Gym Management System
Gym Management System


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As modernizing is taking over all the systems and digitalizing helps them improve in so many particular ways. The Gym Management System is one of the systems which helps the administration in speeding up the tasks at the same time reducing the complexity.

The purpose or objective of this system is to digitalize and create an automated system. The system will perform the task like adding the new member to the gym, Removing the member or keeping the payments records and other stuff required in managing the gym properly.

The present scenario in the gyms is that the records are kept by writing in a file on the paper. Every management task is done manually. This creates a system unreliable and confusing to keep the correct track of the records.

The maintenance of the system like this is hardly required until it needs to change any part of the system. The information about the various things contained in the system are like members, trainers, equipment can get by just a few clicks unlike the paper documents required the serious reading for such information.

It helps in creating the various batch according to their preference or if they want a particular trainer. It made easy to generate the reports of various operations performed in the gym are like paying the fee it can be stored and later evaluated and get the list of members who did not pay the fee.

It also helps the users in reducing the carbon footprint as the amount of paper used in company reduces.

This also helps in keeping the standard width of the management system as if there is a case where the administration involves more than one person to manage the gym.

This system does not only limit itself to the administration and but also helps the members of the gym. The members can have options like attendance and fee payment change batch request etc.

This will improve the transparency between the members which is always a good quality in the system. It will also give the layer of security to the administration and the users that only authorized users can access by their credentials.

Some major takeaways:

Online registration of the member

Issuing the timetable of batch on system

Increase transparency between stakeholders

Easy payment options

Standardization of the system.

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In gym management system, if we take the current system and compare with the proposed it is far behind. Every work in the existing is manual and done on the paper.

There might be a computer used somewhere for the work but it’s is not doing exactly it’s is supposed which is reducing the manual work. Entering everything manual to the computer by creating a file is not exactly we are talking in computerization.

The existing system requires a lot of manual work which results in taking more time than it should. The operations like updating and synchronizing data are also done manually in the existing system that is not automated and again time-consuming process.

These practices are not at all reliable as the one wrong entry can take a lot of time in detection and then there is a correction. Humans are prone to errors and can mistakes often unless it has some inbuilt programs which can take check the input and save from error.

We introduced the system to reduce the manual work effectively as there is the backend of the system which will take care of synchronizing and updating of the data for the system.

So, if there is any change in the system data it will appear to all other users of the system. As the system was not online the member cannot see their timeline that the event generated by them in past such as fee payment, attendance, batch timing and trainer profile etc.

Keeping an automated system is also helps in managing the member’s information secure and safe. As it can only be seen by the administrator with the correct credentials which is not an option in the existing system.

Unless the records are kept in a physically safe location such as a locker. Some major drawbacks of the existing system:

Required a lot of paperwork and the process takes time.

Everything is done on the paper and these are highly prone to damages and requires a good amount of security and space to store.

Required Buying of goods more frequent as compared to online system e.g.: paper, pen.

Likely to have an error.

Lack of storage space for the handwritten documents.

Require more physical work and manpower

Information is not available globally to both clients and employees hence location restriction


In gym management system, after the planning and analysis phase of the system gets completed. Then the next phase required to transform the collected required system information into structural blueprint which will serve as a reference while constructing the working system.

It is a phase when most of the risks and error unveiled so it’s is good practices to take care of this thing from the start.

This is a fully fledged system which will be the backbone of the while management of the gym so ignoring the risk or error is not an option as later it can make a greater form of itself.

So, it is better to minimize the problems faced by both staff and the manager in the Organization. Let’s discuss the system in detail:


The hardware required for the development of the project is:

PROCESSOR: Intel P-IV system





The software required for the development of the project is:

OPERATING SYSTEM: Windows 2000 Professional

ENVIRONMENT: Visual Studio .NET 2002

NET FRAMEWORK: Version 1.0

LANGUAGE: Visual Basic




The ER Model figure shows the proposed system. It defines the conceptual view of a database. It works around real-world entities and the associations among them.

At view level, the ER model is considered a good option for designing databases. So, let’s see each entity in details:


This entity of the gym management system will not store such information but will be the parent entity in the hierarchy. The admin is the owner of the gym and will manage the trainer as well as the members of the gym.

There can be more than one admin. To secure the system from anonymous person login system is designed. So, the admin will have their own username and the password.

This entity will also record the login time and logout time of the user from the system. Maintaining the record of the time will provide a secure surveillance over the admin events also.

The administrator also has relationships with every entity as it needs to track every performance of the system.It has following attributes


It stores the username of the admin which acts as a unique name. Through this login into the system and the work they made will be recorded against his name. It will help in finding if there is any unauthorized work been done.


This attribute holds the secured keyword need the access of the system. This should not be shared with any other member. As it would make any staff employee enter the system and see the information regarding client which can make them unbiased.


This attribute record if there is any change has been made by the admin. For e.g. if the admin login then the event will be generate named logged in same for logout or update any information.

Date timestamp:

This attribute is created for the safety and security of the information. With every event generated it will also save the date and time of event generation.

This entity handles the member and the trainer of the gym. The administration has the authorization to look at all the payment done by the member. Where the member can see the payment done by them only.


The essential entity for the system is a member. It will store all the information about the member from personal to the gym related information.

It will also store the user status through which admin can directly find out if the member is allowed like if they have paid their fee. Admin can also update member’s gym information and the member can view by login in with their credentials.

This entity has the following attribute:


It’s a primary key for this entity.This will also act as the username while logging into their account in the system. This member id will be generated automatically and assigned to the member at the time of registration.

This will help in uniquely identifying the members.


It will be used secure key while logging into the account with a username and this password.


Attribute store name of the member used for identification purpose from a government authorized id cards.


The contact number of the member for any kind of communication with a member or maybe some announcement.


This stores the address of the member for any emergency or if there is any newsletter from the gym has subscribed by the member.


This attribute will store the unique id from the Body_type entity which will help in defining the fitness of the person.


This can be used as a facility for the gym members they can choose their timing of the gym from the available slots in the entity Batch.


This entity is used to identify the status of the member if the member is active or it has been inactive. This part could be automated from the fee dates or admin have the option to deactivate if any other reasonable reason.

This entity has a direct relationship with the body type entity as the member will have the different types of body to get fit and the payment entity which will help them pay their fee without any hassle.


The main goal of joining the gym is not always building the body but get their body fit. This contains body type information of the members.

This will help them calculating their BMI(body mass index) and take workout lessons accordingly. This entity has following attributes:


This is an index for the information’s stored in this entity. This primary key for this entity.


This attribute stores the age of the member. Which will help predict right weight according to age?


This stores the height of the member. Which will help member gain right weight?


This stores their weight and helps to maintain it with everyday diet. This entity has a direct relationship with only member entity.


The payment entity is more important and sensitive than any other entity as it involves the fund management. It will store all the information about the fee payment made by the members.

This will give transparency between administration and the member that any time member can check their account if it is correctly updated. It has following attributes:


It’s a primary key for this entity. To differentiate between all the transaction and fund transfer it easy with payment id to differentiate one with another. It will be automatically generated each time there is a transaction.


This attribute stores the member id for which the fee is paid. By storing the member id is easy to find if the fee is due or paid for each member.

Date timestamp:

This is a sensitive matter so if there is any error or something then the time and date help in creating the correct track of the transaction.


The amount which member has paid in the transaction.


This entity stores the information about the trainer which is hired by the gym administration to train their member work out correctly. Working out correctly is same as important as actually working out.

This trainer could be hired on basis of hourly charges or special training for the member or they could be on an agreement like a permanent employee of the gym. This entity has the following attributes:


This is unique identification number given to each trainer which can also be said that employee id in any other organization. This is the primary key for the entity.


This attribute stores name of the person for usual identification.


It stores that how much experience trainer holds in such training. When there is a need for special training or something then experience count.


It stores the contact number of the trainer for any immediate communication required.


It stores unique batch id. It specifies which trainer will be available at the gym

This entity has a direct relationship with Administration as they hired trainer as required in the gym and another relationship is a batch entity which will decide the available time in the gym.


The time management for each member is equally important so that there is a feasible number of members at the same time.

This entity will help them manage the correct timing as they are divided into the batch and each batch is assigned to the trainer and member. This entity has following attributes:


This is the primary key for the entity. It will help in uniquely assigning the time slots to the trainer and member.


At what time the batch will be start and member can use the equipment with waiting for them to be free.


At what time the members are supposed to leave the gym so the equipment can be available to the next batch.

The batch entity has the direct relationship with the member entity as the members are allotted to the batch and trainer entity as it will help to show their timing at the gym.


The Gym Management System reduces all the complexity of conventional method which is a combination of the folders, spreadsheets, the emails and for the management of members information and payment info.

It has a unified system in which all the process from registration to payment in one system. Here’s how the system manages to keep it simple using the use case diagram:


This actor describes the administration of the gym and admin are the one who owns’s the gym. The administration has access to all the information.

They can log in through the home screen then there will be options to see the reports about members, trainers, payments etc. After logging in members and admins have different options like admin have privileges to access anyone’s information where members are limited to their relation.


This actor represents the gym members either they are going to register or already registered through the online system. The will have fewer options than the admins as they access is limited.


This is the main interface for both administrators and members. Now the members home screen has options to either log into the account or create a new account by registering on the online system.

The home screen doesn’t have many options except the usual one like contact information about the gym or about the gym. The register and login cases are extending the home because they can either these of two or anyone these options.


If the user has registered or already a member of the gym they can open their account by logging in with credentials to have further options on the home screen. The options are extending the login page.

After logging in user/member can view their profile or view the reports they generate in the past reports can be the payment information.


If there is a new user and wants to become a member they can register through this interface.


If the user logged in and select the available package they want to opt. Then they can make payment through the payment interface. For the payment, user/member has two options either go offline or online.

If the user selects online then there will be payment gateway where the user can by using debit, credit card or net banking and after successful payment, the membership will be confirmed.

Where if the user opts for offline then the user has to go to physically to the gym and make payment.


The report is the stored information which could be for payment, user, trainer etc. The user can generate a report according to their privileges.


The trainer info is added by the gym owner which is admin and only admin can view that information after logging in with the correct credentials.