Gym and Fitness Membership Tracking

• Front desk: find a member by name, phone or member code, or scan a QR code; a green (may enter), yellow (may enter but tell them) or red (may not enter) result is shown with its reason; today’s entries are listed below the screen.
• Record and undo an entry: on a visit-count card one visit is deducted, on an unlimited pack none, and a second tap on the same day deducts no second visit; a wrong entry is undone with “Yanlış girdim” (I entered it by mistake) and the visit is returned.
• Manager exception: on a red result the manager writes the reason and says “Yine de içeri al” (let in anyway), which is kept as a separate record; reception cannot. What to do at the desk with a member whose instalment is overdue is set.
• Package definitions and sales: monthly, 3-6-12 month, day pass, visit-count card, student and personal-training packages; the end date is calculated from the day of sale and a membership can be frozen for a date range.
• Instalment plan and payment: a plan of 1 to 24 parts, partial payment and overdue instalments; the member card has the balance, payments, packages, instalments, latest entries and an emergency contact on one page.
• The member’s own page: days or visits left, the payment due, the QR code to show at entry and recent visits; the link is sent from WhatsApp and the page can be added to the phone.
• Follow-up lists: memberships ending, cards running low, overdue instalments, absent members, leavers and busy hours; thresholds are changed in Settings and every row has a ready WhatsApp message.
• Member import from a list (CSV, Excel .xlsx and pasting; preview, duplicate filtering, undo), reports, a public storefront page, a personal-training calendar and multi-day leave; manager, reception and trainer roles, a setup wizard.

1. Set up the gym

   Packages and settings are entered with a six-step setup wizard; members can be imported from a list.

2. Sell the membership

   A package is chosen, an instalment plan is written if needed and payment is recorded.

3. Greet at the door

   The member is found by code or name; a green, yellow or red result shows with its reason and the entry is recorded.

4. Follow up

   A ready WhatsApp message opens from the lists of ending memberships, overdue instalments and absent members.

Screen-by-screen guide →

Related software: Pilates and Reformer Studio Management

• Not delivered to a client and not used by a real gym; the gym, members, phone numbers and amounts on the screens are sample data, and no user trial was carried out in a gym.
• There is no turnstile, door lock, card, fingerprint or face reader connection: the front desk does not open the door, it only records the entry and tells you by colour.
• There is no automatic card charging or virtual POS; payment is written to the till by hand. There is no automatic SMS; a ready WhatsApp text opens. There is no e-invoicing, back-office accounting or multi-branch view.
• Camera QR scanning does not work in iPhone Safari or Firefox; there you type the name or use a USB reader. Phone notifications were tried in desktop Chrome and one Android phone, not on iPhone or Safari.
• The member’s page link is a secret address; anyone who knows it sees that member’s remaining days and balance. There is no family or couple package, and debt from an old program is not imported.
• The live demo was run on a single hosting account only (PHP 8.3, SQLite). Demo data resets every hour, sign-in uses role buttons and Settings cannot be saved. The app interface in the screens is Turkish; only the explanations on this page are in English.