Best Gym CRM in Brazil 2026: 7 Options for Academias and Studios

Most systems sold to Brazilian academias are excellent at the part that happens after someone becomes a member. They control the turnstile, schedule classes, issue the boleto, and organise the workout plan. What almost none of them do is the part that decides whether the academia grows: answering the person who wrote at 22h asking about the aula experimental, and chasing the student who quietly stopped coming three weeks ago.

That gap is expensive. A studio owner pays for Instagram ads, gets ten interested messages a week, and converts three, not because the other seven were not interested but because nobody replied fast enough or followed up twice. Meanwhile the members already paying drift away without a single conversation, and the churn shows up in the monthly numbers when it is too late to fix. This guide compares the 7 best gym CRM and client-management options in 2026 for the Brazilian market, ranked by how much of that commercial work they actually take off your hands.

Pricing reflects published rates as of August 2026; check each vendor's pricing page for current figures.

Why academias want more from their software in 2026

Four shifts explain why owners are changing tools this year.

The student arrives on WhatsApp and Instagram, not at the front desk. The first contact today is a direct message asking about price, schedule, or a trial class. A system that only records members cannot help with that conversation, so it lands on a receptionist who is also checking people in, or on the owner's personal phone during a class. Whoever replies first usually gets the student.

Nobody has time to run the renewal list. Renewals and late payments are handled between classes, from a spreadsheet, when someone remembers. In a studio with 150 students that is hours a month of manual chasing, and the ones nobody chased simply stop paying.

Attendance drop-off is invisible until the cancellation arrives. Almost every cancellation is preceded by two or three weeks of absence. Very few systems turn that signal into an action, so the win-back message that would have saved the student is never sent.

Per-unit pricing punishes small studios. Many Brazilian fitness systems price by unit, by student band, or by module, and the useful features (marketing, app, automation) sit in the higher tiers. For a single studio or a personal trainer with two locations, flat-rate options cost far less and cover far more.

The 7 best gym CRM options in 2026

1. Zoye - the AI operator that fills and keeps your classes

For an academia, Zoye takes the top spot because it handles the two jobs an owner never gets to: replying to interested leads immediately and following up with the students who go quiet. It is not another database waiting for the front desk to update it. It works on its own, from the moment a message lands to the moment a renewal is paid.

Trial classes, sessions, and renewal follow-ups live in the same calendar, and the assistant fills it without anyone at the front desk.

The difference is that the assistant acts instead of notifying. When someone writes asking about the aula experimental, Zoye answers within seconds, asks the two questions that qualify them (what they want to train and when they can come), offers a real slot from your schedule, books it, and reminds them the day before so they actually show up. If they do not reply, it follows up again a couple of days later, which is exactly the step that gets skipped in a busy week.

Under the assistant sits one workspace that holds the whole operation: every student and lead with their history, the class and session calendar, membership renewals and payments, tasks for the team, and reports that show how many trial classes converted, how many students are late on payment, and who has not checked in recently. You can see the pipeline of prospective students as a list, a Kanban board, a calendar, or a timeline, with nothing to configure first.

Automations are built by describing them, not by drawing a flowchart. You type a sentence in plain Portuguese, such as "quando alguém pedir aula experimental no WhatsApp, responda, ofereça um horário e me avise", and the operator builds and runs it. The same applies to the routines that quietly protect revenue: a reminder three days before the mensalidade is charged, a friendly nudge for anyone two days late, and a personal message to any student who has not appeared for two weeks, asking what class time would work better for them.

For a Brazilian studio this matters twice over. The competitor down the street is not winning because their equipment is better, they are winning because they answered in two minutes and you answered the next morning. And the student who cancels next month is almost always the one nobody spoke to this month.

Pricing: the entry plan is Almost Free at 5 USD per month for 3 members, with 1GB storage and the full platform including AI. Starter is 59 USD per month (10 members, 5GB). Growth is 99 USD per month (20 members, 10GB, 24/7 support). Scale is 199 USD per month (100 members, 25GB). A Customize tier adds custom limits and dedicated support. All tools and connectors are included on every plan.

Best for: studios, boxes, pilates and personal-training businesses in Brazil that lose students to slow replies and unchased renewals rather than to price.

2. Tecnofit - the Brazilian fitness management platform

Tecnofit is one of the best-known Brazilian systems for academias and studios, covering student registration, class scheduling, plans and billing, plus an app students use to book classes. For an operation that needs solid day-to-day control and a branded student experience, it is a mature and well-supported choice.

Where it leaves work behind is the commercial front. Lead capture and follow-up are structured rather than autonomous, so replying to the person asking about a trial class, and chasing them a second time, still depends on a human being available.

Pricing: paid plans that vary by student volume and modules; check the Tecnofit site for current figures.

Best for: academias and studios that want a complete Brazilian management platform with a student app.

3. EVO (W12) - management for larger academias and chains

EVO, from W12, is aimed at bigger academias and multi-unit chains, with access control, contracts, financial routines, and reporting built for scale. If you run several units and need consolidated control over receivables and access, its depth is a genuine advantage.

The trade-off is weight. It is built around administration and operational control, so it asks for setup and process, and the day-to-day selling work, first reply, qualification, follow-up, remains a human task on top of it.

Pricing: paid plans by unit and module; check the EVO site.

Best for: larger academias and chains that need multi-unit administrative control.

4. Pacto Soluções - the long-standing gym system

Pacto has been serving Brazilian academias for years with management, access control, billing, and a student app. Its familiarity is worth something: many owners and receptionists already know how it works, which shortens training time.

The limitation is the same one the category shares. It manages members well once they are members, but does little about the interested lead who wrote at night, and nothing on its own about the student whose attendance quietly fell off.

Pricing: paid plans by unit and module; check the Pacto site.

Best for: established academias that want a familiar, broadly supported Brazilian system.

5. Next Fit - management for studios and small academias

Next Fit targets smaller operations, studios, boxes, and single-unit academias, with scheduling, plans, billing, and an app, at a scale that suits a business without a dedicated back office. For a studio moving off spreadsheets, it is a sensible first system.

Its ceiling shows on the growth side. Marketing and follow-up features are lighter, so converting trial-class leads and running renewal chases is still mostly a manual routine somebody has to own.

Pricing: paid plans by student volume; check the Next Fit site.

Best for: studios and single-unit academias replacing spreadsheets with a proper system.

6. RD Station CRM - the Brazilian sales CRM

RD Station CRM is a well-known Brazilian sales CRM, often paired with RD Station Marketing. If your academia already runs campaigns there, keeping the pipeline of prospective students in the same family is convenient, and the funnel reporting is clear.

The catch is that it is a generic sales CRM. It does not know what a class schedule, a plan renewal, or an attendance record is, so you model all of that yourself, and the follow-up still depends on someone working the pipeline by hand every day.

Pricing: a free tier with limits; paid tiers per user per month.

Best for: academias already using RD Station for marketing that want a connected sales pipeline.

7. HubSpot - the generic CRM with a free tier

HubSpot is a strong general-purpose CRM with a well-known free tier and deep sales and marketing tooling. With custom properties and pipelines you can shape it into something that tracks leads for trial classes and follow-ups.

That shaping is the cost. It understands none of the fitness context out of the box, WhatsApp needs additional setup, and the features that make it genuinely powerful climb in price quickly. It is a capable system that you must build and then keep maintaining.

Pricing: free plan with limits; paid tiers climb quickly per user per month.

Best for: academias with a marketing team that wants a configurable, general-purpose CRM.

Trial-class leads: the money you already paid for

Every real an academia spends on Instagram, Google, or a neighbourhood flyer ends in the same place: a message. "Oi, vocês têm aula experimental?" arrives at 21h40, and what happens in the next ten minutes decides whether that person becomes a student. Most systems on this list handle everything except those ten minutes.

The pattern in studios that convert well is unglamorous. Reply immediately, ask two short questions, offer a specific time instead of "quando você puder", confirm on the calendar, remind the day before, and follow up once if the person goes silent. Done consistently, that routine roughly doubles what the same ad spend produces. Done by a human between classes, it happens on good weeks and collapses on busy ones.

That is where an operator changes the maths. Zoye replies the moment the message arrives, at any hour, offers a slot that exists in your real schedule, books it, sends the reminder, and chases the ones who never answered. The owner stops being the bottleneck, and the ad budget finally gets the conversion it was supposed to buy.

Renewals and late payments without the spreadsheet

Inadimplência in a studio is rarely a decision. It is a card that expired, a boleto nobody opened, a person who meant to sort it out after the weekend. The academias that keep it low are simply the ones that ask, politely and on time, three times.

A sequence that works looks like this: a friendly heads-up three days before the charge, a short message on the day if it did not go through, and a final nudge two days later offering to fix the payment method. Nothing clever, just consistent. The reason most studios do not run it is that doing it manually for 150 students means an hour on the phone every week.

Zoye runs the whole sequence over WhatsApp by itself, marks who paid, stops messaging them, and leaves a short list of the genuinely stuck cases for a human to call. The same applies to renewals: instead of discovering that a trimestral plan expired last week, the operator opens the conversation ten days before it ends, when renewing is still the easy option.

Win-back: the students who stop showing up before they cancel

Ask any studio owner when a cancellation actually happened and the honest answer is three or four weeks before the message arrived. The student missed a week because of work, missed another because the first one broke the habit, and by the time they wrote "vou trancar" the decision was already old.

The signal is sitting in the system the whole time. Somebody who trained three times a week and has not checked in for fifteen days is not busy, they are leaving. A single message at day ten, personal and without a sales pitch, asking whether a different class time would help, brings a meaningful share of them back. Almost nobody sends it, because it means running an attendance report and writing individual messages every week.

This is one of the clearest cases for an operator rather than a system of record. Zoye watches attendance, spots the drop-off, sends the message, offers a time that fits, books it, and records the reply against the student. Recovering even a handful of students a month usually pays for the software several times over, and it costs the owner no extra work at all.

How to choose the right gym CRM

Three questions narrow the list quickly.

1. Where does your first contact with a new student happen? If the answer is WhatsApp or Instagram, and in Brazil it almost always is, you need a tool where the conversation, the booking, and the follow-up live together. A system that only stores members will keep sending you to your phone.

2. Do you need control, or do you need someone to do the work? If your problem is access, class capacity, contracts, and billing routines across units, a Brazilian management platform is the right answer and this is not a close call. If your problem is that leads go unanswered and students leave quietly, you need an operator that acts, and you may well run it alongside your management system.

3. How does the price behave as you grow? Per-unit and per-student-band pricing rises exactly when a second location is still fragile. A flat rate that covers the whole team keeps that growth affordable, and it means the assistant is not a premium add-on you postpone.

Why academias choose Zoye

Three things come up repeatedly with the studios that stay.

The first reply no longer depends on someone being free. A message about an aula experimental at 22h gets answered at 22h, with a real slot offered and booked, so the lead you paid for does not go to the studio that answered faster.

Money stops leaking quietly. Renewal and payment reminders go out on schedule over WhatsApp, and the student who has stopped showing up gets a personal message while there is still a relationship to save.

There is no tool to maintain. Students, leads, the class calendar, payments, and reports live in one workspace, and you instruct it in plain Portuguese instead of filling in fields and setting reminders.

Try Zoye with your academia. The entry plan is Almost Free at 5 USD per month, with the full platform including AI.

For more context, see the CRM for gyms, the CRM for fitness trainers, WhatsApp payment reminders, and the AI sales agent guide.