Prime Athletics Gym — Management System

Add member

Profile photo

First name *

Last name *

Email

Phone *

Date of birth *

Plan

Start date

Membership barcode

Home branch

Emergency contact name

Emergency contact number

Notes

Record initial payment now · membership fee paid at sign-up

Amount (TT$)

Method

The membership Start date field (above) is where coverage begins — set it to a future date if the member is paying now but starting later. The amount auto-calculates 1 period (plan duration); change the amount to extend coverage (e.g. 3× price = 3 periods).

Membership Agreement & Waiver of Liability

Have the new member read and sign below. Their typed name + drawn signature acts as legal acceptance.

I have read, understood and agree to the terms of this Membership Agreement and Waiver of Liability.

I confirm I am 18 years or older, or have a parent/guardian who will co-sign separately.

Sign below (use finger or mouse) *

Drawn signature acts as legal acceptance

Record payment

Member

Plan for this payment

Amount (TT$)

Coverage starts

Method

Payment date

Description / notes (optional)

Membership card

Signed Waiver

Edit signed waiver

Use this to correct the signer's name or capture a fresh signature (e.g. the member re-signs in person). The waiver text and version stay the same; the signed date updates to now.

Signed by (full name) *

Signature

Leave blank to keep the existing signature and only update the name.

Approve sign-up

Add plan

Plan name *

Description (optional)

Price (TT$) *

Duration *

Active (available for new members)

Show on public sign-up page

Add product

Click image to upload product photo

Product name *

Barcode (UPC or custom, for POS scanning)

Category *

Price (TT$) *

Cost of goods (TT$) what you pay

Backroom stock

Storefront stock

Low stock alert at (total)

Track inventory for this item

Adjust stock

Action

Quantity

Reason / note

Edit staff member

Adding a new staff member
Choose a username (no spaces, lowercase). After saving, you'll need to create the matching auth account in Supabase so they can log in — instructions will appear.

Username (login) no spaces · lowercase

Employee ID (for clock-in)

Full name

Role

Hourly rate (TT$)

Hire date

NIS number (employees only)

Contractor — NIS, Health Surcharge, and PAYE deductions will NOT be applied to payroll

Active employee

Add time entry

Staff member

Clock in

Clock out (leave blank if still working)

Notes

Create pay period

Payslip

Add location

Branch name *

Street address *

Phone

Email

Weekday hours

Weekend hours

Notes (optional)

Active (open for business)

Freeze membership

Freezing a membership temporarily pauses it. The member cannot check in until unfrozen. A reason note is required for accountability.

Reason for freezing *

Freeze until (optional)

If a date is set, the system will alert when it's time to unfreeze. Leave blank for indefinite freeze.

Mark payroll as paid

Payment date *

Payment method *

Specify other method

Reference number (optional)

Notes (optional)

Capture photo from webcam

Position the member's face in the centre of the frame, then click Capture.

Void / Refund payment

Voiding a payment marks it as Voided (not deleted). It will be excluded from revenue totals and a void entry will be added to the audit log.

Type *

Refund amount (TT$)

Reason *

Close shift & reconcile cash

Import members from CSV

Fix barcodes from Gymdesk

Edit member tags

Current tags

Add preset tag

Add custom tag

Upload document

Document type *

Document name *

File * (PDF, image, or document)

Notes (optional)

Max ~5MB per file. Files are stored as base64 in browser memory in this version — Supabase migration will move them to proper cloud storage.

Change membership plan

Reactivate this cancelled membership

Status will return to Active. Use this if the cancellation was made in error, or the member has returned.

New expiry date *

Reason for reactivation *

New plan *

Notes / reason (optional)

Cancel this member's active membership

Membership status will change to Cancelled. Their access ends on the effective date. A reason is required for the audit log.

Effective date *

Refund amount (TT$)

Leave blank or 0 for no refund.

Refund method

Reason for cancellation * required — logged permanently

Member Visit History Report

Visit history report

Add external instructor

Full name *

Phone

Email

Specialty / Class type

Bio / experience

Joined date

Notes

Active (currently renting)

Add rentable space

Space name *

Capacity

Default rental rates (instructors can be charged differently per contract)

Hourly (TT$)

Daily (TT$)

Monthly (TT$)

Amenities / equipment

Active (available for rent)

New rental contract

Instructor *

Space *

Start date *

End date *

Rate type *

Rate amount (TT$) *

Total contract value

Schedule / days & times

Notes

Record rental payment

Amount (TT$) *

Payment date *

Payment method *

Description

Notes / reference number

Add instructor client

Instructor clients are separate from gym members. They attend this instructor's classes only and don't have general gym access.

Client name *

Phone

Email

Joined date

Notes

Active

Receive new stock

Pick a product from the dropdown and click Add, or scan a barcode if the item has one. Set the quantity received for each, choose backroom or storefront, then Submit to update inventory.

Add stock to:

📦 Backroom (storage) 🏪 Storefront (shelf)

Deliveries usually go to the backroom first, then get moved to the shelf as needed.

Delivery notes (supplier, invoice #, etc — optional)

Bulk receive stock via CSV

Physical stock count

Stock count history

Sync member plans from CSV

Import products from Gymdesk

Clear imported data

Import payment history from Gymdesk