Daily operations

Persona: Front desk & floor staff (admins too)
Entry: After Getting started — or jump here if you already know the dashboard
Exit: For renewals and WhatsApp campaigns, continue to Renewals & retention

Step-by-step guides for front-desk and admin daily work. Each section: Purpose → Who can access → Steps → Tips → Common mistakes.

Members#

Purpose#

Maintain member profiles, membership status, photos, and quick actions (renew, remind, pay).

Who can access#

All staff can view members. Editing requires Admin or Employee with Edit members permission.

Add a new member#

Go to Members → Add member (or Members → New).
Enter name, phone (required for WhatsApp), plan, and admission payment if applicable.
Submit — a membership is created automatically when payment is recorded with a plan.

From a lead: Open Leads, convert a lead — the new-member form pre-fills lead details.

Search and filter#

Open Members.
Use search by name or phone.
Filter by status: Active, Expired, Overdue, etc.

Member profile#

Open a member to see:

Contact details and photo (upload JPEG/PNG/WebP/GIF max 500KB, or Generate avatar)
Current and past memberships
Payment history
Attendance summary
Quick actions: Renew, Add payment, Send WhatsApp

Renew a membership#

Open the member profile.
Click Renew (or Members → [id] → Renew).
Select plan, confirm amount, record payment.
Membership extends per business rules (see Glossary).

Send a WhatsApp reminder (manual)#

From member profile or Renewals, choose Send WhatsApp / reminder.
The system picks the appropriate lifecycle template based on days to/since expiry.
Confirm send — message uses your gym’s saved template text with {{name}}, {{plan}}, {{expiryDate}}, etc.

Note: Manual sends use the same templates as automation. Only admins can edit template wording in Settings.

Member Protection (optional)#

Some deployments enable Member Protection for reserved member IDs (MEM-001 … MEM000). When enabled:

Protected members cannot be deleted.
Only limited fields (address, photo, emergency contact, etc.) can be updated.

Default in open-source installs: off. Ask your admin if your gym uses this.

Tips#

Always verify phone number before sending WhatsApp.
Use member photos for faster front-desk recognition.

Common mistakes#

Recording payment without selecting the correct plan type (GYM vs PT).
Editing phone on a protected member ID when protection is enabled.

Leads#

Purpose#

Track prospects before they become members.

Who can access#

All staff with Management nav access.

Steps#

Open Leads.
Add lead: name, phone, source, status.
Log follow-ups with dates and notes.
When ready, Convert to member — opens new-member flow with prefill.

Tips#

Use consistent lead sources (walk-in, Instagram, referral) for analytics.

Payments#

Purpose#

Record membership fees and other charges; automatically create or extend memberships.

Who can access#

View: all staff. Record/edit: Admin or Employee with Edit payments.

Record a payment#

Go to Payments or member profile → Add payment.
Select member, amount (₹), plan, payment method, date.
Save.

What happens automatically:

Member state	Membership behavior
Active (days remaining)	New period starts day after current end date — no lost days
Expired or no membership	New period starts from payment date

All membership dates use IST calendar dates, not raw timestamps.

Duplicate payment protection#

The system flags likely duplicates when:

Same member, similar amount (within ₹2), within 3 IST calendar days

Duplicates may be soft-deleted and excluded from reports. Check before recording the same cash payment twice.

Edit or delete payments#

Edits are audited.
Global undo may be available shortly after an admin deletes a payment (time-limited).

Warning: Deleting a payment can affect membership dates. Prefer admin review via Tasks for complex fixes.

Tips#

Match payment amount to the active plan price when possible.
Use Bills for formal receipts after payment.

Common mistakes#

Recording payment on wrong date — affects membership start for expired members.
Ignoring duplicate warning and creating double membership periods.

Attendance#

Purpose#

Daily check-in, walk-ins, free trials, and attendance analytics.

Who can access#

All staff (including employee-only sidebar view).

Mark attendance#

Open Attendance.
QR check-in: member scans gym QR or staff scans member code.
Manual: search member and mark present.
Walk-in / trial: register visitor flow on the same page.

Badges: overdue vs expired#

Badge	Meaning
Active	Membership valid today
Expired	End date before today
Overdue	Past renewal date with unresolved tracking

Members may still check in during a short grace window after expiry (gym policy) — attendance page reflects status.

Tips#

Use QR during peak hours to reduce queue time.

Common mistakes#

Assuming check-in alone renews membership — payment is still required.

Bills & Receipts → list or Generate new bill.
Link to member/payment, review line items.
Print (/bills/[id]/print) or Send WhatsApp from bill detail or payments list.

Supplements (GST) → manage products and orders.
Create order lines for a member.
Generate invoice and print GST invoice.

Open Salaries & Expenses.
Add expense or salary entry, mark paid when settled.

Classes#

Purpose#

Schedule group classes and manage bookings.

Classes → create schedule slots.
Members book via dashboard or public booking link (/book/[slug]).

Workouts & challenges#

Purpose#

Log member workouts and run gym-wide fitness challenges.

Workouts: per-member exercise logs.
Challenges: create challenge, members join, view leaderboard.

Note: Suggestions require review; autonomous WhatsApp send is not fully automated in all deployments — approvals may queue without auto-send.

Data repair (admin)#

Page	Purpose
Payments → Future membership stack cleanup	Remove duplicate future-dated memberships (repair tool)

Admin only. Use only when directed by support or Tasks inbox.