DESIGN IMPLEMENTATION OF ENHANCED FUNCTIONALITY IN GYM

MANAGEMENT SYSTEM

CASE / CLIENT: JUJA FITNESS GYM CENTRE

NAME: SALIM MOHAMED SALIM

IT System project proposal submitted to the Department of Business Administration for the
award of Bachelors Degree of Business Information Technology of Jomo Kenyatta University of
Agriculture and Technology

YEAR: 2024
DECLARATION

I hereby declare that this project is my original work. I have not copied from any other student’s
work or any other sources except where due to reference or acknowledgement is not made
explicitly in the text, nor has any part had been written for me by another person.

REGISTRATION NUMBER: HDB212-0205/2021

NAME: SALIM MOHAMED SALIM

LIST OF ABBREVIATIONS

LIST OF TABLES AND FIGURES

ABSTRACT
In these modern days people have become so much concerned about their health and diet; it is
but obviously that they seek out for gym. The system is developed for Juja Fitness Gym situated
at Juja. Gym is equipped with all the modern machineries and other supportive items to provide a
better service to its customers. So the numbers of members are tent to increase day by day and
Gym Management has decided to go for an IT solution in order to handle the increased volumes.
Development was carried out after identifying the user requirements by using different data
gathering technics to ensure clarity of the requirements. Based on the requirements software was
designed and developed in iterative and incremental development method.
Software is developed with the aim of replacing the current manual system which was using at
the Gym. The system supposed to provide easy access of the resources of the gym to its members
while empowering the management process of the gym.
Following major functionalities such as member management, attendance management, charges
management, maintenance management and reports generation were identified .Access control
was achieved with the user name and password. User access levels were also implemented to
control the accessibility of the system.
The system has the capability of suggesting the best workout schedules that suit to the members
while keeping the harm full workouts away depending on the members’ physical condition. The
system also capable of notifying the delayed payments and pending services of exercise
machines. High level of customization is embedded in to the system where administrator can
control the access and appearance of the system. System is developed as a web based
application, so the accessibility is high around the world.
System will be developed with PHP, apache, MySQL. Xamp framework was used for the
development. Adobe Dream viewer CS 6 was used as the editing tool throughout.
Final product is tested thoroughly and delivered to the end user on agreed date
Gym Management System for is an online management system that will be used by the gym
members, visitors and the management staff of Juja Fitness Gym. This system will help the
management staff to administer the gym member’s record via online to replace the traditional
method that the gym used.
Previously, Juja Fitness Gym keep their member’s record by only using the file paper-based
system. The usage of the traditional method is not efficient because the method consumes time
whenever an update or searching of gym’s member’s record is performed. Therefore, this system
is proposed to solve the stated problem. Besides, this system is also proposed to enable the gym
members or non-members to perform either registration, reservation or purchases activity on any
of the gym’s services without have to come to the counter. The development of the proposed
system has been planned thoroughly by referring to the project’s main objectives. The
methodology that will apply during the development of the project is the Agile Methodology.
 TABLE OF CONTENTS
DECLARATION……………………………………………………………………...
LIST OF ABBREVIATIONS………………………………………………………....
LIST OF FIGURES ……………………………………………………………………
LIST OF TABLES…………………………………………………………………….
ABSTRACT………………………………………………………………………….
TABLE OF CONTENTS…………………………………………………………….
CHAPTER ONE: INTRODUCTION……………………………………………….
1.1 Background information…………………………………………………..
1.2 Problem statement………………………………………………………..
1.2.1 Proposal solution………………………………………………
1.3 System Objectives……………………………………………………………
1.3.1 General Objectives……………………………………………..
1.3.2 Specific Objectives………………………………………………
1.4 System Functionalities……………………………………………………….
1.5 System Justification…………………………………………………………
1.6 Scope of the system………………………………………………………
CHAPTER TWO: LITERATURE REVIEW…………………………………………..
2.1 Introduction………………………………………………………………
2.2 Imperical Review………………………………………………………….
2.2.1 Existing Systems Architectures……………………………………
2.2.2 Proposed Systems Architectures…………………………………….
2.3 System Development Tools……………………………………………………
CHAPTER THREE: SYSTEM DEVELOPMENT METHODOLOGY……………
3.1 Introduction…………………………………………………………………….
3.2 System Development model……………………………………………………..
3.3 Fact finding techniques…………………………………………………………
3.4 Feasibility Study…………………………………………………………………
APPENDIX 1: REFERENCES……………………………………………………………..
APPENDIX 2: WORKSCHEDULE……………………………………………………….
APPENDIX 3: BUDGET……………………………………………………………………
 CHAPTER ONE
INTRODUCTION
This project is designed to facilitate a gym and fitness center to automate its operations of
keeping records and store them in form of a large and user friendly database further facilitating
easy access to the personnel.
The project proposal was submitted as per the instructions and guidance of the Supervisor. Client
was selected solely based on the type of the business to match with the desired software
application.
Physical fitness is very necessary for a healthy and tension free life. Physical fitness includes
diet, exercise and sleep. These three basic things have their own importance in each individual's
life and everyone should be sensible with regard to these for a healthy life. Therefore the
tendency of going to a gym has been increased and following facts can be identified as the
reasons.
Most of the foods that consume today are having High rate of calories, fat, sugar and
carbohydrates. Though high rate of calories are consumed, life style of the modern world has a
very low rate of burning of calories. Ultimately people tend to go to a gym to do their exercise
and burn the calories.
Fitness Gym is one of the many gyms located all around Juja. The fitness center was established
in 2015 and it has reached almost 500 registered members over the years. The gym manages to
receive a few new members every month due to the strategic location. Fitness Gym provides
exercise equipment for the gym members and gym visitors to practise fitness and exercise
routine.
Other than that, the fitness center also provides the personal trainer services for members that
want to train personally to certified personal trainers. The services will include either training,
fitness, nutrition, health advice and consultation. Lastly, the fitness center also involve in selling
and providing stocks of various health-related supplement. Despite all the services being
provided at Fitness Gym which is modern and updated, the system that is being used by the firm
is still in traditional way. As of either registration for membership, booking of personal trainers
and purchase of health supplement, visitors must go there by themselves and the process will be
done in manual way. In order to resolve the issue, a web-based system is proposed to be
developed to ease the gym management in handling all the services provided.
In this proposed system also provide the total information about machinery and data of coaches
is also stored in it. Services provided by Gym are also handled by this system.
Gym Management also includes a booking system, point of sale, banking, accounting,
concessions and has a range of reports that help in the management of your club.
This system structure is very simple to understand because of Data Flow Diagram provided by
us. Context level Diagram and Some chart are also available in this case study.
1.1 Background information

Introduction
The fitness industry has experienced significant growth and evolution in recent years, driven by
increasing health awareness, changing lifestyles, and the desire for physical well-being. Gyms
and fitness centers play a crucial role in promoting healthy lifestyles by providing individuals
with access to exercise equipment, fitness classes, personal training, and wellness programs.
However, managing a gym efficiently and effectively presents numerous challenges, including
membership management, scheduling, equipment maintenance, staff management, and financial
operations. To address these challenges, gym owners and managers rely on gym management
systems, which are comprehensive software solutions designed to streamline and automate
various aspects of gym operations.

Evolution of Gym Management Systems

The concept of gym management systems has evolved alongside advancements in technology
and the growing complexity of managing fitness facilities. In the past, gym management was
primarily conducted manually, with paper-based systems used for member registration, class
scheduling, and financial record-keeping. However, as the fitness industry grew and gyms
expanded their offerings, the limitations of manual processes became evident. There was a need
for more efficient and scalable solutions to manage the increasing complexity of gym operations.

The emergence of computer technology in the late 20th century paved the way for the
development of the first gym management software solutions. These early systems were
rudimentary compared to modern gym management systems but provided basic functionalities
such as member tracking, attendance monitoring, and billing. Over time, advancements in
software development, database management, and cloud computing have led to the development
of more sophisticated gym management systems capable of managing all aspects of gym
operations in real-time.

Challenges in Gym Management

The fitness industry is dynamic and highly competitive, with gyms vying for market share and
striving to attract and retain members. Gym owners and managers face several challenges in
running their facilities efficiently and profitably:
  Membership Management: Managing membership databases, tracking member
attendance, and handling membership renewals and cancellations can be time-consuming
and prone to errors.
 Scheduling and Class Management: Coordinating class schedules, assigning
instructors, and managing class registrations require careful planning and organization to
avoid conflicts and ensure optimal use of resources.
 Equipment Maintenance: Proper maintenance of exercise equipment is essential to
ensure the safety and satisfaction of gym members. Tracking equipment usage,
scheduling maintenance tasks, and addressing equipment malfunctions promptly are
critical aspects of gym management.
 Staff Management: Hiring, training, and scheduling staff members, including
instructors, trainers, and front desk personnel, require efficient management to ensure
smooth operations and high-quality customer service.
 Financial Operations: Managing finances, including billing, invoicing, payment
processing, and financial reporting, is essential for the financial health and sustainability
of a gym business.

Need for Efficient Management

Efficient management of gym operations is essential to meet the needs and expectations of
members, optimize resource utilization, and achieve business objectives. Manual and outdated
management processes can lead to inefficiencies, errors, and missed opportunities for growth.
Gym owners and managers recognize the importance of adopting modern management practices
and leveraging technology to streamline operations, improve service quality, and enhance
member satisfaction.

Role of Gym Management Systems

Gym management systems play a crucial role in addressing the challenges faced by gym owners
and managers by providing comprehensive solutions for managing all aspects of gym operations.
These software solutions offer a wide range of functionalities designed to streamline
administrative tasks, improve communication, and enhance the overall member experience.

Key features of gym management systems include:

 Membership Management: Gym management systems enable efficient management of
membership databases, including member profiles, contact information, membership
status, and billing details. Automated membership renewal reminders, online registration,
 and self-service portals enhance member convenience and reduce administrative
workload.
 Scheduling and Class Management: Gym management systems facilitate easy
scheduling of classes, group fitness sessions, and personal training sessions. Integrated
calendar systems, class registration portals, and automated reminders help ensure smooth
coordination of class schedules and maximize class attendance.
 Equipment Tracking and Maintenance: Gym management systems include features
for tracking equipment inventory, monitoring equipment usage, and scheduling
maintenance tasks. Automated maintenance reminders, equipment check-in/check-out
systems, and real-time equipment status updates help minimize downtime and extend the
lifespan of gym equipment.
 Staff Management: Gym management systems streamline staff management processes,
including employee scheduling, time tracking, payroll processing, and performance
evaluation. Staff communication tools, task assignment features, and training
management modules facilitate efficient staff management and collaboration.
 Financial Operations: Gym management systems provide robust financial management
functionalities, including billing automation, invoicing, payment processing, and
financial reporting. Integrated payment gateways, recurring billing options, and
customizable invoicing templates help simplify financial transactions and ensure accurate
financial records.

Conclusion
In conclusion, gym management systems play a vital role in optimizing the management of
fitness facilities by providing comprehensive solutions for membership management, scheduling,
equipment maintenance, staff management, and financial operations. These software solutions
help gym owners and managers overcome the challenges associated with running a gym
efficiently and effectively in today's competitive fitness industry. By leveraging the capabilities
of gym management systems, gym owners can enhance the member experience, improve
operational efficiency, and achieve their business goals.
1.2 Problem Statement
Presently, Fitness Gym Centres in Juja are still using the manual method in their gym’s
management. The registration of new members is done by filling out registration form paper.
The management staff also keep their members’ record by using papers and files, despite the
increasing number of the gym’s member. The execution of the traditional method is not efficient
because it will lead to difficulty for the staff in order to keep track of their members’ record. It
will also complicate the staff during membership renewal process as they must search for the
files of respective members to make updates. The same procedures also occur for the personal
trainers’ services where the process of booking a personal trainer must be done manually at the
counter as online booking system is not provided by the management staff. Overall, the manual
management system that is being used by the gym is currently not efficient as it did not ease to
gym management into a seamless operation. Due to the ineffective operations, a lot more
procedures are taken in order to perform any process while it can be resolve easily using
appropriate and better system.

Breakdown of the above

 Membership Management Complexity: Gym administrators struggle with managing a
growing database of members, tracking membership plans, renewals, cancellations, and
ensuring accurate billing.
 Inefficient Scheduling and Class Management: Coordinating class schedules,
managing instructor assignments, and handling class registrations manually leads to
scheduling conflicts, underutilization of resources, and member dissatisfaction.
 Equipment Maintenance and Tracking: Gym equipment maintenance is often
reactive rather than proactive, leading to frequent breakdowns, downtime, and safety
concerns. Tracking equipment usage and maintenance schedules manually is time-
consuming and prone to errors.
 Staff Management Challenges: Hiring, training, and scheduling staff members,
including instructors, trainers, and front desk personnel, are complex tasks that require
efficient management to ensure smooth operations and high-quality customer service.
 Financial Operations Inefficiencies: Managing finances, including billing, invoicing,
payment processing, and financial reporting, is essential for the financial health and
sustainability of a gym business. Manual and outdated financial processes result in
errors, delays, and missed revenue opportunities.
 Lack of Data Visibility and Analysis: Many gyms lack real-time visibility into key
performance metrics, such as membership trends, class attendance, revenue streams, and
member satisfaction levels. Without actionable insights derived from data analysis,
decision-making becomes reactive rather than strategic.
1.2.1 Propose solution
There is an urgent need for a comprehensive gym management system that addresses the
challenges faced by gyms in managing their operations effectively.

Such a system should provide:

 Membership Management: Streamlined membership registration, renewal, and
cancellation processes, along with automated billing and membership tracking
functionalities.
 Scheduling and Class Management: A user-friendly interface for scheduling classes,
managing instructor assignments, and handling class registrations efficiently, with
automated reminders and notifications.
 Equipment Maintenance and Tracking: Tools for tracking equipment usage,
scheduling maintenance tasks, and monitoring equipment status in real-time to prevent
breakdowns and ensure member safety.
 Staff Management: Features for staff scheduling, training, and performance
management, along with communication tools to facilitate collaboration and ensure
excellent customer service.
 Financial Operations Automation: Automated billing, invoicing, and payment
processing functionalities, along with robust financial reporting capabilities to track
revenue streams and expenses effectively.
 Data Analytics and Reporting: Advanced analytics and reporting tools to derive
actionable insights from gym data, including membership trends, class attendance, and
revenue performance, enabling data-driven decision-making and strategic planning.
1.3 System Objectives
Efficient Membership Management: The system aims to streamline membership registration,
renewal, and cancellation processes, ensuring accurate member records and timely billing.
Effective Class and Schedule Management: The system facilitates easy scheduling of fitness
classes, instructor assignments, and member registrations, minimizing scheduling conflicts and
maximizing class attendance.
Optimized Equipment Maintenance: The system tracks equipment usage, schedules maintenance
tasks, and monitors equipment status to prevent breakdowns, minimize downtime, and ensure
member safety.
Efficient Staff Management: The system simplifies staff scheduling, training, and performance
management, ensuring adequate staffing levels and delivering high-quality customer service.
Automated Financial Operations: The system automates billing, invoicing, and payment
processing, reducing errors and delays and providing accurate financial reporting for informed
decision-making.
Data Analysis and Reporting: The system provides advanced analytics and reporting capabilities
to derive actionable insights from gym data, enabling data-driven decision-making and strategic
planning.
Integration with Wearable Devices: The system aims to integrate with wearable fitness devices,
such as smartwatches and fitness trackers, to track member activity, monitor workout
performance, and provide personalized fitness recommendations.

Enhanced Communication Channels: The system aims to enhance communication between gym
staff and members by providing messaging features, push notifications, and in-app chat
functionality for real-time updates, announcements, and feedback.
Promotion and Marketing Tools: The system aims to provide promotion and marketing tools,
such as targeted email campaigns, social media integration, and referral programs, to attract new
members, retain existing members, and increase gym revenue.

1.3.1 General Objectives

Enhanced Member Experience: The system aims to improve the overall member experience by
providing seamless and convenient access to gym facilities, classes, and services.
Operational Efficiency: The system seeks to enhance operational efficiency by automating
manual administrative tasks, minimizing paperwork, and optimizing resource utilization.
Financial Viability: The system aims to improve the financial viability of the gym business by
increasing revenue, reducing expenses, and minimizing revenue leakage through efficient
financial management.
Staff Productivity: The system aims to boost staff productivity by streamlining staff management
processes, providing training resources, and facilitating effective communication and
collaboration.
Data-Driven Decision-Making: The system enables data-driven decision-making by providing
accurate and timely insights into key performance metrics, allowing gym management to make
informed decisions and strategic plans.
Improved Member Retention: The system aims to improve member retention rates by analyzing
member engagement metrics, identifying at-risk members, and implementing personalized
retention strategies, such as loyalty programs and special incentives.

Streamlined Administrative Processes: The system aims to streamline administrative processes,

such as document management, staff training, and performance evaluations, to reduce
administrative overhead and free up staff time for more value-added tasks.
Enhanced Reporting Capabilities: The system aims to enhance reporting capabilities by
providing customizable dashboards, ad-hoc reporting tools, and data visualization features,
allowing gym management to monitor key performance indicators and track progress towards
business goals.

1.3.2 Specific Objectives

Reduce Membership Processing Time: The system aims to reduce the time required for
membership processing, from registration to activation, by implementing efficient workflows
and automated approval processes.
Increase Class Attendance: The system aims to increase class attendance rates by sending
automated reminders to members, allowing them to easily register for classes, and optimizing
class schedules based on member preferences.
Minimize Equipment Downtime: The system aims to minimize equipment downtime by
implementing proactive maintenance schedules, sending automated alerts for maintenance tasks,
and tracking equipment usage to identify maintenance needs.
Improve Staff Scheduling: The system aims to improve staff scheduling accuracy and efficiency
by providing real-time visibility into staff availability, automating shift assignments, and
facilitating staff communication for shift changes.
Enhance Billing Accuracy: The system aims to enhance billing accuracy by automating billing
calculations, applying membership discounts and promotions accurately, and generating detailed
billing statements for members.
Provide Actionable Insights: The system aims to provide actionable insights into gym
performance metrics, such as member retention rates, class popularity, and revenue trends,
enabling gym management to identify areas for improvement and implement targeted strategies
for growth.
Facilitate Online Booking and Payments: The system aims to facilitate online booking and
payment processes for classes, personal training sessions, and other services, offering members
the convenience of booking and paying for services from their mobile devices or computers.
Ensure Regulatory Compliance: The system aims to ensure regulatory compliance with industry
standards, data protection regulations, and safety guidelines by implementing security measures,
data encryption, and audit trails to protect sensitive member information and ensure legal
compliance.
Encourage Member Engagement: The system aims to encourage member engagement by
providing interactive features, such as fitness challenges, goal tracking, and social networking
tools, to foster a sense of community, motivation, and accountability among gym members

1.4 System Functionalities

Membership Management:
Functionality: The system allows for easy member registration, renewal, and cancellation
processes.
Objective Alignment: This functionality supports the objective of efficient membership
management by automating administrative tasks and ensuring accurate member records.

Class and Schedule Management:

Functionality: The system enables gym administrators to create and manage class schedules,
assign instructors, and handle class registrations.
Objective Alignment: This functionality aligns with the objective of effective class and schedule
management by streamlining the scheduling process and minimizing conflicts.

Equipment Maintenance and Tracking:

Functionality: The system tracks equipment usage, schedules maintenance tasks, and monitors
equipment status.
Objective Alignment: This functionality supports the objective of optimized equipment
maintenance by ensuring timely maintenance and minimizing equipment downtime.

Staff Management:
Functionality: The system facilitates staff scheduling, training, and performance management.
Objective Alignment: This functionality aligns with the objective of efficient staff management
by automating scheduling processes and providing tools for training and performance evaluation.

Financial Operations Automation:

Functionality: The system automates billing, invoicing, and payment processing tasks.
Objective Alignment: This functionality supports the objective of automated financial operations
by reducing errors and delays in billing and ensuring accurate financial records.

Data Analysis and Reporting:

Functionality: The system provides advanced analytics and reporting capabilities.
Objective Alignment: This functionality aligns with the objective of data-driven decision-making
by providing insights into gym performance metrics and facilitating strategic planning.

Integration with Wearable Devices:

Functionality: The system integrates with wearable fitness devices to track member activity and
monitor workout performance.
Objective Alignment: This functionality supports the objective of enhancing member
engagement by providing personalized fitness recommendations based on real-time data.

Enhanced Communication Channels:

Functionality: The system includes messaging features, push notifications, and in-app chat
functionality.
Objective Alignment: This functionality aligns with the objective of improved communication
by facilitating real-time updates, announcements, and feedback between gym staff and members.
Promotion and Marketing Tools:
Functionality: The system provides tools for targeted email campaigns, social media integration,
and referral programs.
Objective Alignment: This functionality supports the objective of promoting the gym and
attracting new members by leveraging digital marketing channels and incentives.

Online Booking and Payments:

Functionality: The system allows members to book classes, personal training sessions, and other
services online and make payments securely through integrated payment gateways.
Objective Alignment: This functionality supports the objective of facilitating online booking and
payments, offering members convenience and flexibility in accessing gym services from
anywhere, anytime.
Regulatory Compliance Features:
Functionality: The system incorporates security measures, data encryption, and audit trails to
ensure compliance with industry standards, data protection regulations, and safety guidelines.
Objective Alignment: This functionality supports the objective of ensuring regulatory
compliance by safeguarding sensitive member information, protecting privacy, and maintaining
legal compliance with applicable regulations and standards.

1.5 System Justification

Introduction:
In today's fitness industry, the efficient management of gym operations is critical for delivering
high-quality services, optimizing resource utilization, and ensuring business success. As the
demand for fitness facilities continues to grow, gym owners and managers face numerous
challenges in managing their facilities effectively, including membership management, class
scheduling, equipment maintenance, staff management, financial operations, and regulatory
compliance. To address these challenges and meet the evolving needs of members and
stakeholders, the implementation of a comprehensive gym management system is essential.

System Justification:
Efficiency and Automation: The proposed gym management system aims to streamline
administrative processes, automate routine tasks, and optimize workflow efficiency. By
automating membership management, class scheduling, equipment maintenance, staff
scheduling, and financial operations, the system reduces manual effort, minimizes errors, and
improves overall operational efficiency.

Enhanced Member Experience: The system enhances the member experience by providing
convenient online booking and payment options, personalized class recommendations, and real-
time communication channels. Members can easily access gym services, book classes, track their
progress, and communicate with staff, leading to increased member satisfaction and retention.

Resource Optimization: With features for equipment tracking, maintenance scheduling, and staff
management, the system optimizes resource utilization and maximizes the efficiency of gym
operations. By ensuring that equipment is well-maintained, staff are properly scheduled, and
classes are well-attended, the system minimizes downtime, reduces wastage, and improves cost-
effectiveness.

Data-Driven Decision-Making: The system provides advanced analytics and reporting

capabilities, enabling gym owners and managers to make informed decisions based on real-time
data insights. By analyzing key performance metrics such as membership trends, class
attendance, revenue streams, and staff productivity, decision-makers can identify opportunities
for improvement, implement targeted strategies, and drive business growth.

Compliance and Security: The system incorporates robust security measures, data encryption
protocols, and audit trails to ensure compliance with industry regulations, data protection laws,
and safety standards. By safeguarding sensitive member information, protecting privacy, and
maintaining regulatory compliance, the system enhances trust and confidence among members
and stakeholders.

Scalability and Flexibility: Designed to accommodate the evolving needs of gyms of all sizes,
the system offers scalability and flexibility to adapt to changing business requirements. Whether
it's a small boutique gym or a large fitness chain, the system can be customized and scaled to
meet the specific needs and preferences of each gym, ensuring optimal performance and
adaptability.

Integration and Interoperability: The system integrates seamlessly with existing gym
infrastructure, software applications, and third-party platforms to ensure interoperability and data
consistency. By facilitating data exchange and interoperability between different systems and
platforms, the system enhances connectivity, collaboration, and efficiency across the gym
ecosystem.

Competitive Advantage: Implementing the proposed gym management system provides a

competitive advantage for gym owners and managers by enabling them to differentiate their
offerings, deliver superior services, and stay ahead of the competition. By leveraging technology
to streamline operations, enhance member experiences, and drive business growth, gyms can
attract new members, retain existing ones, and build a loyal customer base.

In conclusion, the proposed gym management system offers numerous benefits and advantages
for gym owners, managers, staff, and members alike. By improving operational efficiency,
enhancing member experiences, ensuring regulatory compliance, and enabling data-driven
decision-making, the system serves as a valuable asset for gyms seeking to thrive in today's
competitive fitness industry.

1.6 Scope of the System

The web-based system is developed to solve the issue of ineffective and inefficient management
for MN Fitness Gym. It is improvement process in terms of management whereas previously the
gym manages the membership registration by paper-based and is transform into a web-based
system. By using the web-based system, all members’ record can be kept digitally and securely.
It will also ease the management staff if there have to do updates as they can look for respected
members’ record easily through the system. The system also will be developed with purpose to
include all services provided by the gym, therefore members of the gym can reserve personal
trainers directly via the management system without have to refer to the management staff like
previously. Any payment transaction such as purchases of health supplement or membership
renewal payment also can be done through the system. Generally, the development of the web-
based system will totally transform the old poor management system into a new system which
will ease the gym management for a better and seamless operation.

Gym information system can be decomposed in to 6 sub-systems in order to achieve its

functionality. (Refer figure 1)
1.7.1 Member registration
Member registration sub system is designed to automate the registration process. System is
designed to capture all the required information of an individual at the time of registering.
Further the system is designed to avoid duplicated entries for same individual by validating the
National identification number of any other identification number.(Ex: postal ID, pass port
number)
1.7.2 Payments

System is designed to record the payments. This records the payment of annual fee, monthly fee
and payments for thread mill. Relevant constraints are applied for the payments process.
Ex: Registration fee will be collected only once (cannot be repeated).
Modification of charges only can be performed by the administrator.
1.7.3 Attendance

This module is designed to capture and record the date and time of each member who comes to
get the service of the gym. System is designed to record the time of arrival and departure of each
member. Date will be stored in a database to retrieve necessary reports.
1.7.4 Exercise management

System is designed to add or modify the exercises that to be used in the gym. The data that do be
fed in the system will be used in exercise schedules. System is supposed to propose the best set
of exercises for each individual with the given data. Most suitable schedule of exercises is
determined by an algorithm by considering each individuals health records and exercises.

1.7.5 Machine management

Machines attached to the gym are recorded. Also system will keep a track record of all the
maintenance records and to be notified when a service is pending.
1.7.6 Reports
Reports used for management and daily operations will be produced.
Ex:
• Pending payments
• Payments
• Machine details
• Machine maintenance report
• Health report
• Tariff
• Current usage of the gym
• Attendance
Ability to filter reports based on certain criteria will also provide under this section. User will be
having the option to print the reports.

1.7.7 Application control

Control over the application will be available under two sub categories.
Menu access control
Access level for each menu item can be controlled by the administrator without accessing the
back end (source codes). Further ability to disable, enable or change the name of a menu item is
enables by the system.
User access control.
User access is controlled by user name and password. Changing the password will be provided
by the system. Further user level of each user can be changed by administrator.
In next few chapters more details are given on the modules of the proposed system, design phase
and the present situation of the system

CHAPTER TWO