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عالعربية

User manual

Gym & Club Membership

Members get a WhatsApp alert a week before their membership ends, walk in with a QR card, can't enter once it has expired, and what is owed sits in one report.

Memberships that never lapse silently: a renewal alert on WhatsApp, entry refused for expired members, and a report on who has stopped coming. Start a free trial.

18 tasks

What the system does

  • Members
  • Plans
  • Memberships
  • Front desk
  • Classes
  • WhatsApp renewal reminder
  • Reports
  • Import members from Excel

Tasks

How do I register a new member in the fitness club?

  1. Navigate to Gym members.
  2. Click the Add new member button.
  3. Enter personal details (name, national ID/Iqama, mobile number, date of birth, gender), emergency medical contact info, and blood type.
  4. Upload member photo, assign smart card or barcode number, then click Save member.
Screen
Club & Memberships › Members · Create
Permission needed
Club — Members / Add

How do I review a member's fitness profile and past subscriptions?

  1. In the Gym members table, find the member and click Show.
  2. The comprehensive member profile opens, displaying: current membership status, attendance log, body assessment measurements, and subscription history.
Screen
Club & Memberships › Members · View
Permission needed
Club — Members / View

How do I edit member information or update their mobile number?

  1. In the Gym members list, locate the member and click Edit.
  2. Modify personal details, residential address, or emergency contact information, then click Save changes.
Screen
Club & Memberships › Members · Edit
Permission needed
Club — Members / Edit

How do I create a new gym subscription plan?

  1. Navigate to Subscription plans & packages.
  2. Click the Add subscription plan button to open the setup form.
  3. Enter plan name (e.g., Monthly Pass, 3-Month Regular, Annual VIP), validity duration in days, price, included facilities (weights gym, pool, sauna, fitness classes), and maximum allowed freeze days.
  4. Click Save.
Screen
Club & Memberships › Plans
Permission needed
Club — Plans / Add

How do I enroll a member into a new subscription plan?

  1. Go to Club memberships & subscriptions.
  2. Click the Register new subscription button to open the subscription modal.
  3. Select member, training plan, subscription start date (the system automatically calculates expiry date), and assigned personal trainer if applicable.
  4. Click Save & activate.
Screen
Club & Memberships › Subscriptions
Permission needed
Club — Subscriptions / Add

How do I collect subscription fees from a member and log payment?

  1. In Club memberships & subscriptions, locate the unpaid subscription.
  2. Click the Pay subscription action.
  3. Select payment method (Mada debit, credit card, cash, bank transfer) and payment amount to activate access immediately and generate a receipt voucher.
Screen
Club & Memberships › Subscriptions
Permission needed
Club — Subscriptions / Collect payments

How do I temporarily freeze a member subscription due to travel or medical leave?

  1. In Club memberships & subscriptions, locate the active member subscription.
  2. Click the actions button and select Freeze subscription.
  3. Select freeze start and resume dates; the system halts access credentials and extends membership end date automatically by the freeze duration.
Screen
Club & Memberships › Subscriptions
Permission needed
Club — Subscriptions / Freeze subscription

How do I override the maximum freeze allowance for a member in special cases?

  • Granting a freeze extension beyond the policy limit configured in the member's plan (e.g., due to medical reports or special circumstances) requires the exceptional freeze override permission reserved for club management.
Screen
Club & Memberships › Subscriptions
Permission needed
Club — Subscriptions / Freeze beyond the plan limit

How do I cancel a membership and refund remaining dues per club policy?

  1. In the Club memberships & subscriptions table, select the subscription.
  2. Click the actions button and choose Cancel subscription.
  3. Enter cancellation reason and confirm to deactivate gate access credentials immediately.
Screen
Club & Memberships › Subscriptions
Permission needed
Club — Subscriptions / Cancel subscription

How do I process member check-ins at the club electronic turnstiles?

  1. Open the Member reception & check-in page.
  2. Scan the member's smart card, barcode from mobile app, or search by mobile number.
  3. The system displays membership status with a green clearance screen (Active), or flags a red rejection if expired, frozen, or having overdue balances, logging attendance automatically.
Screen
Club & Memberships › Check-in desk
Permission needed
Club — Check-ins / Add

How do I grant access to a member exceptionally despite suspended membership?

  1. On the Member reception & check-in page when a denial alert is displayed.
  2. Click the Override check-in exceptionally button.
  3. Record the reason for granting exceptional entry (e.g., forgotten card, promised payment tomorrow) and click Confirm check-in.
Screen
Club & Memberships › Check-in desk
Permission needed
Club — Check-ins / Allow entry as an exception

How do I view daily club attendance and check-in logs?

  1. Navigate to Check-in log.
  2. Review real-time attendance logs to monitor peak visiting hours and the number of active trainees currently on the gym floor.
Screen
Club & Memberships › Check-in Log
Permission needed
Club — Check-ins / View

How do I define a new fitness class or group training activity?

  1. Access Group classes & activities.
  2. Click the Add new class button to open the class setup form.
  3. Enter class name (e.g., CrossFit, Spinning, Yoga, Boxing), assigned coach, studio capacity, and designated studio room.
  4. Click Save.
Screen
Club & Memberships › Class Schedule
Permission needed
Club — Class schedule / Add

How do I view and manage the weekly class timetable?

  1. Open the Class schedule page.
  2. Review fitness classes distributed across days of the week and hours of the day.
  3. You can add a new class in an open slot or update schedule times and coaches easily.
Screen
Club & Memberships › Class bookings
Permission needed
Club — Class schedule / View

How do I reserve a spot for a member in a group fitness class?

  1. On the Class schedule page or classes list.
  2. Click on the desired class and choose Book a spot.
  3. Select the member; the system verifies that their subscription includes group classes and available spots exist, then confirms the reservation.
Screen
Club & Memberships › Class bookings
Permission needed
Club — Class bookings / Add

How do I review subscription payments and receipt vouchers?

  1. Navigate to Club vouchers & payments.
  2. Review all electronic and cash payments and receipt vouchers issued for memberships and personal training packages.
Screen
Club & Memberships › Payments
Permission needed
Club — Payments / View

How do I generate club performance reports and membership renewal rates?

  1. Open the Gym reports page.
  2. Select desired report (Membership Renewal Rate report, Attendance & Peak Hours report, Subscription & Personal Training Revenue report).
  3. Click View report or Export to Excel/PDF.
Screen
Club & Memberships › Club reports
Permission needed
Club — Reports / View

How do I configure club policies, operating hours, and turnstile gate integrations?

  1. Navigate to the Club settings page.
  2. Configure gender shift hours (men / women slots), turnstile hardware integrations, freeze terms, and class booking policies.
  3. Click Save settings.
Screen
Club & Memberships › Club settings
Permission needed
Club — Settings / Edit

Part of ready-made solutions

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