Gym Management System
A complete web-based gym management platform for members, memberships, payments, attendance, inventory, tenant gym portals, and Android QR attendance.
Overview
Our Gym Management System is a complete web-based platform designed for gyms, fitness clubs, and multi-branch fitness businesses. It helps gym owners manage members, memberships, payments, attendance, inventory, and daily operations from one centralized system. The system supports both a central admin panel and separate tenant gym portals, making it suitable for managing one gym or multiple gym clients under a single platform.
Who It Is For
Single gyms, multi-branch gyms, fitness clubs, personal training centers, gym SaaS platforms, and businesses that want to manage multiple gym clients from one central admin panel.
Core Modules
Multi-Gym / Tenant Management
The system includes a central admin area for managing multiple gyms. Each gym can have its own gym ID, name, location, domain, and active/inactive status. Tenant-based data separation ensures each gym only sees and manages its own members, payments, inventory, and settings.
Member Management
Gym staff can register new members, update member profiles, search member records, and manage active or inactive member status. Member profiles include name, email, phone, date of birth, address, country, city, and gender. Each member receives a unique member ID used across attendance, memberships, payments, and member cards.
Membership Plans
Admins can create and manage membership plans such as monthly, quarterly, or yearly plans. Each plan includes a name, duration in days, price, active/inactive status, and ordering support.
Membership Assignment
Staff can assign a membership plan to a member. The system automatically calculates the membership start date, end date, and final price based on the selected plan duration. When a new membership is assigned, the previous active membership is expired automatically.
Invoicing and Payment Management
The system automatically creates invoices for admission fees and membership fees. Staff can view unpaid invoices, apply discounts, choose payment methods, add references or notes, and record payments. Payment records include generated payment numbers, invoice links, total amount, discount amount, payment method, and staff user who collected the payment.
Payment Slips and Member Cards
The system can generate printable PDF payment slips and member cards. Member cards include the member name, member ID, phone number, and a QR code for easy identification.
Attendance Management
The attendance module supports a front-desk attendance kiosk where staff can enter a member ID or scan a card to mark attendance. The system validates member status before check-in and prevents duplicate attendance within a short time window. It also shows recent attendance records and supports year-based attendance tables for better long-term data organization.
Android QR Attendance System
Members can log in from the Android app using their registered credentials and scan the live QR code displayed on the gym attendance kiosk. For security, the QR code rotates automatically and includes expiry validation, signature verification, and replay protection. Once scanned successfully, the member attendance is recorded instantly in the gym system, and the kiosk screen updates with the member name, member ID, and check-in time.
Mobile QR Attendance API
Members can authenticate through the API using their email and password. The system supports secure QR-based attendance check-in using rotating QR codes, expiry validation, signature verification, and replay protection. This allows members to scan a kiosk QR code from a mobile app or connected client system to mark attendance securely.
Dashboard
The dashboard displays important gym statistics including active members, annual payment totals, unpaid invoices, and paid invoices. These quick metrics help gym owners monitor business activity at a glance.
Inventory Management
The inventory module helps gyms manage physical assets and products. It includes inventory categories, inventory locations, inventory items, SKU tracking, tracking type, unit of measure, and stock quantity updates. This can be used for gym equipment, supplements, merchandise, accessories, or other stock items.
Inventory Categories
Central admins can create shared inventory categories that help organize gym assets and stock items.
Inventory Locations
Each tenant gym can create locations for inventory storage, such as front desk, store room, equipment area, or branch-specific stock locations.
Settings
Each gym can configure operational settings such as admission fee. Tenant admins can also select which payment methods are available for their gym.
Roles and Access Control
The system includes role-based access for super admins and tenant admins. Super admins manage central-level data such as gyms and shared categories, while tenant admins manage gym-specific operations.
Authentication and Security
The system includes Laravel authentication, password reset, email verification support, session handling, API authentication through Laravel Sanctum, and tenant domain-based access control.
Key Features
Technical Highlights
Built with Laravel authentication, password reset, email verification support, session handling, Laravel Sanctum API authentication, tenant domain-based access control, PDF generation for payment slips and member cards, QR code attendance validation, and year-based attendance table organization.
Business Benefits
Plan Information
What Is Included
Software access, tenant gym management, member management, membership plans and assignment, invoicing, payment tracking, payment slips, member cards, attendance kiosk, Android QR attendance support, inventory management, dashboard, settings, role-based access, basic onboarding, and standard support according to the selected plan.
What Is Not Included
Custom development, advanced third-party integrations, Android app publishing charges, SMS or WhatsApp charges, payment gateway charges, hosting/domain charges, data entry, hardware, QR scanners, kiosk devices, legal compliance work, and ownership transfer unless specifically agreed in writing.
Subscription / Rental Terms
DigiHS provides this software on a rental/subscription basis unless otherwise agreed in writing. The client receives access to use the system during the active subscription period. Client gym data remains the property of the client.
Support Note
Support is available for active clients according to the selected support plan. Support may include troubleshooting, guidance, bug fixes, and maintenance for standard product functionality.
Request a guided demo with DigiHS
Discuss your gym branches, membership plans, payment workflow, attendance kiosk, Android QR attendance, inventory needs, and tenant setup with our team.