Many small and medium-sized gyms still manage members using paper forms, spreadsheets, and manual payment records. These methods can take time, cause data entry mistakes, and make it difficult for staff to know whether a member is active or has expired. This project proposes a Gym Membership Management System to make these tasks easier and more organized. The system will be a web application developed using Python, Flask, and MySQL, with Object-Oriented Programming principles. It will provide separate access for Admin, Staff, Trainer, and Member users. Admin and Staff can manage members, membership plans, payments, and attendance. Trainers can view assigned members and training sessions, while Members can view their own membership, payment, and attendance information. The system will also provide search, filtering, expiry status, and simple reports such as daily revenue and membership status. The application will use a four-layer structure: Model, Repository, Service, and Route. Development will follow five two-week sprints, with testing performed during development. The expected result is a working prototype that reduces manual work, keeps records organized, improves membership checking, and provides a clear way to manage gym information in one system.

Project GYM Membership Management

Advanced OOP with Python

Python + Flask + MySQL

Course: Object-Oriented Programming II

1. Problem Statement

Many small and medium-sized gyms still manage members using paper forms, spreadsheets, and manual payment records. Staff may need to check payment records and membership dates manually. This can cause duplicate records, incorrect information, and slow check-in processes.

As the number of members increases, managing these records becomes more difficult. A centralized system can store member information, membership plans, payments, and attendance in one place. It can also make it easier to check membership status and identify memberships that are about to expire.

Therefore, this project aims to develop a Gym Membership Management System that reduces manual work, improves record accuracy, and makes common gym management tasks faster and easier.

2. Objectives

General Objective

To develop a web-based Gym Membership Management System using Python, Flask, MySQL, and Object-Oriented Programming to manage members, memberships, payments, attendance, and basic gym reports.

Specific Objectives

Create a secure login system with four roles: Admin, Staff, Trainer, and Member.
Design the system using OOP and a simple layered architecture with Model, Repository, Service, and Route layers.
Provide CRUD functions for member profiles and membership plans.
Record payments, check membership expiry, and support membership renewal.
Provide attendance tracking, search and filtering, and simple reports such as daily revenue and membership status.

3. Research / Development Questions

How can OOP and the Model, Repository, Service, and Route layers keep the system organized and easy to maintain?
What database structure and rules are needed to prevent duplicate member records and incorrect payment records?
How can the system make membership checking and renewal easier than a manual process?
What basic features are needed to help gym staff manage members, payments, attendance, and reports?

4. Scope and Limitation

4.1 Scope

Member registration and profile management.
Membership plan creation, update, viewing, and deletion.
Membership enrollment and renewal with Active, Expiring, and Expired status.
Payment recording and verification for cash and bank/QR payments.
Attendance check-in and check-in history.
Training session information for trainers and assigned members.
Search and filtering by member name, membership plan, and status.
Simple reports for membership status, expiring memberships, and daily revenue.
Role-based access for Admin, Staff, Trainer, and Member.

4.2 Limitations

Automatic payment-gateway confirmation is not included in the prototype.
NFC and biometric hardware are not included.
Only one gym branch is supported.
No native mobile application will be developed; the system will be a responsive web application.
Advanced class scheduling is outside the core system and may be added only if there is enough time.

5. Target Users and Stakeholders

Role	Main Responsibility
Admin	Manages users, membership plans, payments, reports, and overall system information.
Staff	Registers members, manages memberships, records payments, and handles attendance.
Trainer	View assigned members and manages basic training session information.
Member	View their own profile, membership status, payment history, and attendance history
Gym Owner	Use reports to monitor memberships, revenue, and gym performance.

6. Proposed System Features

Module	Description
Authentication&Authorization	Login/logout ,password hashing ,sessions and role based access.
Member Management	Create, view, update, and delete member profiles.
Membership Plan Management	CRUD for plan name, duration, and price.
Membership Enrollment& Renewal	Assign plans, calculate expiry dates, and identify expiring or expired memberships.
Payment Recording& Verification	Record amount and method and verify payment Records.
Attendance Check in	Record check in time and allow check in only when memberships is active.
Training Sessions	Trainers can view assigned members and manage basic training session information.
Search& Filter	Search members and filter by plan or membership status
Reporting Dashboard	Show daily revenue, active memberships, and expiring/expired memberships.

7. OOP Design Plan

The system will use Object-Oriented Programming so each class has a clear responsibility. Admin, Staff, Trainer, and Member inherit common features from User. Services use repositories to separate business logic from database access.

7.1 Domain / Model Classes

Class	Responsibility
User	Base class for system accounts and common user information.
Admin	Manages users, membership plans, payments ,and reports
Staff	Manages memberships, payments and attendance.
Trainer	Views assigned members and manages training sessions.
Member	Views personal membership, payments , and attendance.
Membership Plan	Defines a gym package, including name, duration, and price.
Membership	Represents a member's enrollment in a membership plan, including plan, including dates and status.
Payment	Represents a payment for a membership, including amount, date, method, and status
Attendance	Represents a member check in record
Training Session	Represents a schedule training session between a trainer and a member.

7.2 Service Classes

Service	Responsibility
Auth-Service	Login, password checking, sessions, and role checks.
User-Service	Creates accounts, updates profiles, and manages account status.
Membership-Service	Creates and renews memberships and calculates status.
Payment-Service	Records and verifies payments and creates revenue summaries
Attendance-Service	Records check in and checks active membership.
Training-Service	Manages trainer assignments and training sessions.

7.3 Repository Classes

Repository	Responsibility
User-Repository	Reads and changes user data.
MembershipPlan-Repository	CRUD for membership plans.
Membership-Repository	CRUD for memberships and finds expiring/expired memberships.
Payment-Repository	CRUD for payments and calculates revenue totals
Attendance-Repository	Creates and reads attendance records.
TrainingScedule-Repository	Creates and reads training session record

7.4 OOP Principles

Encapsulation: Classes control their own data and methods.
Inheritance: Admin, Staff, Trainer, and Member inherit common features from User.
Polymorphism: Different roles can provide role-specific behavior.
Abstraction: User defines common behavior without exposing unnecessary details.

7.5Class Relationship

Figure 1. Simplified OOP class diagram showing domain, service, and repository layers

8. System Architecture

The system will use a four-layer architecture. The browser sends a request to a Flask route. The route calls a service for business logic. The service uses a repository to access MySQL.

Figure 2. System architecture: Browser → Flask routes → Services → Repositories → MySQL.

8.1 Technology Stack

Layer	Purpose
Browser/HTML/CSS	Provides the user interface
Flask Routes	Receives requests and returns pages or responses
Service	Handles business rules and validation
Repositories	Handles MySQL database operations
MySQL	Store system data permanently
Python OOP	Provides classes and OOP principles.

9. Database Plan

Figure 3. Draft entity-relationship diagram (ERD) for the Gym membership sytem database.

9.1 Main Tables

Table	Main Columns	Purpose
roles	role_id (PK), role_name	Stores ADMIN,STAFF,TRAINER, and MEMBER.
users	user_id (PK), full_name, email, password_hash, role_id (FK), status	Stores user accounts. Email is unique
membership plans	plan_id (PK), plan_name, duration_months, price	Stores gym membership plans
memberships	membership_id (PK), member_id (FK), plan_id (FK), start_date, end_date, status	Connects a Member to a Membership Plans
payments	payment_id (PK), membership_id (FK), amount, payment_date, method, status	Stores membership payments
attendance	attendance_id (PK), member_id (FK), check_in_time	Stores member check ins
training schedule	schedule_id (PK), trainer_id (FK), member_id (FK), session_date, session_time, status	Stores training sessions

Main Relationships

One role can belong to many users.
One member can have many memberships over time.
One membership plan can be used by many memberships.
One membership can have one or more payments.
One member can have many attendance records.
One trainer can have many training sessions, and one member can attend many training sessions.

10. Methodology and Timeline

The project will use an Agile-Scrum approach divided into five two-week sprints. At the end of each sprint, the team will review the work, test the main features, and fix important problems.

10.1 Timeline

Period	Main Tasks
Week1	Requirements, research, OOP design, architecture, ERD, database schema, and project setup.
Week2	Users, roles, authentication, authorization, and member profiles.
Week3	Membership plans, memberships, expiry status, and renewal
Week4	Payments, attendance, training sessions, search, filtering, and reports
Week5-6	Integration, testing, bug fixing, security checks, documentation, screenshots, and final demo.

10.2 Testing Approach

Use pytest for important model and service logic.
Manually test login, role access, CRUD, payments, attendance, search, and reports.
Test that routes, services, repositories, and MySQL work together.
Use fictional data for final testing and demonstration

11. Expected Results

A working Gym Membership Management web application using Python, Flask, and MySQL.
Separate access for Admin, Staff, Trainer, and Member.
CRUD functions for member profiles and membership plans.
Payment recording, verification, and membership renewal.
Attendance check-in and basic training session management.
Search, filtering, and simple reports.
A tested four-layer OOP structure.
Project documentation, screenshots, testing evidence, and a final demonstration.

12. Risk and Ethics

12.1 Risk and Mitigation

Risk	Impact	Mitigation
Large project scope	May be difficult to finish.	Keep only core features and move extra ideas to future work.
Unequal group contribution	Some members may not understand the whole project.	Use code reviews and make sure each member understands the main layers.
Testing takes too long	Bugs may remain until the deadline.	Test features during development.
Late database changes	Can cause integration problems.	Review the ERD before implementing repositories.
Team member unavailable	Tasks may be delayed.	Document work and share the project through Git.

12.2 Data Privacy and Security

Member personal information should only be visible to authorized users.
Passwords must be hashed and never stored as plain text.
Role-based authorization must prevent access outside a user's role.
Payment records should only be visible to authorized users.
Only fictional data should be used for testing and demonstration.

13. References

[1] A. D. Rahma, V. K. Bakti, and A. Basit, “Biometric Based Personal Identification for Cashless Payment Systems in Gym Memberships,” SISFO: Jurnal Ilmiah Sistem Informasi, vol. 10, no. 2, pp. 458–470, Oct. 2026.

[2] R. Trisudarmo, A. Ramdhani, D. Mardiyanti, and N. A. Permatasari, “Web-Based Gym Membership System with Semi-Automated QRIS Verification Developed Through Agile-Scrum,” Nusantara Journal of Artificial Intelligence and Information Systems, vol. 2, no. 1, pp. 17–26, Jun. 2026.

[3] S. Chokhandre, A. Raut, R. Chhatre, and S. Tarekar, “Gym Management System,” International Journal of Scientific Research and Technology, vol. 2, no. 1, pp. 74–76, 2025.

[4] D. J. C. Sihombing, “Development of Membership Management Application for Fitness Center using Extreme Programming Methodology,” Jurnal Ekonomi, vol. 13, no. 2, pp. 736–744, 2024.

Gym Membership management System