Gym Management Pro turns Dolibarr into a true, all-in-one management software for sports and fitness facilities — without any external application. It covers the entire member lifecycle (acquisition, registration, subscription, attendance, coaching, loyalty and retention) and the full club operation (classes, planning, coaches and commissions, equipment, fitness shop, food supplements, marketing and notifications), all while reusing and enriching native Dolibarr ERP/CRM (third parties, products, services, quotes, orders, invoices, payments, bank, agenda, HR and projects).

Designed for

·       Gyms and fitness clubs

·       Wellness and fitness centers

·       Bodybuilding / weight-training clubs

·       CrossFit boxes

·       Yoga and Pilates studios

·       Boxing clubs

·       Personal-coaching centers and studios

Key benefits

·       All-in-one — Replace several disconnected tools with one integrated, multi-club, SaaS-ready solution.

·       Visibility — Executive dashboard with real-time KPIs and charts for data-driven decisions.

·       Operations — Faster front desk: QR / member-card / PIN check-in with automatic blocking of expired subscriptions.

·       Growth — Higher retention through a fitness CRM pipeline, loyalty, challenges and automatic notifications.

·       Finance — Native invoicing and accounting through Dolibarr, with no double entry.

2.1 Premium executive dashboard

A modern, responsive dashboard following a Carbon Black / Energy Red / Electric Blue / Premium White charter, organised in four KPI zones plus an analytics zone:

·       Members — active members, new members, inactive members, retention rate, renewal rate, subscriptions expiring soon.

·       Financial — revenue today / this month / this year, recurring revenue, coaching revenue, shop revenue.

·       Activity — entries today, current occupancy, bookings today, classes today.

·       Coaches — sessions delivered, revenue generated, average satisfaction.

·       Charts — membership evolution, revenue evolution, subscription mix, gender split, top coaches, revenue by activity.

2.2 Members

A complete member record: personal information (name, gender, date of birth, contacts, address, photo), sports information (height, weight, automatically computed BMI, goal, level), documents (contract, medical certificate, ID), member card and QR code, plus the full history of subscriptions, payments, attendance, coaching and evaluations via linked-record panels.

2.3 Subscriptions

Day pass, weekly, monthly, quarterly, half-yearly, annual, VIP, Premium, multi-site and coaching-included plans, with automatic renewal, freeze/suspension, reactivation and full history. Each subscription can be linked to a native Dolibarr product/service for billing.

2.4 Access control

Front-desk check-in by QR code, member card, PIN code or RFID badge (architecture ready). The system verifies an active, non-frozen subscription and automatically blocks access otherwise, keeping a complete entry/exit history and live occupancy counters.

2.5 Fitness CRM

A drag-and-drop prospect pipeline (Kanban): Prospect → Contacted → Visit → Free trial → Negotiation → Registration → Loyalty, with follow-up by phone, email and WhatsApp, trial scheduling and conversion to member.

2.6 Coaches, classes, bookings & planning

·       Coaches — sports, nutrition and personal coaches with certifications, availability, specialties, hourly rate, sessions, generated revenue and satisfaction.

·       Classes — Fitness, Cardio, Yoga, Pilates, CrossFit, Boxing, Dance, Zumba, HIIT, Weight-training — with schedule, room, coach and capacity.

·       Bookings & planning — member bookings with attendance tracking; weekly planning grid by day and room.

2.7 Coaching, programs, nutrition & evaluations

·       Private coaching — session packs, billing and history (exercises, results, observations).

·       Training programs — weight gain, weight loss, cardio, performance, rehabilitation — with exercises, sets, reps and loads.

·       Nutrition — weight-loss / mass-gain / sports diets, with calories, macros and meals.

·       Physical evaluations — weight, BMI, fat mass, muscle mass, waist, hydration — with graphical history.

2.8 Challenges, loyalty, shop & supplements

·       Challenges — monthly challenges, competitions and rankings with points, badges and rewards.

·       Loyalty — loyalty points, rewards, vouchers and discounts.

·       Fitness shop — clothing, accessories and equipment sales linked to Dolibarr products and stock.

·       Supplements — proteins, creatine, vitamins, BCAA, fat burners — with lot numbers and expiry dates.

2.9 Equipment, maintenance, marketing & notifications

·       Equipment — cardio and strength machines, free weights, benches — purchase, depreciation and location.

·       Maintenance — preventive and corrective maintenance with planned/done dates, cost and automatic alerts.

·       Marketing — Email / SMS / WhatsApp campaigns with open, click and conversion tracking.

·       Notifications — automatic notifications (subscription expiry, booking, coaching, promotion) driven by a daily engine.

2.10 Member portal & reporting

A member portal preview (current subscription, bookings, invoices, progress and online renewal) and a complete reporting hub covering members, financial, activity, coaches and shop, with CSV, Excel and PDF exports plus direct printing.

Gym Management Pro is built on the standard Dolibarr object model and connects to the native modules:

·       Third parties and contacts

·       Products and services

·       Quotes, orders and invoices

·       Payments and bank

·       Agenda, HR and projects

Built-in automations: member → third party, subscription → invoice, coaching → service, shop sale → invoicing.

Granular permissions per functional area, suitable for the following typical roles:

·       Director / Manager — Full access: dashboard, finance, reporting, configuration.

·       Coach — Members, classes, private coaching, programs, nutrition, evaluations.

·       Receptionist — Access control, members, subscriptions, bookings.

·       Sales — Prospects, fitness CRM, subscriptions, marketing.

·       Accountant — Financial reporting, subscriptions, shop, invoices.

·       Administrator — Module administration and configuration.

From the setup page, a single click installs a complete demonstration dataset (and a second button safely removes it):

·       500 members

·       50 coaches

·       100 classes

·       200 bookings

·       100 subscriptions

·       50 prospects

·       50 equipment items

·       100 shop sales

·       plus training & nutrition programs, evaluations, challenges, loyalty, supplements, maintenance, marketing and access logs

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