Gym Module — Complete User Guide

The Gym module turns your POS into a full-featured gym management system. Manage members, sell membership packages, track attendance with biometric terminals, record body measurements, assign diet plans, schedule classes, and freeze/unfreeze memberships — all from one dashboard.

What You'll Learn

• How to configure gym settings and biometric terminal integration
• How to create and manage gym members
• How to set up membership packages and classes
• How to create, edit, and manage subscriptions
• How to freeze and unfreeze memberships
• How to track daily attendance (manual and biometric)
• How to record health measurements and body metrics
• How to assign personalized diet plans
• How to use the gym dashboard for real-time insights
• How to generate and scan member ID cards with QR codes

Part 1: Gym Settings

Before using the Gym module, configure your gym's contact details and (optionally) your biometric attendance terminal.

How to Configure General Settings

1. Go to Gym → Settings from the left sidebar.

2. On the General tab, fill in:

   • Phone — Your gym's contact number
   • Email — Your gym's email address
   • Website — Your gym's website URL
   • Address — Full street address of the gym

3. Click Save.

📸 [Screenshot: General settings tab with phone, email, website, and address fields]

How to Set Up a Biometric Attendance Terminal

If you use a ZKTeco biometric terminal for automated attendance, configure it here:

1. Go to Gym → Settings.
2. Switch to the Attendance Terminal tab.
3. Enter the API Key and API Secret from your terminal device.
4. Click Save.

Once credentials are saved, you will see action buttons:

• Sync Attendance — Imports attendance data from the biometric terminal
• Clear Attendance Data — Clears stored data on the terminal
• Show Enrolled Members — Displays members registered on the terminal
• Download ZKTeco API — Downloads the connector software needed for terminal integration

📸 [Screenshot: Attendance terminal tab with API key fields and action buttons]

💡 Tip: The biometric terminal connects through a local software running on the same computer as the terminal. Make sure the ZKTeco connector software is running before syncing attendance.

Compatible ZKTeco Models

The bundled connector uses the standard ZKTeco TCP/IP push protocol, so most network-enabled ZKTeco terminals are supported. The full list shown in HRM → Attendance → Import Attendance includes:

• Fingerprint / RFID: ZKT K14, K20, K30, K40, K50, K60, K70, K90, F18, F19, F22
• Multi-bio (face + fingerprint): ZKT MB20, MB160, MB360, MB460, MB560
• iClock / SpeedFace / Network terminals: iClock 360, 660, 880, 990, SpeedFace V5L, SpeedFace H5L, UA300, UA760
• ADMS / BioSecurity push (visible-light face): SenseFace 2A, SenseFace 4A, SenseFace 7C, ProFace X, SpeedFace M5, G4

✅ Officially tested: ZKT K50 and ZKT MB460 (TCP/IP) and SenseFace 2A (ADMS push). Other listed models share the same protocol family and work with the bundled connector or ADMS push. Cloud-only or proprietary OEM units are not guaranteed.

Live Push Setup (SenseFace 2A and other ADMS / BioSecurity terminals)

Newer ZKTeco face-recognition terminals push attendance to the application in real time — no Python connector or scheduled sync is needed.

1. In the application, open HRM → Attendance → Import Attendance and click ADMS / SenseFace Devices.
2. Click Add Device, enter the device's Serial Number (Menu → System Info on the terminal), keep Generate push secret checked, and save. Copy the displayed push token.
3. For each employee that punches in on the terminal, set their Attendance UID (on the user form) equal to the User ID / PIN enrolled on the device.
4. On the terminal, open Comm. → Cloud Server / ADMS Setting and configure:
   • Server Mode: ADMS
   • Server Address: your application host (e.g. pos.example.com)
   • Server Port: the port the application listens on (usually 80)
   • HTTPS: OFF (most ZK devices do not support HTTPS push)
   • URL Path: /iclock/cdata?token=<push-token>
5. Save settings and reboot the terminal. Within ~30 seconds, the Last Seen column on the device list will update.
6. Punch in on the device to verify — the record appears instantly under HRM → Attendance.

🔐 The push token is checked on every request. You can rotate it any time from the device list.

Part 2: Managing Gym Members

Members are the core of your gym. Each member is a customer contact with additional gym-specific information.

How to Add a New Member

1. Go to Gym → Members from the left sidebar.

2. Click the Add button at the top right.

3. Fill in the member form:

   • Prefix — Title (Mr., Mrs., Ms., etc.) — optional
   • First Name — Required
   • Middle Name — Optional
   • Last Name — Optional
   • Mobile — Required — the primary contact number
   • Alternate Number — Optional secondary number
   • Landline — Optional
   • Email — Optional
   • Date of Birth — Optional — date picker (cannot be a future date)
   • Gender — Male / Female / Other
   • Address Line 1 — Required
   • Address Line 2 — Optional
   • City, State, Country, Zip Code — Optional
   • Profile Photo — Optional — upload a member photo

4. Choose a save option:

   • Save — Creates the member and returns to the member list
   • Save and Add Health — Creates the member and immediately opens the health tracking form

📸 [Screenshot: The Add Member form showing personal details, contact info, and address fields]

💡 Tip: Use "Save and Add Health" for new members so you can record their initial body measurements right away during onboarding.

How to Edit a Member

1. Go to Gym → Members.
2. Find the member in the list.
3. Click the Actions dropdown and select Edit.
4. Update the fields as needed.
5. Click Update.

Member Actions

From the member list, each member has an Actions dropdown with:

Member Profile

The profile page shows a comprehensive view of a member, including:

• Personal information and photo
• Current subscription and package details
• Attendance history
• Health tracking records
• Diet plan

📸 [Screenshot: Member profile page showing personal info, subscription status, and attendance]

Printing a Member ID Card

1. Go to Gym → Members.
2. Click the Actions dropdown on any member.
3. Select Profile.
4. On the profile page, find and click the Print ID Card option.

The ID card includes:

• Member photo
• Member name and contact ID
• Gym branding
• A QR code for quick scanning

📸 [Screenshot: A printed member ID card with QR code]

Part 3: QR Code Scanner

The Gym module includes a built-in QR code scanner for quick member lookups at the front desk.

How to Use the QR Scanner

1. Navigate to the QR scanner page (accessible from the gym menu).
2. Point your device camera at a member's ID card QR code.
3. The system reads the code and opens the member's details page.

The member details page shows:

• Personal information
• Current package and subscription status
• Recent attendance records
• Latest health measurements
• Upcoming classes
• Current diet plan

💡 Tip: The QR scanner works on mobile devices too — perfect for front-desk tablets at your gym entrance.

Part 4: Membership Packages

Packages define what you sell — the membership type, price, duration, and included classes.

How to Create a Package

1. Go to Gym → Packages from the left sidebar.

2. Click Add to open the package form.

3. Fill in:

   • Name — Package name (e.g., "Monthly Basic", "Annual Premium")
   • Amount — The price of the package
   • Duration — Choose from:
     • Monthly — 1 month from start date
     • Quarterly — 3 months from start date
     • Half-Yearly — 6 months from start date
     • Yearly — 1 year from start date
     • Lifetime — No expiry date
     • Custom — You set the end date manually when creating a subscription
   • Classes — Select which gym classes are included in this package (checkboxes)
   • Notes — Optional description or terms
   • Enable — Check to make the package available for sale
   • Freeze Allowed — Check to allow members on this package to freeze their membership
   • Freeze Max Days — Maximum total days a member can freeze (leave empty for unlimited)

4. Click Save.

📸 [Screenshot: The Add Package form with name, amount, duration, classes, and freeze settings]

How to Edit a Package

1. Go to Gym → Packages.
2. Click the Edit button (pencil icon) on the package row.
3. Update the fields.
4. Click Update.

How to Delete a Package

1. Go to Gym → Packages.
2. Click Delete on the package row.

⚠️ Important: You can only delete a package if it has no subscriptions linked to it. If members have subscribed to this package, the delete button will be hidden.

Part 5: Gym Classes

Classes are scheduled activities (yoga, spinning, CrossFit, etc.) that can be included in packages.

How to Create a Class

1. Go to Gym → Classes from the left sidebar.

2. Click Add to open the class form.

3. Fill in:

   • Name — Class name (e.g., "Morning Yoga", "Evening CrossFit")
   • Description — Optional details about the class
   • Instructor — Name of the instructor
   • Start Time — When the class begins
   • End Time — When the class ends
   • Days of Week — Which days this class runs (multi-select)
   • Capacity — Maximum number of members per session
   • Status — Active or Inactive

4. Click Save.

📸 [Screenshot: The Add Class form with time, days, instructor, and capacity fields]

How to Edit or Delete a Class

• Edit: Click the edit button on the class row, update fields, click Update.
• Delete: Click the delete button on the class row and confirm.

💡 Tip: After creating classes, go to Packages and link them by checking the class checkboxes. Members on that package can then see their included classes.

Part 6: Subscriptions

Subscriptions connect members to packages, creating a financial transaction with payment tracking.

How to Create a Subscription

Method 1: From the Subscriptions Page

1. Go to Gym → Subscriptions from the left sidebar.

2. Click Add at the top right.

3. Fill in the subscription form:

   • Business Location — Select the gym location
   • Customer — Search for a member by name or phone. You can also add a new customer from here.
   • Package — Select the membership package. The price and duration auto-fill based on the package.
   • Start Date — When the membership begins
   • End Date — Auto-calculated from the package duration (read-only for non-custom packages)
   • Is Recurring — Enable for auto-recurring invoices (optional)
   • Discount % — Percentage discount on the package price (optional)
   • Payment Method — Cash, card, cheque, bank transfer, etc.
   • Payment Amount — How much the member is paying now

4. Review the Summary Panel on the right:

   • Package Name and Price
   • Discount amount
   • Total after discount
   • Change return
   • Balance due

5. Choose a save option:

   • Save — Creates the subscription
   • Save and Print — Creates the subscription and prints the invoice

Method 2: From the Member List

1. Go to Gym → Members.
2. Click the Actions dropdown on a member.
3. Select Subscription.
4. The form opens with the member pre-selected and any outstanding dues shown.

📸 [Screenshot: The subscription creation form with customer, package, dates, and payment fields]

How to View a Subscription

1. Go to Gym → Subscriptions.
2. Click the Actions dropdown on a subscription.
3. Select View.

The view modal shows:

• Customer name and reference number
• Package name, start date, end date, and days remaining
• Included classes with their scheduled times
• Payment status and invoice number
• Total amount, amount paid, and balance due

How to Edit a Subscription

1. Go to Gym → Subscriptions.
2. Click the Actions dropdown and select Edit.
3. Update the package, dates, payment, or other fields.
4. Click Update.

How to Add a Payment to a Subscription

1. Go to Gym → Subscriptions.
2. Find a subscription with a Due or Partial payment status.
3. Click the Actions dropdown and select Add Payment.
4. Enter the payment amount and method in the modal.
5. Click Save.

How to Print an Invoice

1. Go to Gym → Subscriptions.
2. Click the Actions dropdown and select Print Invoice.
3. The invoice opens in a new tab ready for printing.

Subscription List Filters

The subscription list can be filtered by:

• Customer — Search for a specific member
• Package — Filter by membership package
• Payment Status — Paid, Due, Partial, or Overdue
• Date Range — Filter by subscription creation date

The footer row shows totals for Total Amount, Total Paid, and Total Due across all displayed subscriptions.

📸 [Screenshot: Subscription list with filters, status badges, and action buttons]

Understanding Subscription Status Badges

Each subscription shows status badges in the Package column:

Part 7: Freezing and Unfreezing Memberships

The freeze feature lets members temporarily pause their membership (e.g., for travel, injury, or vacation). The end date is automatically extended by the freeze period so members don't lose time.

Prerequisites

• The member's package must have Freeze Allowed enabled
• The subscription must be active (not expired, not already frozen)
• If the package has a Freeze Max Days limit, the member must have remaining freeze days

How to Freeze a Membership

1. Go to Gym → Subscriptions.
2. Find the active subscription you want to freeze.
3. Click the Actions dropdown.
4. Click Freeze Membership (snowflake icon).
5. A modal opens showing:
   • Package name
   • Maximum freeze days allowed
   • Total freeze days already used
   • Remaining freeze days available
6. Fill in:
   • Freeze Start Date — When the freeze begins
   • Freeze End Date — When the freeze ends
   • Freeze Reason — Optional reason for the freeze
7. Click Freeze Membership.

📸 [Screenshot: The freeze membership modal with date pickers and package info]

What happens when you freeze:

• The subscription status changes to Frozen
• The subscription end date is extended by the number of freeze days
• The freeze start date, end date, and total freeze days are recorded

Example: A member has a subscription ending on March 31. They freeze for 10 days (March 1–10). Their new end date becomes April 10.

How to Unfreeze a Membership

1. Go to Gym → Subscriptions.
2. Find the frozen subscription (shown with a blue Frozen badge).
3. Click the Actions dropdown.
4. Click Unfreeze Membership (play icon).
5. Confirm the action in the popup.

What happens when you unfreeze early:

• If the original freeze end date hasn't arrived yet, unused days are reclaimed
• The subscription end date is shrunk back by the unused days
• The total freeze days counter is reduced by the unused days
• The subscription status returns to Active

Example: A member froze for 10 days (March 1–10) but unfreezes on March 6. Only 5 days were used, so 5 days are reclaimed and the end date is adjusted back by 5 days.

💡 Tip: The freeze feature requires the gym.manage_freeze permission. Make sure your staff roles have this permission if they need to manage freezes.

Part 8: Attendance Tracking

Track when members arrive and leave the gym — manually or with biometric terminals.

Manual Attendance (Daily View)

1. Go to Gym → Attendance from the left sidebar.
2. You'll see a list of all members with today's date.
3. For each member:
   • Click the In Time button to record their check-in time
   • Click the Out Time button to record their check-out time
4. A modal opens with a time picker. Select the time and click Save.

📸 [Screenshot: Daily attendance view with In Time and Out Time buttons for each member]

💡 Tip: If a member's time is already recorded, the button shows the recorded time. Click it again to edit.

Biometric Attendance (Automatic)

If you have a ZKTeco biometric terminal configured:

1. Go to Gym → Settings → Attendance Terminal tab.
2. Click Sync Attendance.
3. The system contacts your biometric terminal, downloads all attendance events, and creates records automatically.

The sync process:

• Check-in events from the terminal create a new attendance record with the arrival time
• Check-out events from the terminal update the record with the departure time
• Duplicate records for the same member on the same day are prevented

Attendance Report

1. Go to Gym → Attendance Report from the left sidebar.
2. Filter by:
   • Member — Select a specific member
   • Date Range — Choose a date range
3. The report shows:
   • Date
   • Member name
   • Contact ID
   • Email and Mobile
   • In-time and Out-time

📸 [Screenshot: Attendance report with date range filter and member details]

Part 9: Health Tracking

Record body measurements and health metrics over time to help members track their fitness progress.

How to Record Health Measurements

1. Go to Gym → Members.

2. Click the Actions dropdown on a member.

3. Select Health.

4. Fill in the measurement form:

   Field	Description
   Date	Date of measurement
   Weight	Body weight in kg
   Height	Height in cm
   BMI	Body Mass Index
   Body Fat %	Body fat percentage
   Visceral Fat	Visceral fat level
   Subcutaneous Fat	Subcutaneous fat level
   Muscle Mass %	Muscle mass percentage
   Neck	Neck circumference
   Left Arm / Right Arm	Arm circumference
   Chest	Chest circumference
   Shoulders	Shoulder width
   Upper Waist / Lower Waist	Waist measurements
   Hips	Hip circumference
   Left Thigh / Right Thigh	Thigh circumference
   Calf	Calf circumference
   Remarks	Free-form notes

5. Click Save.

📸 [Screenshot: Health tracking form with body measurement fields]

Viewing Health History

Below the measurement form, you'll see a table of all previous health records for the member, sorted by date. This lets you:

• Track weight changes over time
• Monitor body composition improvements
• Compare measurements between sessions

💡 Tip: The system automatically calculates BMI from weight and height, classifies it (Underweight / Normal / Overweight / Obese), and calculates BMR (how many calories your body burns at rest). Weight change compared to the previous record is also tracked automatically.

Part 10: Diet Plans

Assign personalized daily nutrition plans to help members reach their fitness goals.

How to Create or Update a Diet Plan

1. Go to Gym → Members.

2. Click the Actions dropdown on a member.

3. Select Diets.

4. Fill in the 10 meal slots:

   Meal Slot	Example
   Morning	Warm lemon water, 5 soaked almonds
   Breakfast	Oatmeal with fruits, 2 boiled eggs
   Before Lunch	Green tea, mixed nuts
   Lunch	Grilled chicken breast, brown rice, salad
   Afternoon	Protein shake, apple
   Evening	Vegetable soup, whole wheat toast
   Dinner	Grilled fish, steamed vegetables
   Before Sleep	Warm milk with turmeric
   Before Workout	Banana, peanut butter toast
   After Workout	Whey protein, banana
   Remarks	Drink 3–4 liters of water daily

5. Click Save.

📸 [Screenshot: Diet plan form with 10 meal slots and remarks]

💡 Tip: Each member has exactly one diet plan. If a plan already exists, the form loads the existing plan for editing. Saving always updates the existing plan.

Part 11: Gym Dashboard

The dashboard provides a real-time overview of your gym operations at a glance.

Dashboard Metrics

Row 1 — Membership Overview:

Row 2 — Revenue & Attendance:

Row 3 — Quick Counts:

Row 4 — Analytics:

• Package Popularity — Top 5 most subscribed packages with subscriber count
• Gender Distribution — Breakdown of members by gender (Male / Female / Other)

Row 5 — Growth:

• Monthly Membership Growth — New member registrations over the last 6 months

Row 6 — Today's Activity:

• Today's Attendance List — Members checked in today with in/out times
• Expiring Soon — Subscriptions expiring within the next 7 days with member name, package, and end date

📸 [Screenshot: Gym dashboard showing all metric cards, tables, and charts]

Part 12: Permissions

The Gym module uses role-based permissions to control access. Assign these permissions to user roles as needed:

💡 Tip: Go to User Management → Roles to assign Gym permissions to your staff roles.

Frequently Asked Questions

Can a member have multiple active subscriptions?

Yes. A member can have multiple subscriptions to different packages at the same time. Each subscription is tracked independently.

What happens when a subscription expires?

The subscription status shows as Expired with a red badge. The member can still be seen in the member list, but they will need a new subscription to continue.

Can I offer a discount on a subscription?

Yes. When creating or editing a subscription, enter a Discount % value. The discount is applied to the package price, and the total is recalculated.

Can I track partial payments?

Yes. When creating a subscription, you can enter a partial payment amount. The subscription will show as Partial payment status. You can add more payments later from the subscription list.

How does the biometric terminal sync work?

The system connects to a ZKTeco device running a local connector software on the same computer. Check-in events create attendance records, and check-out events update them. Duplicate entries are prevented automatically.

Can I freeze a Lifetime membership?

Yes, as long as the package has Freeze Allowed enabled. Since lifetime memberships have no end date, the freeze is recorded but the end date extension doesn't apply.

How do I see which classes are included in a package?

View any subscription linked to that package — the subscription detail modal shows all included classes with their names and scheduled times.

Can I print reports?

The attendance report and subscription list pages support browser printing. Use your browser's print function (Ctrl+P) to print any page with data tables.

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