Gym Management System — Complete User GuideGym စီမံခန့်ခွဲမှုစနစ် — အသုံးပြုသူလက်စွဲ လမ်းညွှန်

What this app does

It runs the day-to-day of a gym or studio in one place:

• Members: sign-ups, photos, membership cards and contact details.
• Check-ins: at the front desk, or members check themselves in on a tablet.
• Money: membership payments (Cash, KPay, Wave), shop sales, expenses and the end-of-day cash count.
• Keeping members: who is about to expire, who to call and whose birthday it is.
• Training: personal training packs, trainer pay, body measurements and progress photos.
• Classes: timetable, bookings and attendance for yoga, Pilates, boxing and other classes.
• Reports: monthly income, profit, attendance and how well you keep members.

Everything uses Myanmar time (Asia/Yangon) and Kyat (MMK). The whole app works seamlessly in English and Myanmar.

Logging in

1. Open the gym app in your browser (your owner will give you the address).
2. Enter your Email and Password, then tap Log In. Tick Remember Me on your own device so you stay logged in.

If your account has been switched off, you will see a message asking you to contact an admin.

Switching language (English ↔ မြန်မာ)

Tap the language button on the login page, in the sidebar on a computer, or in the More menu on a phone. Each device remembers its own language. The front-desk tablet can stay in Myanmar while the owner's phone stays in English.

Getting around

• On a computer: the menu is on the left. Tap the arrows at the top to shrink it to icons only.
• On a phone: the main buttons (Dashboard, Members, Kiosk, Shop) are at the bottom of the screen. Everything else is under More.
• Badges & dots: tell you when something needs attention (e.g. members to call, or an unclosed day).

The Dashboard is the home screen. It shows how today is going at a glance.

• Add Member: register a new member in one tap.
• Record Payment: search member or tap expiring/expired members underneath for 1-tap renewal.
• Birthdays This Week: appears only when a member has a birthday in the next 7 days — great reason to send a greeting!

Members can check in once per day. Use whichever way is quickest at the front desk:

• Search: type at least 2 letters of the member's name or phone number, then tap Check In.
• Scan QR: tap Scan QR and point camera at the member card (printed or on phone).
• RFID Card / Key Fob: tap card on the USB card reader.
• Today's Active Members (1-Tap): open list of everyone with valid membership and tap Check In.

When a member is not allowed in

The button shows Check in…. Tap it to see why (Expired, Paused/Hold, Not started yet, No payment, or Yoga-only plan). If paying right now, staff can tap Check In Anyway.

Fixing a mistake (Admin): Admins can tap the red bin icon next to any check-in on the Dashboard or member profile to remove it.

The Kiosk turns a tablet at the entrance into a self-service check-in screen. Open it via Kiosk in the menu or Open Kiosk on the Dashboard.

How members check in

• The last 4 digits of their phone number (their Kiosk PIN). Very easy for older members!
• Their member code (e.g. GYM-000012) or full phone number.
• Scan QR with their member card, or tap their RFID card.

If two members share the same last 4 digits, the screen asks them to pick their name.

Adding a new member

Go to Members → Add Member. Fill in photo (camera snapshot or upload), Name, Phone, optional RFID fob, Gender, Date of Birth, First Payment (or skip for later), Where they heard about us, and Guardian details if under 18.

Sending the member card

Every member gets a digital QR card. Tap Send to Viber to copy the card, open Viber and paste directly to the member, or tap Save Image for Telegram/Messenger.

Leaving reasons & Archive: When someone leaves, set Inactive and choose a reason (too expensive, no time, moved away, injury, another gym) to feed retention analytics. Admins can Archive (Delete) with name confirmation; history is preserved for financial reports.

Recording a payment or renewal

1. Open member and tap Renew or Payment (or Record Payment on Dashboard).
2. Choose the Plan (price and length fill in automatically).
3. Start Date: Defaults to today. If the member still has active days left, the new plan starts after their current plan ends so they never lose a day!
4. Discount (optional): Enter MMK amount or percentage.
5. Method: Cash, KPay or Wave. For KPay and Wave, attach a transfer screenshot.
6. Tap Save Payment.

Follow-ups is the front desk's daily call list to stop members drifting away. Filter by Expiring Soon (next 7 days) or Recently Expired (last 30 days).

1. Tap phone number to copy and call, tap Viber to open a direct chat, or tap Copy reminder to copy a ready-made template.
2. Tap Record Result and choose what they said: No answer, Thinking about it, Will renew, or Not coming back. Add an optional note.
3. If No answer or Thinking about it, the member disappears until tomorrow so nobody gets called twice in one day!

Quick Sell & Products

Tap products to add to cart, choose optional member (or walk-in customer), select Cash/KPay/Wave and tap Charge.

• Track stock: Untick this for items that never run out, such as a Day Pass.
• Rentals tab: Lend out boxing gloves or headgear. Tap Rent Out (recorded as a shop sale) and mark Returned when brought back.

Record money spent on rent, electricity, water, salaries, repairs, cleaning, internet, etc.

1. Open Expenses → Add Expense.
2. Choose Category, enter Amount (MMK), Date, and Note.
3. Paid Via: Choose Cash Drawer (if taken from front-desk cash), KPay/Wave, Bank Transfer, or Owner Equity.

Drawer Balance = Opening Cash + Cash Memberships + Cash Shop Sales + Cash PT/Class Packs − Cash Drawer Expenses

KPay and Wave go straight to the owner's wallet and are never counted in the drawer.

Closing Steps

1. Count cash (use Count by notes to type quantity of each banknote).
2. Verify Opening Cash. Enter Leave in Drawer (change for tomorrow); the rest shows as Handed to owner.
3. Tap Close Day. Optional: tap Print Daily Summary for signed paper audit.

Blind count: Staff only see if the drawer is Balanced, Short or Over after submitting. Only an Admin can Reopen Day.

Selling & Using Sessions

Sell packs via member profile → Personal Training → Sell Pack. To record a workout, tap Use Session on Active Packs or the member profile, verify trainer and date, and save. The app warns when it's the member's last session.

Trainer Pay & Payroll

Pick a month under Trainer Pay to see sessions, classes, and earnings calculated at the rate active on the day of each session. Admins can Mark as Paid and download Export Payroll (CSV).

⚠️ Do not record trainer pay as an expense in the Expenses module! It is automatically subtracted from net profit in Reports.

Keep members motivated and renewing by showing tangible progress under Body Composition & Progress:

• Log Assessment: Weight, height, body fat %, muscle mass, visceral fat, BMR, water %; tape measurements (waist, chest, hips, arm, thigh). Auto-calculates BMI and trend charts.
• Fitness Goal: Set Weight Loss, Muscle Gain, or Fitness goals with target dates. Progress bar tracks closeness; celebrate with Mark as Achieved!
• Progress Photos: Upload Front, Side, and Back photos securely. Tap Compare Before & After.
• Share & Print: Tap Share Progress Card to send via Viber, or Print Report for a signable one-page assessment.

Disciplines & Timetable

Plans and packs belong to a discipline (Gym, Yoga, Pilates, Boxing). Add class types, capacity, reformer equipment numbers, and rooms. Weekly timetable slots open 14 days ahead.

Bookings, Waitlists & Arrivals

Book members from This Week or the member profile. If full, add to Waitlist; when someone cancels, the place is automatically offered to the first waitlisted member. Checking in at the desk or kiosk marks them as Arrived.

Late Cancel & No-Show: Cancelling within the cancellation window (e.g. 12 hours) or failing to arrive uses the pack credit.

• Health Form: Records injuries, heart conditions, pregnancy. Key alerts display directly on class rosters so instructors stay informed.
• Waivers: Track signed General, Contact/Sparring, and Guardian Consent waivers. Under-18 members require guardian consent before joining contact classes.
• Boxing: Assign Boxing Grades (Beginner → Intermediate → Sparring Cleared → Fighter) and record fight histories with opponent, weight class, and win-loss-draw record.

• Branding & Profile: Gym Name, Phone, Address, square Logo (up to 2MB), and Brand Color presets.
• Operations & Rules: Tick what you run (Gym, Yoga, Pilates, Boxing). Ready-made starter sets help you launch new disciplines instantly.
• Check-in Grace Days (0–14): Allow members to check in for a few days after expiry while being prompted to renew.
• Membership Plans: Add durations (1, 3, 6, 12 months), prices, optional Free Months (e.g. pay 12 get 1 free). Archive old plans so past financial audits remain intact.

Net Profit = Memberships + Shop + PT/Class Packs − Shop Stock Cost − Expenses − Trainer Pay

• Overview: Net profit, check-in counts, active base, and 12-month trend.
• Sales & Finance: Revenue by plan, discipline, new vs renewal, payment methods, discounts, and staff collection breakdown.
• Members & Retention: Renewal rate, reasons for leaving, and Paid Not Seen members.
• Attendance: Peak hours heatmap and visit frequency distribution.
• CSV Downloads: Encoded in UTF-8 with BOM for perfect Myanmar script rendering in Excel and Google Sheets.

Receive an automated evening summary right on your phone! Setup under Gym Settings → Automations & Backups:

1. Open Telegram @BotFather, send /newbot, copy the Bot Token into the field.
2. Start the bot in Telegram (or add to a staff group), click Find Chat.
3. Set Send At time (default 9 PM), choose language, tap Save and Send Test.

Nightly 3 AM Backups: Tick Also send each nightly backup here and set a 12+ character password. An encrypted copy of your entire database is sent to your chat every night!

• Users: Create logins for each staff member. If someone leaves, Deactivate them to immediately lock them out while keeping their past sales and check-in audit records intact.
• Audit Log: Records who, what, when, and which device/IP. Tracks payments recorded/edited/deleted, check-ins undone, days closed/reopened, and configuration updates.

• Stock: Use Move stock to transfer items between branches without money changing hands.
• Branch Access: Plans can allow This branch only or Every branch. Roaming members scan QR or enter full phone at visiting branches.
• Branch Comparison: In Reports, choose All branches to compare branches side by side.