Gymnastics Class management software

Olivier Rousseau
20 October 2023 2 min read

Gymnastics Class Management Software

Class management for gymnastics clubs often feels like navigating a complex routine on the balance beam.

Registrations, attendance, and scheduling—it’s a lot to handle.

But just like a gymnast perfects their routine over time, there’s a way to streamline your administrative tasks and simplify your clubs’s operations.

In this article, we’ll discuss how modern class management software like Activity Messenger can make your gymnastics business soar to new heights.

The article will cover:

  1. Activity Messenger’s 3 key differentiators
  2. Create an intuitive registration process
  3. Personalized communications
  4. Memberships and affilitation with federation
  5. Digital liability waivers
  6. Flexible payment options (payment plans)
  7. Booking & Private lessons
  8. Online ticket sales
  9. Financial reporting
  10. Skill Tracking & Certificates
  11. End of Session Survey
  12. Task Automation
  13. Marketing tools
  14. How we compare

Looking for an alternative to JackRabbit, IClassPro, Amilia or Uplifter?

JackRabbit vs IClassPro vs Activity Messenger (In-Depth Comparison)

You’ve come to the right place.

Here are a few related articles that might interest you:
How Activity Messenger compares to different gymnastics platforms in this article
In-depth review the 6 best gymnastics platform on the market
Why we think Gymnastics Class Management is Broken


Note about the Author: Throughout the article, Olivier shares tips and tricks he’s picked up over the last decade running a multi-location children’s activity program & as co-founder of Activity Messenger, helping hundreds of gymnastics club owners in Canada and the United States create a more intuitive registration process and personalize communications.


Are you a smaller gymnastics club or just getting started?

A simple gymnastics registration form might be the best way to get things started.
Learn more about how to create a gymnastics registration form.

1- Activity Messenger's 3 key differentiators

3 problems most gymnastics club experience as their business grows

  1. Hard for clients to quickly find their class using an outdated registration platform (especially on mobile)
  2. Need to manage (and pay) for all the extra tools required to run your business (Mailchimp, SurveyMonkey, EventBrite, Jotform etc)
  3. Inability to automate increasingly complex business workflows (Party booking, End-of-session reminders, Staff onboarding, etc)

How Activity Messenger fixes this

  1. Create a registration path that leads people exactly as you would if you were taking their registration over the phone.
  2. Replace Mailchimp, Survey Monkey, Jotform & Eventbrite to get a 360 view of your clients (& save money).
  3. Create customized & automated workflows for staff onboarding, events, party booking, and much more.

📌 Note: I’ve been running kids sports programs for over a decade now. I remember the gold rush to find the right system to take online registrations. And many of these older platforms were great at the time. Over the years, I realized that the focus has shifted. When looking for a new registration platform, the focus should be on whether it can help your client find a class quickly, optimize the mobile experience, and personalize and automate communication with parents and athletes.

2- Gymnastics Online Class Registration

One of the major pain points we consistently hear about is how daunting the registration process can be for parents and participants. Sifting through endless lists of classes isn’t just time-consuming—it’s a flat-out chore, particularly on a mobile device.

It’s why we built Activity Messenger & why we think current class management is broken.

Gymnastics Registration Form

Our online registration forms are tailor-made to be as flexible as the athletes you train. Parents can quickly enroll their kids without contacting you, which means you get to spend more time on the mat coaching.

Looking to get started quickly?
Learn more on how you can setup a gymnastics registration form in minutes and start collecting registrations today.



📌 Note: A good way to think about this is to write down all the questions you or your admin team ask a parent when they call in to register. Then use those questions to create a fully customizable registration path to better guide your customers.

3- Personalized communications

Ever get an email that not only greets you by name but also nails your recent experience with a brand?

That’s the level of personal touch we aim for for your gymnastics club.

Thanks to our mailmerge feature, you can include the nitty-gritty details that matter: the participant’s name, class name, start date & time, the last session date, and what’s coming next for them.

With over 80 Mailmerge fields (and the option to create your own), you can send a single outreach to hundreds of participants that feels personally crafted for each of them. And with our Canva integration, all outreach is customized to your brand.

📌 Note: We create personalized start-of-session reminderr at the same time we create our class schedule and set your registration dates. So even before we receive any registrations, all the automated email reminders are set up. This helps ensure deliverability and makes sure they are sent a few days before a session starts without any actions on your end.

4- Affiliations with federation (Memberships)

Activity Messenger allows you to easily create various membership or affiliations. The platform’s user-friendly interface means you don’t have to be a tech wizard to set this up.

Activity Messenger is also an official partner of Gymnastics BC, Alberta Gymnactics, and Gymnastics Quebec.

Class or program-specific memberships

You can offer memberships tailored to particular classes, events or even requirements from your gymnastics federation. Whether it’s an affiliation for your recreational classes or a different one for your competitive athletes, simply customize the form according to each program type, class or event.

One-Stop Registration for Programming & Memberships

The ability to register for classes and purchase an affiliation in a single checkout drastically enhances the user experience.

It reduces the steps they have to go through and the platforms they have to navigate, thereby reducing friction and abandonment rates.

📌 Note: By adding the affiliation or membership to all your programs and classes, you can be assured that people will have their membership in order if they complete a registration at your club.

5- Liability waivers for gmynastics

If you’re still using tools like SmartWaiver or can’t get waivers signed outside of your online registration process, it might be time to look for an alternative.

Traditional methods involve juggling printed papers, signatures, and reminders, not to mention the occasional headache of illegible or lost slips.

While generic online form builders like Cognito Forms, Smartwaivers, and Jotform offer some relief, they fall short in providing a seamless solution that specifically addresses the needs of your gymnastics club.

The ability to collect digital waivers without needing to create an account helps simplify the process for your free trials, events and birthday party guests.

You can also send digital waivers via SMS or automate a reminder to people who have not signed the waiver yet.


Book a demo to learn how to create digital waivers for your gymnastics club.

6- Flexible payment options (payment plans)

Offering payment plans

Offering payment plans removes a significant barrier to entry for many families. By allowing families to pay in installments, you’re broadening your customer base to include those who might otherwise consider your services out of their financial reach.


Payment Customization

Activity Messenger lets you customize payment plans—monthly or weekly, percentage or flat rate. Fine-tune initial installments and more. You’re not stuck with a one-size-fits-all approach; tailor a plan that fits your business.

Payment Automation

The invoices are automatically generated, payments are collected on time, and customers are notified without you lifting a finger. This not only saves you time but also eliminates the potential for human error.

Prorata options

Prorating tuition adjusts the cost of classes for late registrants so that they only pay for the remaining classes.

To determine the prorated cost, divide the total session cost by the number of classes, then multiply by the number of classes the late registrant will attend.

Example of prorated tuition for a class

In-Depth Financial Reporting

Finally, with automated payment plans, you also get the benefit of easy tracking and reporting. This data is invaluable for understanding your business metrics better and making more informed decisions.

7- Booking & Private lessons for Gymnastics

Managing a gymnastics club involves juggling private lessons. Traditional methods can be cumbersome, leading to inefficiencies and missed opportunities.

Private Lesson Booking

Real-time availability and automatic calendar updates eliminate back-and-forth emails and calls, saving everyone time and reducing scheduling errors. Payment processing is also simplified; customers can pay online as they book, which not only assures immediate revenue but also reduces the administrative burden.

Customizable booking forms

Customizable booking forms allow you to capture specific information about each student’s needs, ensuring that instructors are well-prepared for each session. Plus, automated reminders keep everyone (coach, parents and you) on the same page, drastically reducing no-shows.

You’re not just optimizing a single task; you’re enhancing the entire private booking flow of your gymnastics club.

8- Online Event ticket sales

In addition to training athletes, you also manage events, whether they’re competitions, fundraisers, or showcases.

With Activity Messenger, you can set up event ticketing forms that capture all the important information you need from participants.

Need to make last-minute changes or send reminders? No problem.

With just a few clicks, you can reach everyone and keep communication seamless.

Learn how Flip City gymnastics club increased sales using Activity Messenger for their provincial competitions.

“I really think Activity Messenger is the only way to go. For the ease of use and the time saved. But also the fact that the staff & volunteer training requirements are so minimal. Purchasing tickets using the phones and the QR code was a game changer. We have many people buying tickets at the same time instead of a lineup of people waiting for their turn”

Read the full Case study.

9- Financial reporting

Financial reporting helps in tracking both revenue and expenses, enabling smart resource allocation and long-term sustainability of your gymnastics club.

Centralized Finance Hub: Activity Messenger consolidates all financial data—class fees, merchandise, events, memberships and donations—into one platform. No more juggling spreadsheets; it’s efficient and error-free.

Revenue Tracking: Our tools give you a detailed look at revenue sources, from class fees to promotions, helping you make data-driven decisions to boost financial performance.

Visual Reports: Forget overwhelming spreadsheets; our visual reports offer a quick, intuitive look at your club’s financial health.

Custom Reports: Tailor reports to focus on metrics that matter to you, whether it’s class profitability, monthly event revenue, or expense categories.

10- Skill Tracking & Certificates

Skill tracking is critical for gymnastics clubs to measure athlete progress. Coaches can identify strengths and areas for improvement to target optimal training needs.

A data-driven approach not only improves performance but also motivates athletes by providing a visible record of their growth.

Simplified Skill Tracking

Skill tracking eliminates the need for cumbersome spreadsheets and manual logs. Coaches and administrators can easily enter skill data into the system.

The platform provides an easy-to-use interface where coaches can categorize skills by level, apparatus, or other criteria relevant to your gymnastics program.

Real-Time Monitoring and Notifications

The skill tracking feature in Activity Messenger eliminates the need for cumbersome spreadsheets and manual logs. Coaches and administrators can easily enter skill data into the system.

The platform provides an easy-to-use interface where coaches can categorize skills by level, apparatus, or other criteria relevant to your gymnastics program.

Customizable Certificates

When a gymnast reaches a milestone or level, a custom certificate can be automatically generated. You can design these certificates (using our canva integration) to match your club’s branding, adding a personal touch to each achievement.

These certificates can be printed for in-person ceremonies or sent digitally via email or text, making it convenient for everyone involved.

11- End of Session Survey For gymnastics

Why Gymnastics Clubs Should Prioritize End-of-Session Surveys

In the hustle and bustle of running a gymnastics club, the importance of collecting end-of-session surveys is often overlooked. However, these surveys can be your golden ticket to providing an unparalleled experience for both your participants and employees. Let’s dig into why they’re essential and how to do it effectively.

Understand the Pulse of Your Club

The first rule of any successful gymnastics club? Knowing your customers. A well-designed survey will provide insights into what your parents & gymnasts love and where you need to up your game. How is your staff’s performance? Are the class structures meeting expectations? This kind of feedback is invaluable for you to keep improving your offering.

Quick and Easy Setup

Activity Messenger makes survey creation easy. Whether you’re using one of our templates or converting an existing survey, our Canva integration allows you to add a personalized touch. Share the link and start gathering invaluable insights, all in a matter of minutes.

Make Proactive Changes

We simplify data interpretation so you can focus on taking action. These insights aren’t just numbers; they’re a roadmap to exceeding customer expectations. Automate survey delivery based on session end dates and let Activity Messenger do the rest.

Create Brand Ambassadors

A happy customer is your best marketing tool. Use automated emails to encourage your happiest customers to share testimonials, increasing your social proof and community credibility.

Timing is Everything

Maximize response rates by sending surveys at the optimal time. Automated scheduling ensures you’re reaching out when experiences are fresh, increasing the likelihood of receiving accurate and helpful feedback.


Using SurveyMonkey? See how Activity Messenger compares with other survey solutions

12- Task Automation built for Gymnastics

A huge chunk of your day is spent managing administrative tasks that seem to multiply like gremlins – especially if you’re still doing it manually.

I’ve been there, juggling operational tasks while trying to focus on our athletes.

Now imagine taking back 15-20 hours each month. How do you get that chunk of your life back? By automating tasks that no one has time for.

Let’s break down the top 3 tasks that most gyms could easily automate.

  1. Start of Session Reminders:  Send an automated email 5-7 days before the session starts with all the essentials: location, time, date, and the all-important ‘what to bring’ list. You can create a single template (with mailmerge) for all your classes and Activity Messenger will send it out automatically at the right time with the right information for every family registered at your club
  2. End of Session Reminders: The session is about to end, and you know that your inbox is about to become a FAQ center. An automated end-of-session email with a built-in satisfaction survey does two things: it saves you time and gets you the feedback to keep leveling up. Add a quick link for next session registration, and you’re golden.
  3. Purchase Confirmation Automation: Are you still sending a generic confirmation email when a client registers? Let’s personalize it. Include an invoice, FAQs, and maybe a blog article or two about what to expect in the upcoming session. Learn more on what to include in a purchase confirmation email

Automation doesn’t mean you’re removing personal touch. On the contrary, it gives you more time to engage with your gymnastics community in meaningful ways. Streamline these tasks and watch your operational efficiency shoot through the roof, one automated task at a time.

13- Marketing tools for your Gymnastics Club

1. Email Marketing (Mailchimp Replacement): Say goodbye to the days of struggling with email marketing tools that lack the personal touch your business needs. We understand that your newsletters need to be more than just messages; they need to be engaging experiences that reflect your gymnastics club’s unique brand and personality.

2.Party Marketing Automation:

If your club is also the coolest birthday party spot, you can’t afford to sleep on this. Automate a party birthday marketing email that triggers a few weeks before the DOB of your registered kids. It’s timely, it’s thoughtful, and it brings in extra revenue. It’s a win-win-win!


3. Drip Campaigns: Building strong customer relationships with your gymnasts is key to success, and that’s where drip campaigns come in. Activity Messenger allows you to set up automated drip campaigns that nurture leads and convert them into loyal customers. Whether it’s a series of emails introducing your services or a series of enticing offers, our platform keeps your audience engaged and ready to convert.

4. Free Trial Workflow: Getting new potential gymnasts and families on board and ensuring they have a smooth experience is crucial. Activity Messenger’s free trial workflow simplifies this process. You can create a seamless onboarding experience for your potential customers by introducing them to the platform and its benefits. This hands-on approach increases the likelihood that they’ll see the value that Activity Messenger can bring to their business.

Activity Messenger isn’t just a replacement for Mailchimp; it’s a comprehensive solution designed for the unique needs of health club owners. We’ve built our platform to simplify your marketing efforts, making email marketing, event promotion, lead nurturing and onboarding a breeze.

How Activity Messenger compares to other platforms

A New Approach to Online Registrations

Activity Messenger is not just another online registration software. While it offers all of the same features as other online registration software, it also fully integrates all of your favourite tools, like CanvaChatGPTZoom and Stripe.

And because we’ve been there, we know you’re tired of supplementing your software with other tools like SurveyMonkeyMailChimp, JotForm, EventBrite and SmartWaiver, so we built tools to replace them and provide a complete solution for all your needs.

To see how Activity Messenger compares to Activity Messenger, read an in-depth comparison article on the 6 best gymnastics software on the market. 

Book a demo with us today!

If you are ready to switch to Activity Messenger, our onboarding team (all sports and leisure past operators) will help with the migration.


What is  a Gymnastics Class Management Software?

Gymnastics Class Management Software is a tool that helps gymnastics clubs streamline scheduling, communication, staff management and online registration processes for their parents and gymnasts. It allows you to manage all administrative tasks in a single tool.

Why use Gymnastics Class Management Software?

Class management software is essential because it helps manage your club effectively by overcoming the challenges of collecting data, processing payments and communicating with gymnasts, all of which would have to be done manually and take up a lot of your time. By using a software solution, you can free up time to focus on more important things, like managing and providing efficient solutions.

How does Gymnastics class management software facilitate effective communication?

Class management software enables seamless communication between coaches, squad members, and parents through features like bulk SMS, Newsletters and automated messaging based on the gymnast’s profile.

How does gymnastics class management software simplify online registration?

Gymnastics class management software simplifies online registration by streamlining the process, handling payments, and capturing important participant information, making it convenient for gymnasts and their parents to find the right class for the participant.

Written by Olivier Rousseau Olivier is a Sportball Franchise owner who has been operating for over 10 years with locations in Montreal, Quebec city & Ottawa while also coaching business owners as Sports Marketing Consultant.

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