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User Guide: Gym Staff ​

For: Gym Instructors, Receptionists, and Wellness Managers Role: Gym Staff Last Updated: January 27, 2026

Table of Contents ​

  1. Role Overview
  2. Membership Sales
  3. Day Passes
  4. Check-In Process
  5. Member Management
  6. Troubleshooting

Role Overview ​

As Gym Staff, you manage the wellness facility. You are responsible for sales (Memberships/Passes) and security (Access Control). You ensure only valid, paying members access the gym.

Key Responsibilities ​

  • Sales: Selling Monthly/Yearly plans and collecting payment.
  • Access: Checking in members and enforcing "No Pay, No Play".
  • Safety: Monitoring the floor and reporting equipment faults.

Module Access ​

  • ✅ Gym - Full access.
  • ✅ Maintenance - Report broken machines.
  • ✅ Accounting - View daily sales.

Membership Sales ​

Selling a New Membership ​

  1. Navigate to Gym > Memberships.
  2. Click + New Membership.
  3. Member Profile:
    • Search first. If new, click Create Member.
    • Required: Name, Phone, and Photo (for ID verification).
    • Medical: Ask "Any health conditions?" and log them.
  4. Select Plan:
    • Typically "Monthly Gold", "Yearly Silver", etc.
    • System: Auto-populates Price and Duration.
  5. Start Date: Today.
  6. Payment:
    • Method: Cash / Card / Mobile.
    • Amount: $50 (Example).
  7. Confirm:
    • System Action: Creates Contract. Status Active. Posts Revenue.

Renewing a Membership ​

  1. Search Member Name.
  2. Click Renew.
  3. Plan: Select same or upgrade.
  4. Dates:
    • Smart Logic: If they renew 5 days early, the new plan starts after the current one ends. They lose no days.
  5. Pay & Confirm.

Day Passes ​

For walk-in guests or hotel residents (if not free).

  1. Navigate to Gym > Day Passes.
  2. Click Sell Pass.
  3. Guest Name: Enter Name.
  4. Payment: Collect Fee (e.g., $10).
  5. Generate:
    • System prints a Receipt / QR Code.
    • Valid for Today Only.

Check-In Process ​

The Golden Rule: Every person entering must be Checked In systemically.

1. Kiosk / Desk Scan ​

  1. Open Check-In Screen.
  2. Scanner: Beep the member's QR Code.
  3. Result:
    • 🟢 GREEN (Authorized):
      • Shows Member Photo (Verify it matches face).
      • Shows "Days Remaining: 15".
    • 🔴 RED (Denied):
      • Expired: Membership ended. Ask to Renew.
      • Suspended: Payment issue or Ban.
      • Already In: Pass used twice today (if restricted).

2. Manual Check-In ​

If they forgot their card:

  1. Type Name/Phone.
  2. Click Check In.

Member Management ​

Freezing a Membership ​

If a member travels or gets sick:

  1. Open Profile.
  2. Click Suspend.
  3. Reason: "Medical - Broken Leg".
  4. Effect: Their days stop counting down.
  5. Reactivate: When they return, click Unsuspend.

Reporting Faults ​

If a Treadmill breaks:

  1. Do not just put an "Out of Order" sign.
  2. Go to Maintenance > Report Issue.
  3. Category: Gym Equipment.
  4. Item: "Treadmill #3".
  5. Issue: "Belt slipping".

Troubleshooting ​

IssueSolution
Payment FailedDo not Activate membership. Retry payment.
System OfflineUse paper logbook. Enter sales when online (Backdate if needed).
Wrong Plan SoldVoid the Membership immediately (if within 1 hour). Resell correct plan.
Guest ComplaintLog in "Shift Report".

TIP

Revenue Check: At end of shift, your Cash Drawer must match the "Gym Daily Sales" report.