OpenWrench

Best CMMS for Gyms 2025: Top 8 Fitness Facility Management Solutions
Matt Velker

Matt Velker

Running a gym is expensive. Between equipment, utilities, and staffing, every decision affects profitability. Industry data shows that the average gym spends around $20,000 per month (on the lower end) to stay operational, and equipment maintenance alone can reach 3–5% of each machine’s original cost annually. This means maintaining a $2,500 treadmill costs roughly $750–$125 each year — and that’s just one asset. When critical systems like HVAC fail, losses extend beyond repairs to downtime, member dissatisfaction, and revenue disruption.

This is why proactive maintenance is no longer optional. The right computerized maintenance management system (CMMS) helps gym operators automate upkeep, track costs, and reduce unplanned downtime that disrupts operations and impacts retention. This guide compares the best CMMS software solutions for gyms and fitness facilities, detailing which systems best meet gym-specific needs.

A Note On The Importance of Gym-Specific Integrations

Integrations make a CMMS truly gym-ready. Most gyms use several disconnected systems for membership, billing, and equipment management. When these tools don’t communicate, visibility drops and manual work increases.

Connecting a CMMS to gym management platforms like Mindbody, ABC Fitness, and Club OS solves this problem. It syncs maintenance with real usage data, automates reporting, and reduces administrative effort. Unified APIs — such as those offered by OpenWrench — extend this efficiency to maintenance, linking equipment data and member systems to improve reliability and streamline operations.

Processing Warranty Repairs and OEM Coordination

Warranty repairs are one of the last maintenance workflows most gyms still manage manually. While platforms like OpenWrench automate work orders, inspections, and vendor coordination, warranty claims with equipment manufacturers typically remain disconnected — tracked through original equipment manufacturer (OEM) portals rather than integrated software.

Most major fitness brands use online warranty portals that let operators register equipment, submit service requests, and track repair progress. Claims must be authorized by the manufacturer and routed to approved service providers before parts are repaired or replaced. The process works, but it’s slow — turnaround times often stretch two to eight weeks depending on parts and approvals. During that time, key machines sit idle, frustrating members and cutting into revenue.

Today, these OEM systems rarely connect directly with facility management tools. Matrix and Core, for example, maintain integrations with fitness-tracking ecosystems like EGYM and Myzone, not maintenance software. This gap leaves operators manually logging warranty work orders and following up on claim statuses across multiple systems.

This is where OpenWrench adds value. The platform centralizes warranty information, service history, and part replacements in one place. Even when OEMs require external claim submission, facilities teams still have a clear record of what’s covered, what’s pending, and what’s next. By combining warranty tracking with preventive maintenance workflows, OpenWrench helps gyms reduce downtime, avoid duplicate repairs, and recover more value under warranty coverage.

Across the manufacturing world, automated warranty systems have been shown to cut processing costs and claim cycle times while improving customer satisfaction. For gyms, adopting CMMS platforms like OpenWrench extends these same benefits to equipment management — transforming warranty repair from a slow, manual task into a transparent, data-driven process.

How We Compare the Best CMMS for Gyms

Choosing the right cloud-based CMMS software requires more than comparing feature lists. The goal is to find a platform that fits your operational complexity, budget, and growth plans. Below is how we evaluated each option and why these criteria matter for day-to-day gym operations.

What matters (and why)

To evaluate each platform fairly, we focused on the core capabilities that drive results in a fitness environment. These areas directly impact uptime, costs, and member experience.

  • Pricing: Transparent pricing helps you forecast return on investment (ROI) and avoid hidden per‑user or implementation charges. For multi‑site gyms, unclear fees can turn a good tool into an unexpected budget risk.
  • Integrations: The CMMS should connect with enterprise resource planning (ERP)/accounting and vendor networks, along with other core management tools. Clean data flows make approvals, purchase orders, and cost allocation faster and more accurate.
  • Customer support: When a critical asset is down, response time matters. Look for onboarding help, training resources, and fast access to technical support.
  • Ease of use: If the mobile app is hard to use, adoption drops. We looked for clear workflows, user-friendly interfaces, and mobile-first experiences.
  • Key features: Work order management, preventive maintenance (PM) scheduling, asset management, vendor management, and real-time dashboards form the baseline. Strong analytics and performance metrics turn maintenance data into decisions.

Together, these factors separate systems your teams tolerate from systems they champion. With this framework set, here’s how the top CMMS platforms for gyms compare — and what makes each stand out.

8 Best CMMS for Gyms: Platform Reviews

Now that we’ve outlined the key evaluation criteria, let’s look at how the top contenders stack up. Each CMMS platform below serves a distinct type of gym or facility operation — from small studios to nationwide franchises. This section breaks down the strengths, weaknesses, and standout features of each option so you can identify which system best fits your needs.

1. OpenWrench

Best for: Multi‑location gyms and franchises that need real‑time visibility, vendor control, and fast rollout.

OpenWrench is an all‑in‑one facility management platform designed to streamline maintenance operations across many sites without adding complexity. It centralizes maintenance work orders, PM, vendor coordination, and spend tracking in one mobile‑first system.

Key features

OpenWrench focuses on speed to value for busy maintenance teams while covering the essentials.

  • Automated work orders: Create, assign, and track maintenance tasks with real‑time status and notifications.
  • Preventive maintenance scheduling: Automate recurring tasks to reduce downtime and keep assets compliant.
  • Comprehensive asset management: Track equipment warranties, service history, and lifecycle costs from a single dashboard to maintain visibility across all locations.
  • Vendor scorecards: Compare response times, first‑time‑fix rates, and cost trends across locations.
  • Mobile app: Empower onsite staff to submit photos, notes, and work orders instantly — without training headaches.

Together, these features give facility leaders visibility into workloads and spending while keeping local teams focused on member experience. For growing fitness brands, it’s the balance of functionality and simplicity that sets OpenWrench apart.

Pros

OpenWrench offers several clear advantages for gym operators who want to save time and increase visibility across multiple locations.

  • Fast implementation — most operators go live in weeks, not months
  • Hands‑on onboarding and responsive customer support
  • Customizable checklists, dashboards, and approval flows by location
  • Real‑time insights into vendor performance and maintenance costs

The overall result is a platform that keeps gyms running efficiently and helps operators control costs without technical friction.

Cons

While OpenWrench performs well for most operators, there are a few limitations to consider before rollout.

  • Fewer pre‑built third‑party integrations than some enterprise platforms
  • Predictive analytics are solid but not as advanced as tools built for Fortune 500 scale

Even with these trade‑offs, OpenWrench’s ease of use and fast setup make it a top contender for multi‑location operators.

2. ServiceChannel

Best for: Large fitness chains managing complex vendor networks and compliance across 50+ locations.

ServiceChannel operates at enterprise scale, processing millions of work orders annually through a large network of pre‑vetted providers. It emphasizes standardization, compliance, and granular analytics for operators who need strict control across markets.

Key features

ServiceChannel goes deep on vendor and compliance management.

  • SLA‑tracked work orders: Automate dispatch and manage proposals with service‑level agreement tracking.
  • Preventive maintenance: Set recurring schedules and store documentation for audits and inspections.
  • Real‑time spend analytics: View dashboards and key performance indicators (KPIs) for leadership visibility and cost control.
  • Large provider network: Access a wide network of vetted contractors for faster sourcing.

This breadth suits organizations that prioritize centralized control and governance. Operators who need robust analytics and a vast vendor network will find ServiceChannel’s depth hard to match.

Pros

ServiceChannel’s strengths are most apparent for enterprise operations managing dozens or hundreds of facilities.

  • Proven scalability for hundreds or thousands of locations
  • Detailed analytics for spend, vendor efficiency, and lifecycle costs
  • Enterprise‑grade security and compliance tooling

For large-scale franchises, this combination ensures predictability and strong vendor accountability.

Cons

There are also some drawbacks to weigh before investing in ServiceChannel.

  • Longer implementations (often measured in months)
  • Steeper learning curve; training is typically required
  • Pricing is not published and tends to fit larger budgets

Smaller organizations may find that the cost and setup time outweigh the benefits of such a comprehensive solution.

3. Corrigo

Best for: Large organizations moving from reactive firefighting to proactive maintenance.

Backed by JLL Technologies, Corrigo brings enterprise infrastructure and automation to facilities management. It’s built to handle high work-order volumes without performance degradation.

Key features

Corrigo’s strength is workflow automation at scale.

  • Skill-based routing: Match jobs with qualified technicians automatically.
  • PM automation: Generate and track tasks with asset data integrated.
  • Analytics dashboards: Monitor vendor compliance, costs, and performance in real time.
  • AI-assisted dispatch: Optimize technician assignment based on availability and proximity.

These automation tools make Corrigo a powerhouse for large, complex portfolios. Its analytics and routing features save time for facilities teams juggling hundreds of tickets.

Pros

Corrigo offers enterprise reliability for teams that need automation at scale.

  • Reliable performance at very high volumes
  • Deep automation reduces manual coordination
  • Access to large provider networks across markets

Operators who manage dispersed regional or national gym brands will appreciate Corrigo’s ability to keep up with demand.

Cons

Despite its strengths, Corrigo’s complexity may pose challenges for smaller operators.

  • Configuration requires time and dedicated expertise
  • More complexity than most single-brand gym operators need

Ultimately, Corrigo is a strong choice for companies with the internal resources to manage its sophistication.

4. Vixxo

Best for: Enterprises that want a managed services model alongside software.

Vixxo combines a CMMS platform with outsourced vendor coordination. For teams that prefer to offload contractor sourcing and day-to-day dispatch, the hybrid model can reduce internal overhead.

Key features

Vixxo provides maintenance management software plus services under one roof.

  • Work order tracking: Maintain centralized oversight with automated reporting.
  • Managed vendor coordination: Let Vixxo’s team handle contractor sourcing and scheduling.
  • Multi-site reporting: Review spending and performance across all properties from one dashboard.

This approach suits operators who value single-partner simplicity over hands-on control. It’s particularly useful for brands expanding into new regions where local vendor relationships aren’t yet established.

Pros

Vixxo provides operational relief for organizations that prefer to outsource vendor management.

  • Lower internal burden for vendor management
  • Consistent maintenance processes across markets

For enterprise operators, the ability to outsource vendor management can translate to faster response times and fewer internal bottlenecks.

Cons

There are also trade-offs for teams that value transparency and control.

  • Limited visibility into vendor selection and performance details
  • Support responsiveness may vary depending on account size

Smaller gym chains may prefer a CMMS that keeps vendor control in-house for greater flexibility.

5. Ecotrak

Best for: Operators focused on cost visibility, forecasting, and data-driven decisions.

Ecotrak balances core CMMS functionality with strong financial analytics. It’s built for teams that want to understand today’s spend and predict tomorrow’s.

Key features

Ecotrak makes maintenance financials easier to manage.

  • Automated work orders: Manage requests through completion and invoicing.
  • Asset tracking: Monitor equipment performance and lifecycle data to plan replacements and control costs.
  • Predictive maintenance analytics: Forecast spend, anticipate equipment failures, and identify potential savings opportunities.
  • ERP/accounting integrations: Connect systems for accurate cost allocation.

These tools help facilities leaders defend budgets and identify savings. For operators who live in spreadsheets, Ecotrak’s insights turn maintenance data into actionable business intelligence.

Pros

Ecotrak appeals to financially driven operators who want detailed cost forecasting.

  • Real-time cost visibility with forecasting
  • Data-driven insights for repair-vs-replace decisions

The platform appeals to teams ready to connect facilities management with finance.

Cons

Ecotrak’s sophistication comes with a few drawbacks for smaller gyms.

  • Data-dense interface can feel heavy to new users
  • Pricing often exceeds simpler CMMS tools

For cost-conscious gym operators, Ecotrak may deliver more analytics than they need for the price.

6. Fexa

Best for: Growing gym brands that want enterprise-grade automation without enterprise bloat.

Fexa sits between lightweight apps and heavyweight platforms. It supports 10 to 100+ locations with strong automation and cost control.

Key features

Fexa focuses on vendor transparency and PM coverage.

  • Automated dispatch: Route service calls based on skill, geography, and performance.
  • Vendor scorecards: Track response time, pricing trends, and service quality.
  • PM scheduling and invoice compliance: Prevent overbilling and missed maintenance.
  • Role-based dashboards: Let each user see the data most relevant to their role.

These features give teams insight into performance and budgets while keeping daily operations simple. For mid-sized operators, Fexa delivers a practical mix of structure and flexibility.

Pros

Fexa delivers measurable operational gains for scaling organizations.

  • Measurable savings via vendor accountability
  • Better coordination between operations and finance

The result is a platform that helps operators catch inefficiencies before they affect uptime.

Cons

Fexa isn’t without limitations.

  • More setup than very simple tools
  • Some integrations require custom work

Still, for brands scaling beyond ten locations, Fexa provides long-term value and stability.

7. UpKeep

Best for: Gyms that need a user-friendly CMMS for maintenance scheduling, work order management, and team communication.

UpKeep is one of the most popular cloud-based CMMS platforms among fitness facilities and recreation centers. It’s built for ease of use, helping maintenance teams manage assets, track repairs, and communicate in real time through a simple mobile app.

Key features

UpKeep focuses on accessibility and day-to-day maintenance visibility.

  • Work order management: Create and assign tasks instantly from desktop or mobile devices.
  • Preventive maintenance scheduling: Automate recurring tasks to reduce downtime and extend equipment lifespan.
  • Asset tracking and reporting: Record maintenance history, costs, and performance metrics for every machine.
  • Inventory management: Track spare parts and supplies to prevent delays and stockouts.

These features make UpKeep ideal for gyms seeking a straightforward maintenance management solution that improves communication between staff and vendors while keeping operations organized.

Pros

UpKeep stands out for its simplicity and fast adoption.

  • User-friendly interface and quick setup with minimal training
  • Strong mobile app for technicians and on-site staff

It’s particularly effective for gyms that want to modernize maintenance tracking without a long learning curve.

Cons

UpKeep’s focus on usability means a few advanced capabilities are limited.

  • Reporting and analytics are lighter than enterprise-grade systems
  • Integration options are fewer compared to larger CMMS platforms

For most operators, however, UpKeep offers the right balance of functionality, flexibility, and simplicity.

8. FitnessEMS

Best for: Health clubs that want an industry-specific CMMS tailored to gym equipment.

FitnessEMS is purpose-built for fitness facilities. Workflows map cleanly to how gyms operate, from front-desk reporting to maintenance resolution.

Key features

FitnessEMS makes equipment-level reporting fast and familiar.

  • QR code scans: Allow staff or members to report issues instantly.
  • Gym-specific PM templates: Use prebuilt maintenance schedules for treadmills and other gym equipment.
  • Vendor linking: Keep communication logs and completion tracking in one place.
  • Member impact views: Connect maintenance performance directly to member satisfaction.

By focusing only on fitness equipment, FitnessEMS shortens implementation time and improves accuracy in reporting. It’s designed for teams who want quick wins and minimal setup.

Pros

FitnessEMS delivers efficiency for equipment-heavy environments.

  • Minimal training due to fitness-first design
  • Noticeable downtime reduction via quick reporting

For gyms focused purely on equipment uptime, it provides an intuitive, niche solution.

Cons

There are trade-offs in focusing solely on gym equipment.

  • Limited integrations outside fitness-focused stacks
  • Gaps for non-fitness assets (pools, spas, childcare) in mixed-use facilities

Operators with more diverse facilities may find its specialization restrictive.

Choose the Right CMMS for Your Gym

Choosing the right CMMS depends on your gym’s size and complexity. Smaller studios often prefer simple, mobile‑first systems for quick setup. Larger organizations look for platforms that offer scalability and centralized oversight. Most operators fall between these extremes — they need automation and visibility without enterprise‑level complexity.

Cost and value should be evaluated together. Some systems include extra fees for integrations or training, but the best solutions still deliver measurable savings through better uptime and more efficient maintenance. A reliable CMMS for gyms also improves safety tracking to help gyms stay compliant and minimize risk.

Standardize maintenance workflows your staff can adopt in hours, not weeks -- Request a demo of OpenWrench