Gym software cost benchmarks by student count in 2026
Gym software cost by student count follows three patterns in 2026: tiers that climb as your roster grows, a price per location, and one flat price. This page lays out how each pattern scales from 20 to 200 members, using MatPilot's published pricing and the pricing structures of the main competitors. For the wider price picture, see the martial arts gym software cost guide.
- Gym software cost by student count depends on the model: tiered by roster, per location, or flat.
- MatPilot is free up to 20 members, then Pro is one flat price of €79 a month at any size.
- At €79 a month, cost per member falls from €3.95 at 20 members to about €0.40 at 200.
- Payment fees matter as much as the subscription: 2% on Free against 0.49% on Pro.
- Competitor dollar figures change often. Check each pricing page before you commit in 2026.
The short answer
There is no single average price for gym software. The cost depends on how the vendor charges. Tiered vendors charge more as your student count rises. Per-location vendors charge by site, not by roster. Flat vendors charge the same at 30 students and 300.
MatPilot is the flat option: free up to 20 members, then Pro at €79 a month plus 0.49% on payments, with no other tiers. It is best for martial arts gyms that expect their roster to keep growing.
Why this matters
A tiered plan that looks cheap at 40 students can cost more at 90. You pay for growth with every tier jump. A flat price removes that step.
The subscription is only half the bill. Payment fees on dues come out of every member payment, every month. Compare both numbers at the roster size you expect in 12 months, not the size you have today.
Cost per member at each roster size
This table uses MatPilot's published prices. Cost per member is the monthly subscription divided by member count, before payment fees.
| Members | MatPilot plan | Monthly subscription | Cost per member |
|---|---|---|---|
| 20 | Free | €0 | €0 |
| 20 | Pro | €79 | €3.95 |
| 50 | Pro | €79 | €1.58 |
| 100 | Pro | €79 | €0.79 |
| 150 | Pro | €79 | €0.53 |
| 200 | Pro | €79 | €0.40 |
Free is the cheapest option up to 20 members. Cost per member on Pro falls from €3.95 at 20 members to €0.40 at 200. Every row above 20 members is the same €79, so the price never steps up as you grow.
Limitation of this data: the table covers MatPilot only. It shows the shape of flat pricing, not a market average. Prices are listed in euros. Check the pricing page for your market, Ireland or the United States, before you budget.
How competitors charge by student count
Competitor dollar figures are left out on purpose. They change, and a stale number is worse than none. This table shows the pricing structure each vendor uses, which is what decides how your bill moves with headcount.
| Vendor | How price scales | Contract terms |
|---|---|---|
| MatPilot | One flat Pro price above 20 members | Month to month |
| Kicksite | Four tiers by student count | Check current terms |
| Gymdesk | Tiers by active members | No contract |
| Mindbody | Price per location | 12 to 36 month terms with notice |
| Wodify | Essentials plan per location, plus an onboarding fee | Month to month |
Structure leads to a clear ranking by roster growth:
- Flat pricing wins for fast-growing rosters. You never cross a tier line.
- Tiered pricing is cheapest at the bottom of each tier and most expensive one student past the line. Count active students honestly before you pick a plan.
- Per-location pricing favors big single sites and penalizes small second locations.
- Long terms add risk. Mindbody's 12 to 36 month terms lock you in whatever your roster does.
For the full side-by-side, see martial arts gym software ranked by price.
Payment fees: where the real gap sits
MatPilot charges 2% on payments on Free and 0.49% on Pro. The difference is 1.51 percentage points of everything you collect.
On every €1,000 of dues collected, that is €20 on Free against €4.90 on Pro.
Pro's €79 subscription is covered by the fee saving once you collect about €5,232 a month. For 20 members that would mean over €260 each, so Free fits rosters at 20 or under with modest dues, while Pro fits every gym above that, since Free stops at 20 members.
The percentages are MatPilot's platform fees. Confirm what card processing adds on top before you compare totals. The guide on credit card processing costs for gyms covers that line.
How to use these benchmarks
- Price at your 12-month roster. If you have 60 students and expect 110, compare plans at 110.
- Add the fee line. Multiply monthly dues collected by each vendor's payment percentage and add the subscription.
- Read the term and notice period. A cheap plan with a 24-month term costs more than a dearer month-to-month plan if you leave early.
- Ask about extras. Onboarding fees and per-location charges sit outside the headline price.
MatPilot is a gym management platform for martial arts, built for BJJ and for striking and grappling arts alike. You can see the product at matpilot.io.
FAQ
How much does gym software cost by student count?
It depends on the pricing model. Tiered vendors charge more as your roster grows, per-location vendors charge by site, and flat vendors charge the same at any size. MatPilot is free up to 20 members and €79 a month on Pro above that.
Is there free gym software for martial arts?
Yes. MatPilot's Free plan costs €0 a month for up to 20 members, with a 2% fee on payments. Above 20 members you move to Pro.
What does MatPilot Pro cost per member?
Pro is €79 a month at any size. That works out to €1.58 per member at 50 members, €0.79 at 100 and about €0.40 at 200, before payment fees.
Does gym software price go up as I add students?
On tiered plans, yes, each time you cross a tier line. On MatPilot Pro, no. The subscription stays at €79 a month.
What are MatPilot's payment fees?
The Free plan charges 2% on payments. Pro charges 0.49% on payments. On €1,000 of dues, that is €20 against €4.90.
Are there contracts for martial arts gym software?
It varies by vendor. Gymdesk has no contract, and Mindbody uses 12 to 36 month terms with notice. MatPilot is month to month.
When is Pro cheaper than Free?
On payment fees alone, Pro breaks even at about €5,232 collected per month. Free also caps at 20 members, so any gym above that needs Pro.
Where do I find 2026 competitor prices?
Use each vendor's own pricing page and note the date. Competitor figures change often, so a dated check beats a copied number.
One last thing
The Free plan's 20-member cap is the only limit that forces an upgrade, and that is the point to plan around. If you are at 15 members and growing, budget for the €79 Pro plan now, not when you hit 21.