Gym and Fitness Membership Tracking

The flows below were run in the app’s demo mode with sample data. The screens were taken on 20 October 2026 from a local demo installation; the live demo is on version 1.1.0 today; the versions up to 1.0.6 only fixed the trainer sign-in, the times of the sample entries, one text on the member page, the sample expenses, the version number in notifications, English texts left in the Turkish panel and a repeated package name in the WhatsApp membership message; the screens look the same in these versions (the income-report screen was taken from the 1.0.3 live demo); in 1.0.7 the member import also reads an Excel (.xlsx) file, and in 1.0.8 some links and forms a role may not use are no longer shown; in 1.0.9 the “Today’s revenue” on a trainer’s calendar counts only the trainer’s own appointments, not the gym’s ticket sales; in 1.0.10 the class schedule and request pages that members and guests see say “salon” instead of “stüdyo” (studio) and a page opened without the right to it says “Bu işlem için yetkiniz yok.” in Turkish; 1.1.0 adds time off over several days and the “Yaklaşan izin ve kapalı saatler” (upcoming time off) list to the private-training calendar (the manager, reception, trainer, member and guest sides were all tried on the live demo). The gym (“Örnek Spor Salonu”), members, phone numbers and amounts are made up; no real name, phone number or e-mail should be entered in the demo.

• Front desk: find by name, phone or member code, or scan the QR code; a green (can enter), amber (can enter but say something) or red (cannot enter) result, always with the reason; today’s entries are listed below
• Record and undo an entry: a visit-count card loses one visit, an unlimited package does not, a second tap on the same day does not deduct a second visit; an entry recorded by mistake is undone with “Yanlış girdim” and the visit is returned
• Manager exception: on a red result the manager writes a reason and presses “Yine de içeri al” (let in anyway), which is kept as a separate record; reception cannot do this. What happens at the desk when an instalment is late is a setting: warn, do not let in, or say nothing
• Member code and readers: a signed member code, a USB barcode reader and camera QR scanning (camera scanning depends on the browser’s support)
• Package definitions and sales: monthly, 3-6-12 month, day pass, visit-count card, student and personal-training packages; the end date is counted from the sale day, the package ending first is used first, and a membership is frozen for a date range with the end date moving along
• Instalment plan and collection: a plan of 1 to 24 parts, payment per part, partial payments and late instalments; the parts always add up to the exact amount to the kuruş
• Member card: balance, total paid, packages, instalments, recent entries, an emergency contact and the link to the member’s own page (send on WhatsApp, copy the link) on one page
• The member’s own page: remaining days or visits, the payment due, the QR code to show at entry, recent visits and a button to call the gym; the page can be added to the phone
• Follow-up lists: memberships ending and cards running low, late instalments, members who stopped coming, those who left in the last 30 days, and busy hours; the day and visit thresholds are changed in Settings, and every row has a ready WhatsApp message
• Importing members from a list: CSV (semicolon, comma, tab; Windows Turkish encoding), an Excel (.xlsx) file (only when the server has the zip extension; otherwise the page says to save as CSV), pasting from Excel or Google Sheets, column recognition from the header, a preview before saving, duplicate and incomplete rows set apart, phone formats matched, and undo; a running membership that is imported has no price, so no income or balance is created
• Member list, reports and public page: a membership column with running, not running and owing filters; collection, expense, packages sold, daily entries and birthday reports; the gym’s public page shows packages, opening hours and the class schedule
• Private-training calendar and time off over several days: a trainer’s leave, training or a break at the same hour every day is closed with one form by choosing a first and a last day; the days are closed in the background and no private-training appointment can be booked in those hours; a day that already holds an appointment is left open and named in the message, and no appointment is cancelled; under the calendar the “Yaklaşan izin ve kapalı saatler” (upcoming time off) list shows consecutive days as one line and “Yanlış girdim, sil” (I made a mistake, delete) removes them all together; a trainer sees and removes only their own. There is no leave-days counter or leave entitlement calculation
• Roles and set-up: manager, reception (no settings or reports) and trainer (no front desk; the logo leads to their own start page instead of a “no permission” screen, and the discount form is not shown on an appointment card); a six-step setup wizard, a “Bu ekran ne işe yarar?” (what is this screen for) box on every screen, and “Boş siteyle yeniden başla” (start with an empty site) and “Örnek veriyi geri yükle” (restore the sample data) in the demo; optional group classes and personal-training appointments, cash, expenses, stock and campaigns come from the core
• Free phone notifications (Web Push): a daily summary for the owner and expiry, remaining-visit and instalment reminders for members exist in the code and pass unit tests; notifications were tried in desktop Chrome and on one Android phone, and have not been tried on an iPhone or in Safari

Installation requirements

• PHP 8.1 or newer (with the pdo_mysql, mbstring and openssl extensions), MariaDB 10.4 or newer or MySQL, and HTTPS are needed; the live demo runs on SQLite. The product was tried locally with PHP 8.3 and MariaDB 11.4; the live demo was run on a single hosting account only (PHP 8.3).

Release notes

• No version has been delivered to a client. The sample-data demo is open to everyone and is shown with the screenshots on this page.
• 1.1.3–1.1.4 (28 October 2026): one-tap manager, reception, trainer and member screens from the product page (demo only; closed on a real installation); no new permission, data or schema change.
• 1.0.0 (20 October 2026): first version; a front desk with a colour result, a visit deducted on a visit-count card, undo and a manager exception, a member code and QR code, the member’s own page, an instalment plan and part-by-part collection, follow-up lists and ready WhatsApp messages, member import from Excel/CSV with undo, a six-step setup wizard, reports, roles, backup and restore.
• 1.0.1 and 1.0.2 (21 October 2026): three bugs found in the live-demo review were fixed: the trainer sign-in, sample entries shown at night hours, and one text on the member page.
• 1.0.3 (21 October 2026): the sample expenses in the demo were corrected; the report screen now shows a positive net.
• 1.0.4 – 1.0.6 (21 October 2026): small fixes: the correct version number in notifications, English texts left in the Turkish panel, and a repeated package name in the WhatsApp membership message.
• 1.0.7 (21 October 2026): member import also reads an Excel (.xlsx) file.
• 1.0.8 (26 October 2026): links, buttons and forms a role may not use are not shown to it (the discount form for a trainer, the “add staff” link for reception); the server still refuses an address typed by hand.
• 1.0.9 (27 October 2026): “Today’s revenue” on a trainer’s calendar counts only the trainer’s own appointments and does not show the gym’s ticket sales.
• 1.0.10 (27 October 2026): the pages members and guests see say “salon” instead of “stüdyo” (studio); the “no permission” message is in Turkish; the stock form starts with the unit “adet”; the messages for stopping and putting a package on hold were corrected.
• 1.1.0 (27 October 2026): time off over several days on the private-training calendar: a first and a last day, “all day” or the same hours every day; days that already hold an appointment are left open and named in the message; the “Yaklaşan izin ve kapalı saatler” (upcoming time off) list shows consecutive days as one line and removes them together; a trainer sees only their own. The demo sample data has a three-day leave of one trainer.
• 1.1.1 – 1.1.2 (28 October 2026): “Takvime ekle” (add to calendar) on the member’s private-training appointment page (1.1.1) and class page (1.1.2): an “Add to Google Calendar” link and “Dosya olarak indir (.ics)” (download the file; a reminder one hour before; no phone number or note is carried and nothing is sent to the gym). On the class page it shows only for a confirmed, upcoming, not cancelled place; not for a request or a waiting-list entry. No new permission, data or schema change.