can hold a class card alongside a limited membership and use it once the weekly limit is met; membership options support an add-on…	Confirmed
Automatic Renewals	Auto-Renew (renews into a copy or a different membership) is separate from Auto-Pay (auto-charges the bills).	Confirmed
Failed Payment Handling	Failed Payments and Past Due dashboard reports with decline codes, plus Failed CC/Bank automations, Expiring Card automation, and a Past Du…	Confirmed
Drop-in Pricing	Per-class 'Allow Drop-Ins' setting with a drop-in fee purchasable online.	Confirmed
Advanced Packages (Multi-Class)	Not verified	Estimated

Clients

Client Profiles	Yes	Confirmed
Booking History	Attendance tab with 'View All Attendances' showing complete history plus future reservations.	Confirmed
Client Notes	Typed Notes on the profile plus Alerts (which can optionally prevent sign-in) and a Notes/Alert report.	Confirmed
Client Import	Not self-serve — send XLS/CSV/TXT to the Implementation team who run the import. Past membership/attendance history is imported 'for a fee'…	Confirmed
Client Export	Any report exports to .csv, tab-delimited or PDF.	Confirmed
Customer Search	Yes	Confirmed

Payments

Secure Card Payments	Zen Planner Payments (Cardpointe in the US; Stripe in UK/AU/CA), PaySimple, or another processor of your choice.	Confirmed
Automatic Billing	Auto-Pay auto-debits every bill generated by a membership and its renewals; requires a payment account on file.	Confirmed
Saved Payment Cards	Yes	Confirmed
Refunds	Full and partial refunds with reason, notes and optional return fee. Partial EFT refunds excluded for US customers; other processors must b…	Confirmed
Payment Reporting	Payments, Bills, Bills (Show Payments), Failed Payments and Past Due reports with estimated deposit dates and income-category grouping.	Confirmed
Multi-Currency Support	Across countries — Cardpointe for US, Stripe for UK/AU/CA. Each account operates in its own local currency, not multiple currencies in one…	Confirmed
Discount / Promo Codes	Dollar or percentage discounts, staff-only or as an online Promo Code on Member Connect, with validity period and eligibility rules.	Confirmed
Gift Cards	Configurable expiry, min/max amount and logo; sold via Member Connect, Front Desk and Staff App; emailed as a PDF code; Gift Cards report.	Confirmed
Online Payments at Booking	Drop-ins purchased online at reservation; memberships have a 'Due at Signup' setting.	Confirmed
In-Person Payments	Retail/POS via Front Desk and Staff App, with EMV card-reader hardware a $39/month add-on. A basic USB swiper only types the card number in…	Confirmed
Payment History	Profile > Financial > View Payments / View All Bills.	Confirmed

Communication

Booking Confirmations	Automations for Class Confirmation (Drop In / Free Trial), Appointment, Event and Waitlist Confirmation.	Confirmed
Booking Reminders	Class, Appointment and Event Reminder automations.	Confirmed
Cancellation Emails	Cancelling a class prompts an email or text to everyone reserved, waitlisted or checked in, and flags failures. A Dropped Membership automa…	Confirmed
Custom Email Templates	Setup > Document Templates with a WYSIWYG editor, personalisation tags and editable pre-built templates.	Confirmed
Mailchimp Integration	API-key connection; Zen Planner Groups map to Mailchimp Audiences. One-way; Mailchimp unsubscribes set a Do Not Contact flag back in Zen Pl…	Confirmed
Email Marketing	Basic in core — preset/custom triggered automations. Vendor says it's 'great for sending basic transactional emails' and recommends Mailchi…	Confirmed
Broadcast Emails	Run any report, tick recipients, choose a template and send — used for newsletters or one-off notices.	Confirmed
SMS Notifications	Limited — US & Canadian mobile numbers only, 2.1¢ per message on top of subscription, and one-way (members cannot reply). Two-way texting r…	Confirmed
SMS Broadcasts	Select multiple people from a report and send a templated SMS. US & Canada only, 2.1¢ per message, one-way, 160 chars before splitting.	Confirmed

Forms & Compliance

Custom Intake Forms	Setup > Custom Fields (Text, Long Text, Yes/No, Number, Date, Currency, Select From List) added to registration forms and profiles, plus a…	Confirmed
Digital Waivers	Signature documents — Universal, Membership (per category) and Events.	Confirmed
Required Forms Before Booking	Partial — an unsigned document raises an alert that can be set to 'Prevent Sign-In', but staff can view the alert and bypass it to check th…	Confirmed
Downloadable Form Responses	Signature Documents report lists every document and status, filterable, batch-updatable, exports as CSV/tab/PDF.	Confirmed

Staff Management

Staff Accounts	'This staff member can log in to the database' grants Studio and Staff App access; vendor recommends individual logins.	Confirmed
Staff Scheduling	Instructors assigned to classes (primary plus assistants); per-staff appointment availability in up to four blocks per day; teaching auto-b…	Confirmed
Staff Attendance	Time Clock for hourly staff via Studio or the Staff App on tablet (not phone); admins edit entries, staff view their own timesheet.	Confirmed
Payroll Summaries	Payroll Report by pay period with hourly, by-bill (commission) and by-session pay rates. Exports to CSV/TAB.	Confirmed
Instructor Revenue Reports	Partial — bills carry a staff role driving by-bill commission, and the Payroll Report shows per-staff earnings, but no dedicated revenue-by…	Estimated
Custom Staff Permissions	Granular Staff Roles plus Setup Roles (Accountant, Communications, Retail Store, Payroll, Database Owner…), combined per staff member.	Confirmed

Reporting

Revenue Reports	Payments, Bills and Bills (Show Payments) over any date range, plus dashboard financials and retail sales reports.	Confirmed
Attendance Reports	Attendance report filterable by class, instructor, person, RSVP/attended and type, plus last-attendance and total-attendance fields.	Confirmed
Membership Reports	Memberships report grouped by type, plus Holds & Drops reports for cancellations and hold analysis.	Confirmed
Package Reports	Memberships report has a 'Class Card Att Remaining' criterion; an Expiring Class Card automation covers expiry.	Confirmed
Visual Dashboards	Dashboard with saved report categories; reports display as Grid, Pie Chart, Bar Chart, Totals or Historical.	Confirmed
CSV Export	Every report exports to .csv or tab-delimited; display exports to PDF.	Confirmed
Activity Log	Partial — a Log > User saved-report section for notes by staff/date, an Alert report recording who added each alert, and Email History. No…	Estimated
Full Audit History	unknown — no audit/history retention limit published. The only documented ceiling is a 2,000-record report limit, which is a report-size li…	Estimated
Revenue by Instructor	Partial — bills record a staff role and the Payroll Report breaks earnings down per staff, but no native revenue-by-instructor report is do…	Estimated
Revenue by Class	Via income categories — each membership option is assigned a category and Bills (Show Payments) groups by it. Revenue by service type rathe…	Confirmed
Occupancy Reports	Partial — Reservation Max and spots-remaining exist, and Attendance/Class Sessions reports give counts by class/instructor/date, but no ded…	Estimated

Integrations

Mailchimp	Yes	Confirmed
Google Calendar	Only via an iCalendar subscription feed, not a native integration. Docs warn Google refreshes roughly once every 24 hours and it 'shouldn't…	Confirmed
Apple Calendar	iCalendar subscription URLs with explicit iPhone setup instructions.	Confirmed
Outlook Calendar	No native Outlook/Microsoft 365 integration documented — only the generic iCalendar subscription link. Outlook is not named anywhere in the…	Estimated
Xero	No	Estimated
QuickBooks	No	Estimated

Multi-Location

Calendars / Seats Included	Not applicable — priced by Active Members, not calendars or seats, from $99/month for Studio. Vendor states you get '100% of our Studio pac…	Confirmed
Additional Locations	Depends on banking. One bank account = extra locations free and instant in a single account. Separate bank accounts = a separate Zen Planne…	Confirmed
Centralised Multi-Location Management	Multiple locations in one account share clients, staff and reporting. Where separate accounts are needed, cross-location reporting only arr…	Confirmed
Separate Booking Embeds Per Location	Partial — classes carry a Location and calendars support filters; widgets can be built per page. A dedicated per-location booking page is n…	Estimated

Branded Apps

Branded iOS App	Branded App add-on at $39/month with your colours, logo and imagery. BUT Zen Planner describes it as 'the Zen Planner mobile app experience…	Estimated
Branded Android App	Same $39/month add-on; no documented standalone own-name Google Play listing. A shared 'Zen Planner Member App' is what is publicly listed.	Estimated
Custom Branding	Setup > Brand Appearance sets logo and brand colour (with contrast checker) flowing through Member and Staff Apps; Member Connect has its o…	Confirmed
Push Notifications	Partial/unclear — the Member App has a Notifications section, but the only documented use is social alerts on logged workout results. Push…	Estimated

Support

24/7 Email Support	No	Confirmed
Live Video Support	No — 5 days a week, no video/Zoom tier. Chat, phone and email staffed 8am-8pm EST Monday-Friday.	Confirmed
Knowledge Base	Public Salesforce-hosted help centre with several hundred articles and step-by-step videos.	Confirmed
Free Data Migration	Mostly free — transfer is completed during free onboarding sessions by the Implementation team. However past membership data, attendances o…	Confirmed
Email Support	Email or ticket support available during published hours — not 24/7	Estimated

Spotted something out of date? Check the vendor's site — every badge above links to the exact source we used, with its last-verified date.