SystemToAll Gym Management — Step-by-Step User Manual

Go to Settings → Users & Companies → Users and open the user account you want to authorize.

Under the Access Rights tab, find the Gym Management role selector and choose one of the three security levels:

• User (Receptionist): Can register members, manage check-ins/sessions, assign lockers, and record measurements.
• Trainer: Can manage exercises, workout plans, member measurements, and sessions.
• Administrator (Manager): Full access to Gym Configuration, Plan Types, Services, Lockers, Bulk Pricing, and financial analytics.

Open Gym Management → Configuration → Gym Configuration. Check Auto generate Member ID so every new member automatically receives a serial reference (e.g., MEM/00001).

Enter the minimum age in years (e.g., 16). If a receptionist enters a member birthdate younger than this threshold, the system blocks saving with a clear validation message.

The Locker Product (`Locker Reservation Service`) is generated automatically when the module is installed. It is used to generate customer invoices when paid lockers are assigned.

Go to Configuration → Plan Types to define membership tiers such as Gold / VIP, Silver, or Student Tier.

Go to Configuration → Services to create services (e.g., Sauna, InBody Scan, Private PT Session) with their default sale prices. These can be bundled into Membership Plans or billed as Extra Services during sessions.

Open Configuration → Lockers. Every locker follows a 3-state workflow: Available, Reserved, or Out-of-Service. Click Out-of-Service (visible when Available) during maintenance, or click Available (visible when Out-of-Service) to return it to service.

Specify a required, unique Name (e.g., Locker A-01) and its physical Location (e.g., Men Changing Room - Ground Floor).

In the Pricing tab, add lines linking a Membership Plan (unique per locker) to an Amount (>= 0). Setting 0.00 makes the locker free for that plan; setting an amount > 0 automatically bills the member upon reservation.

In the Lockers list view, select multiple lockers, click Action → Add Bulk Pricing, enter the Membership Plans and prices, and click Apply Pricing. Existing plan lines are updated and new ones are created automatically.

Go to Gym Management → Members → Gym Members and click New. Enter the member's full name, required Gender, and required Mobile 1.

Enter the Governmental ID (validated to be an exact 14-digit numeric string and unique across all members) and Birthdate (automatically computes exact Age in Years/Months and checks Minimum Age).

Click the Generate Barcode button in the header to create a unique barcode number for optical scanner check-ins.

Click Print Member Card to download a sleek, ready-to-print plastic card PDF containing the member photo, name, reference, and scannable barcode.

Use the top smart buttons to jump to the member's Memberships, Attendances, or Measurements. Across all forms in the system, you can search for a member by Name, Barcode, Mobile No, or Reference.

Go to Memberships → Membership Plans and click New. Choose the Plan Type, select the Membership Duration (Daily, Monthly, Quarter, Semi-Annual, or Annual), and enter the Plan Price.

Upon saving, the system automatically creates and links the underlying invoicing product in the read-only Created Product field (no manual product category selection needed).

If this plan is a seasonal offer, set Start Date and End Date so members can only request subscriptions within that window. If left empty, the plan is open for enrollment anytime.

Check Free Locker if members enrolled in this plan should be automatically prompted with the Free Locker Reservation Wizard whenever they sign in from the Dashboard or Quick Check-In.

In Package Attributes, list plan perks. In Package Services, select gym services (e.g., Sauna, InBody Scan) and specify the maximum allowed quantity per membership.

Go to Memberships → Gym Memberships and click New. Search for the Member by Name, Barcode, Mobile, or Reference, and choose the Membership Plan.

In Draft status, you can adjust the Start Date (must be within the Plan's Start/End window if set). The End Date is read-only and calculated automatically:
• Daily: 1 Day | Monthly: 1 Month (exact days of start month) | Quarter: 3 Months | Semi-Annual: 6 Months | Annual: 1 Year.

Click Confirm to generate the customer invoice. Once the member pays at least the plan's required Payment % to Activate, click Activate. While Active, you can also click Create Attendance directly from the membership header.

Use Pause to freeze an active subscription and Resume to automatically shift the end date by the paused days. Click Extend to add extra days with an invoice. Click the Measure Progress smart button to open a line graph of the member's body measurements from the membership Start Date to End Date.

Click Quick Check-In on the Smart Dashboard (or go to Attendance & Sessions → Attendance). Select the member by scanning their barcode or typing their name/mobile. Only members with an Active Gym Membership are permitted to check in.

As soon as the check-in record is created, the system automatically generates a linked Gym Session record (`gym.session`) with an auto-incremented Session Number (`1, 2, 3...`) for that membership.

If the member's active plan has Free Locker enabled, a popup wizard opens automatically displaying all currently Available lockers.

Choose an available locker (e.g., Locker A-01) and click Reserve Locker. The locker is added to the session's Assigned Lockers and its status changes to Reserved at $0.00 cost.

If the member does not want a locker for today's visit, simply click Don't Reserve Locker to complete check-in without reserving any locker.

Open Attendance & Sessions → Sessions and select the member's session. Click Request from the Package Services to log a service included in their plan. If the member exceeds their plan limit, the system alerts you: "The member has exceeded the limit of this service!"

Click Request Extra Services to select any gym service. The wizard automatically fetches the price according to the member's pricelist, generates a confirmed customer invoice, and logs the service, invoice number, cost, invoice status, and payment status in the Requested Extra Services tab.

Click Assign Locker to open the locker reservation wizard showing available lockers and their price for the member's plan. If price = 0, it assigns and reserves the locker immediately; if price > 0, it generates a confirmed invoice using the Locker Product and reserves the locker.

Whenever a session has one or more assigned lockers, a read-only Locker Icon Badge appears on the session form, and the Reserved Lockers tags appear directly in the Sessions list view.

Click Sign-out on the session. If the session has assigned lockers, a confirmation dialog appears first asking the receptionist to confirm that the member returned the locker key(s). Upon clicking Key Received & Sign Out, check-out time is recorded and all session lockers return to Available.

Go to Measurements → Measurement History and click New. Select the Member; their Gender and Age are retrieved automatically as read-only fields.

The Date field is required and defaults automatically to Today. A member can record only 1 measurement per calendar day (duplicate measurements on the same date are blocked).

Enter required Weight (kg > 0) and Height (cm > 0), plus optional body circumferences (Neck, Biceps, Calf, Hips, Waist, Chest, Thighs, Shoulders, Forearms). The system immediately calculates BMI and BMR.

Open any member's subscription in Gym Memberships and click the Measure Progress smart button (or switch to Graph / Pivot views in Measurement History) to visualize weight and BMI trends between the membership Start Date and End Date.

Open Gym Management → Dashboard. Use the top action buttons to trigger Quick Check-In, create a + New Member, or enroll a + New Membership with a single click.

Click the 🌐 EN / عربي toggle button in the top-right corner of the dashboard to switch all KPI labels, charts, and tables between LTR English and RTL Arabic instantly.

Click any of the 8 KPI cards (Active Members, Monthly Revenue, Today Check-Ins, Expiring in 7 Days, Trainers, Equipments) to open the filtered list view of those exact records.

Register trainers under Trainers (`is_trainer=True` on HR Employees) and track gym machines under Equipments with status workflows (Active, In Maintenance, Out of Service).

Define target body parts, equipment, sets, and reps under Workouts → Exercises, build day-by-day training schedules under Workouts → Workout Plans, assign them to members, and print the Workout Plan PDF Report.