Ruth, Daniel: your current contract ends on January 31. I took written quotes from four vendors and ran each one on your last twelve months: 1,400 members, two gyms, $60,000 a month in card payments. My pick is Belay Desk. The chart shows why, and when one of the others would suit you better.
One system at a time on a small screen. Tap a name to switch.
Year-one cost includes software, card fees and any setup fee.
Best on that row. No dot where three or more tie.
Recommended
$23,760
year one
Lowest cost on your numbers, one membership across both gyms, and you can leave with a month's notice.
If the front-desk queue matters most
$27,460
year one
Fastest day-pass checkout and a named account manager. It costs $3,700 more in year one and ties you in for two years.
If you want the smallest fixed bill
$24,480
year one
$180 a month, but each gym needs its own account. With its higher card fee you'd still pay $720 more than with Belay Desk.
No case for it
$25,620
year one
Not the best on any row, and it's a one-year contract. I'd drop it from the list.
| Criterion | Belay Desk | Gatefold | Member Mill | Topout |
|---|---|---|---|---|
| Cost | ||||
| Software, per month | $420 | $640 | $180 | $295 |
| Card fee | 2.6% | 2.4% | 3.1% | 2.9% |
| Setup fee | None | $2,500 | None | $1,200 |
| Year one, your numbers | $23,760 | $27,460 | $24,480 | $25,620 |
| Each year after | $23,760 | $24,960 | $24,480 | $24,420 |
| At the front desk | ||||
| Day pass for a first visit, timed on a phone | 1 min 10 s | 55 s | 3 min 40 s | 2 min 30 s |
| Waiver | Signed during checkout | Signed during checkout | Separate emailed link | Signed during checkout |
| For members | ||||
| One membership, both gyms | Yes | Yes | No, one account per gym | Yes |
| Six-week courses | Yes, with a waitlist | Yes, with a waitlist | Single classes only | Yes, no waitlist |
| Switching | ||||
| Moving 1,400 members | Done for you, 2 weeks | Done for you, 6 weeks | You upload a spreadsheet | You upload a spreadsheet |
| Contract | Monthly | 2 years | Monthly | 1 year |
| Support | Phone and chat, 7 days | Named account manager | Email, weekdays | Email, weekdays |
Card fees are the biggest part of every bill, so the cheapest system depends on how much you take by card. Leaving setup fees out, this is who's cheapest at each level.
You'd need to lose a fifth of your card income before Member Mill came out ahead, or nearly double it before Gatefold did.
Next step
Tell me your pick by Friday, December 4.
Belay Desk would then have your members moved by December 18. Gatefold's six weeks would end on January 15, which leaves two weeks before the old contract runs out.