Welcome to the Auxwall Gym Management Application

In this tutorial, we will learn how to register a client, take membership, update profiles, and manage payments.

Step 1: Accessing Member Section

First, click on the Members button from the dashboard. In this window, you can see the latest 100 members. There’s a search option where you can search a member by their name, mobile number, email ID, or membership ID. Type in the known value and hit the search button. The matching members will appear here. You can also export member data to PDF or Excel by clicking the export button and selecting the desired format.

To create a new profile, press the Create New button in the top-right corner.

Step 2: Create Profile

Go to the profile section and fill in the necessary data about the customer. To change the member's photo, hover your mouse over the current photo and you will see two buttons: one for zooming in and one for changing the photo. If you have a webcam connected, press the Capture Photo button, or you can upload an existing photo from your system by clicking Select Photo. After filling in all the necessary data, hit the Save button.

If you change the photo, it will be pushed to the biometric system and converted to a 3D image for facial verification on biometric devices. In some cases, if the photo is blurry, too dark, or too smiley, face detection may fail. To verify the face, go to the biometric application, check the current users, and ensure the verification mode is valid. If face detection fails, you will need to update the photo in the biometric system from here and make sure the face is detected properly for smooth verification.

Step 3: Select a Course

Next, go to the left-side tabs, where you’ll see all subscriptions registered with this gym. Choose the subscription the customer wants to join. In this example, I’m selecting the Gym Membership tab. Here, you can see the current status of the member. If they’ve had previous memberships, those details will be listed here, including course name, start and end dates, fee, session, days bonus, and attendance. To take a new membership, click the Get Membership button. Select the course the customer wishes to join. In this case, I'm selecting a one-month membership. Choose the membership starting date, or skip if it starts today. Select the tax, and if you have a promo code, enter it. Now you’ll see the membership details: course duration, fee, discount, subtotal, tax, and grand total. Verify all the details and press the Save button.

Step 4: Complete Payment

Now that the membership is created but not yet paid for, the membership status will be disabled. There are two ways to complete the payment:

• After your membership is created, you'll be redirected to payment. Alternatively, you can pay by double-clicking the course details and clicking 'Pay Fee.' Feel free to add a description if needed. Choose the payment type: cash or bank. Select the ledger account and enter the received amount. Verify all details, and if everything is correct, press Save. Please note, if the payment is partial, the member will only get a subscription for the paid amount. For example, if they paid 100 AED for a 300 AED course, they will only get 10 days of validity. Full payment is required for the entire membership.
• If the payment is split between cash and card, you’ll need to generate two receipts: one for cash and one for the bank. After successful payment, the member will receive details via WhatsApp and email if those features are enabled. You can also send the receipt directly to the customer via WhatsApp by hovering over the WhatsApp button and pressing Send. The message will be sent automatically with the attached PDF.

Step 5: Updating or Renewing Membership

To update or renew membership, search for the member by their mobile number, name, email, or ID. Double-click on the member's row. In the profile window, you can update details, including the photo, by hovering over the current image and clicking the photo icon. If you're logged in as an admin, you can manually update the membership start and end dates.

Freezing Membership

If you need to freeze the membership for a period, press the Freeze Account button. You’ll see the member's previous freeze history. Press Create New to register a new freezing period. Select the starting date, and if you know when to unfreeze, check the tick box and select the unfreezing date. The system will calculate how many days are frozen, along with the member's pending membership days. Press Save to complete the freezing process.

Unfreezing Membership

To unfreeze a frozen member, click on the 'Freeze Account' button. Then, double-click on the unfreeze log, select the 'Until' date, and press the 'Update' button.

Sending WhatsApp Reminders

You can send a WhatsApp reminder directly from the profile by hovering over the WhatsApp button. You’ll see a default membership reminder message, which you can amend before sending.

Adding Notes

To add notes for future reference, press the Notes button. You can see previous notes or create a new one by pressing the New button. Fill in the heading and content, then press Save. You can also edit or delete existing notes.

Checking Attendance

To check attendance for a specific customer, click on the attendance tab in the left-side menu. Select the course membership period you want to review.

Membership Renewals

For membership renewals, click on the subscription tab and press the renew button. Select the desired course, tax, and start date, enter the promo code if available, and verify the data. Press Save to complete the renewal.

Cancelling Membership

If you need to cancel a membership, double-click on the membership log and press the Cancel Membership button. Please note, cancellation is a permanent action and will remove the membership, invoice, and related transactions.

Attendance Records

To check attendance records or export them, double-click on the membership log and press the Attendance button. You can also export this data to Excel or PDF.

Viewing Invoices

To view all invoices for a customer, press the Invoices tab on the left side, select the date range, and the system will list all invoices between those dates. You can export this data to PDF or Excel.

Generating New Invoice

To generate a new invoice, press Create New and complete the sales entry. For more details, refer to the invoice tutorial. Similarly, you can check all receipts for the customer by clicking the Receipts tab.

That concludes the membership registration and management tutorial. Thank you for using Auxwall!