Navigating the overwhelming number of business software choices available can be daunting. With limited time to explore and experiment, finding a solution that truly meets your needs—without hidden costs, compatibility obstacles, or unnecessary features—can feel like an impossible feat.
Choosing the right software, however, is a crucial aspect of managing a small business.
Whether you’re a yoga instructor, studio owner, personal trainer, gym operator, or another wellness provider, this guide offers actionable steps and detailed examples to help uncover your software needs and priorities to ensure you make the right choice.
Let’s jump in!
Table of Contents:
Why Your Evaluation Criteria Matters
Understanding business goals and priorities helps you define what core features your software needs to include. Doing so not only streamlines decision-making and saves time but also enables you to avoid common pitfalls like hidden costs or software that can’t scale with your business.
By setting clear criteria, you create a roadmap to ensure you’re not just choosing any software—but the right one to support your wellness business.
Clear criteria may include:
- Automation for routine tasks to save time and money.
- Transparent pricing and no hidden fees.
- Scalability to support your business as it grows and changes.
- Desired features tailored to scheduling, client management, and communication, e-commerce, financial management, etc.
- Seamless integration and compatibility with existing systems and tools.
Download Our Software Selection Criteria Checklist to Find Your Perfect Solution
How to Develop Your Own Software Evaluation Criteria
You might be thinking, “I don’t even know where to begin!” We get it! That’s why we wrote this article – to walk you through the process.
Your software should support your current operations, align with your larger goals, and have the infrastructure needed to reach those goals.
Identifying what matters most to you—whether it’s saving time, improving efficiency, enhancing customer experiences, or unlocking growth opportunities—will guide your software decisions and avoid costly missteps.
Identify Your Needs and Business Goals
When choosing the right software for your business, reflect on your current challenges. For instance, you might want to offer new or additional membership options or streamline your booking process.
If you’ve been managing your operations manually or cobbling various tools together to run your business, staying on top of everything can quickly eat up your time, hindering your ultimate growth potential.
Speaking from my own experience, I spent years managing an email service, Excel spreadsheets, accounting software, booking systems, multiple email addresses, and tracking everything by hand. I was struggling to stay organized and wasted so much time and other resources.
Switching to OfferingTree’s all-in-one service significantly reduced my workload. The right solution consolidated my efforts, simplified my processes, and helped me regain focus.
Things to look for in software to support your business needs and goals:
- Customization and flexibility to tailor features to your business.
- Simple setup for small businesses, even for the non-technically inclined.
- Integration with other tools and software you already use.
- Scalability to grow with your business over time.
- Transparent pricing to avoid hidden costs.
- Option to trial the software before committing.
Identify Customer and User Experience Needs
A user-friendly website is essential to running a successful business in the digital age. It’s incredibly rewarding when clients compliment you on your impressive offerings and how easily they can find what they’re looking for.
A positive experience encourages customers to keep coming back. It motivates them to share your website with friends and family, which means you reach more people without putting in additional effort.
Your customers should be able to explore your offerings, view your schedule, book classes, purchase a membership, read blogs, explore your on-demand video library, contact you, and see your pricing upfront—all without frustration.
Step into the shoes of your audience when designing your user experience. Consider websites you’ve enjoyed using—what stood out about that experience, and how can you replicate it for your business? You may even consider conducting audience research before choosing software to ensure it suits the needs and wants of your niche within the wellness world.
Important user experience considerations:
- Intuitive navigation.
- Mobile-friendly.
- Streamlined booking and payment systems.
- Clear presentation of offerings and services.
- Reliable performance and speed.
Understand Your Budget and ROI Needs
When choosing software, it’s crucial to understand pricing models and hidden fees to look out for. Keep your long-term goals in mind, as a seemingly cheaper option upfront may lead to higher costs in the future.
The upfront costs aren’t always transparent, so be mindful of fees for add-ons, upgrades, and transaction charges. These could significantly affect your budget and put you in a difficult situation you may be unable to escape.
To evaluate your return on investment (ROI), consider how each software solution could save you time and resources.
For instance, automating some of your marketing efforts, like email campaigns, can save you hours each week and assist you in making informed decisions. Streamlined booking systems minimize administrative tasks and errors, enabling you to concentrate on the aspects of your business that you most enjoy.
Tips for matching your budget to your needs:
- Look for transparent pricing tiers and be cautious of hidden costs.
- Make sure the software can evolve with your business.
- Identify the software that offers the features you need and desire most.
- Make use of free trials before committing.
- Focus on long-term value rather than a short-term deal.
“Pricing shouldn’t be the only factor here. Basing your decision on price point alone may not ensure you’ll be getting the most value. I got burned by software going this route.” Zachary Colman CEO of Creatitive
“Pricing shouldn’t be the only factor here. Basing your decision on price point alone may not ensure you’ll be getting the most value. I got burned by software going this route.” Vendor Reliability and Support
When choosing a new software for my business, I considered an endorsement from a trusted and respected yoga instructor and entrepreneur. With this particular instructor backing the software, I was confident it would meet my needs.
Since then, I have shared OfferingTree and its features with many other wellness business owners. The outstanding customer support, training, and resources have enabled me to start, expand, grow, and explore new possibilities with my website and business.
I never imagined these options would be accessible to me as an individual managing a very small business with a limited budget.
One of the things I most love about OfferingTree is its access to responsive customer support. Even for individuals with extensive experience in technology and design, issues can arise with software; knowing there’s someone to contact will reduce stress and facilitate quicker problem-solving.
Tips for assessing vendor reliability and support:
- Quick and responsive customer support.
- Tutorials, guides, webinars and other training resources.
- Accessibility and availability during the free trial period.
- Positive testimonials and reviews on trusted platforms.
- Longevity and reputation.
“Ask the vendor about their pricing tiers, what’s included with each one, and what features or services (such as customer support or installation) are sold separately.” – Toby Cox, Capterra Expert
Software Scalability
The website I had before OfferingTree lacked scalability. As a result, I had to outsource many different solutions: email services, excel documents, pen-to-paper, etc. Every time I tried to update my site, it would crash.
Your wellness business will grow and evolve with time and trends, and your software will need to grow with you. You do not want to be in the same position I was in; it was frustrating, time-consuming, and expensive. It constantly felt like patchwork.
Scalability ensures you don’t outgrow your software, saving you the hassle and expense of switching platforms later. Choosing a scalable solution now sets the foundation for long-term success and flexibility.
Tips to assess software scalability:
- Ability to manage growth: Ensure the software can accommodate a growing number of users, bookings, or memberships without encountering performance or functionality issues.
- Adaptable features: Seek out tools you can customize to suit your evolving needs over time.
- Accommodate multiple locations: If expansion is on your radar, ensure the software can support multiple locations or services.
- Integration capabilities: Confirm if the software can connect with other tools or platforms as your requirements evolve.
- Pricing options: Select software that provides pricing plans that match your growth.
“While it’s important to consider the upfront cost of the software, it’s also important to think about the long-term costs, including maintenance, updates, and training.” Dmytro Kondratiev of LLC Services
Things Business Owners Wish They Knew Before Buying Software
Investing in new software that isn’t right for you only ends in disappointment.
Impulsive decisions or mistakes when purchasing software lead to unnecessary challenges, like a lack of integration options, complex setup without enough support, and a waste of your valuable time and resources.
It is essential to consider your big picture and long-term objectives. Engage the right individuals and prioritize enduring value over short-term savings or attractive deals.
Here are some common mistakes to watch out for:
- Not involving key stakeholders.
- Overlooking integration capabilities.
- Focusing solely on price instead of long-term value.
- Ignoring post-purchase support and training.
Empower Your Wellness Business with the Right Software
If you’re ready to find the right software for your wellness business—one that supports where you are today while offering incredible growth potential and scalability—choosing wisely is a must.
You don’t need to be a tech wizard or a design goddess; you just need software backed by strong customer support and clear tutorials to guide you.
Start with a thorough evaluation of your must-have features, and avoid common pitfalls like hidden costs. With a clear plan in place, you’ll feel confident in selecting software that fully supports your wellness business.
Whether you’re just starting out as a solo practitioner or running an established studio, OfferingTree can support your unique needs as a wellness business. Check out our detailed and transparent pricing plans, explore our demo video library, and start your 7-day free trial. Let’s see how OfferingTree can save you time and expand your offerings.
