Future Information Technology

Health Club

System

1. Aim

Health and Fitness Club Management Software developed for Ladies' Fitness facilities, Mens' Fitness Clubs and traditional Gyms. Easy to use features assist the fitness facility owner in tracking memberships, visits, measurements, payments, scheduling and other administrative functions.  

2.  Introduction To Health Club System

In response to Club list of requirements for the computerized scheduling system, IT Innovations (the Management Information Systems faculty and Management Information Systems Club) at FIT (Project Team) is proposing to develop a software product that will allow Club to have the ability to simplify the creation of their schedules and process.

This will be accomplished by designing a system that incorporates all of the scheduling rules, Requirements, and Preferences, Monitoring and allows the user to edit and rearrange the schedule before it is released. Automating this process will eliminate the current problems with the complex system.

This system will be 1) a desktop application and 2) a web based application (Website for the club, to connect the desktop application to the website, which will allow monitoring all club process).

The Project is proposing to complete the research, design, development and

Communication of the Club Computerized Scheduling System for a total of this document is intended to describe the Project Team’s proposed solution based on the

Information provided by Club and responses to questions.

1 A web-based application (CLUB WEBSITE)

By designing a web-based application, this will allow for many different options such as allowing users to make changes when they are not currently in the building. And the implementation of this site will be by using ASP.NET, SQL SERVER and CMS TOOLS, and other designing tools.

2) A desktop application

The Application will be developed using the VB.Net and MS SQL database server engine.  By designing and implementing a new computerized scheduling system that follows all rules, requirements, and preferences, Club’ will be able to prevent errors and simplify their current scheduling system. The system will be easy to use, and once implemented it could by used by the club staff to make their own changes to the weekend schedule without causing any errors.

3.  Salient features

Member Sign In:

• Dual Monitors are fully supported when a Serial Port Scanner is used.
• Sign In Messages may be modified and/or changed to any language.
• Allow members to sign in using their Telephone Number entered on a Numeric Keypad.
• Use a Bar Code Scanner and your own Bar Coded Key Tags or print Membership Cards with Bar Codes from the Fitness Software.
• On Screen Numeric Keypad for use with Touch Screen monitors.
• Display members' name and picture for better security.
• Show alert messages for Payments Due, Measurements Due, Contract Expiry, Birthday Messages, Global Messages and Private Messages.
• Birthday message last for 6 days after actual birth date.
• Alert messages may be assigned a unique sound to draw member and staff attention.
• Complete Visit History retained for each member.
• Control access through a Security Door.
• Control visit passes.
• In-house Activity display with current visit average.
• Launch Sign-In Screen only on second work station.
• Optionally display Contract Expiry on Sign-In screen and pre-alert 30 days prior to expiry.

 Member Information:

• Unlimited members allowed.
• Extensive demographic detail retained for each member.
• Easy member lookup by name.
• Member Lookup - Display Active Members only.
• Enter Monthly Fee without tax option.
• Picture Capture/Import with one click.
• Complete Audit of all Field changes.
• Membership Hold with reduced payment and history.
• Unlimited Notes History retained for each member.
• Store Bank and Credit card information for EFT export or export to Excel.
• Define unlimited membership types.
• Assign Passwords to sensitive information areas and fields.
• Unlimited membership types.
• Select Payment frequency (Monthly, By-Weekly, Weekly, Quarterly, Annual and payments to target.
• Alpha navigation keys on Member screen.
• Send Emails direct from Member file.

Member Measurements:

• Complete history of all Measurement Data.
• Create multiple Graphical Charts and report of member measurements.
• Calculates BMI and BMR for all measurement history.
• Record Blood Pressure and Heart Rate history with graphs.
• Six user definable fields may be used for any statistic and/or measurement.
• Form print makes recording new measurements easier.
• Record measurements for both left and right Thighs, Calves and Arms.
• Record "Height from Floor" for more accurate measurements.

Receipts/Invoices/EFT:

• Electronic Funds Transfer export utility. Export to ACH, TAB delimited and other formats.
• Print Check Drafts through CheckWriter software without re-posting.
• Record and print Receipts for membership fees or product sales.
• Complete receipt history detail for Daily, Weekly, Monthly, Quarterly or Annual reporting.
• Print receipts to regular Ink Jet or Laser printers or to "Point of Sale" spool printers.
• Print Invoices with alternate billing address for third party billing and retain complete invoice history. Print multiple Invoices from automatic lookup of Payment Due.

Staff Sign In:

• Allow Staff/Employees to sign in using their Staff Code, Telephone Number or Bar Code.
• Use a Bar Code Scanner and your own Bar Coded Key Tags or print Staff Cards with Bar Codes from the Fitness Software.
• A special Staff Sign In screen allows staff to record their Sign In and Sign Out times.
• All shifts are recorded.
• Show Staff messages for Global Messages and Private Messages from their supervisor.
• Staff may also send messages to their supervisor.
• Complete Payroll Shift History retained for each staff member.
• A Payroll Time Card maintenance program allows correction and additions to any time card record.
• A Payroll Report provides detail and/or summary information for posting to an external payroll system.

Reporting:

• Extensive pre-defined reports are available.
• A Communication Manager allows form letters, contracts and emails to be sent to selected groups of members based on user selected criteria such as Contract Expiry, New Member Welcome, No Visits, Birthday Greetings, NSF Letter, etc.
• Export selected data to an Excel Spreadsheet for custom reporting and Mail Merge purposes.
• Print alert reports for Measurements, Birthdays, Contract Expiry and Payment Due Dates.
• Control reports for Revenue/Deposit Balancing, Staff Commissions, Low Stock Re-Order and Product Sales.
• Monthly "Operations Analysis Sheet" report provides financial and statistical reporting.
• A Winners Report prints a list of members losing the most weight/Inches in a selected month.
• Daily Activity reports with hourly visit analysis.
• Milestone visit reporting for over 100, 200, etc visits.
• Create End Of Day definition for easy report printing.
• End Of Day setup allows flags for weekly, End of Month, 15 of Month or Day of Week.
• A "No Show" member report provides alert of members not attending.
• Staff Products Sold report - resorts the cash receipt report by Staff member.
• Print Membership Cards with optional pictures and bar codes. May be printed to Business Card stock or Plastic Card Printer.

Product Sales:

• Product table provides an unlimited inventory of products and/or membership fees.
• Access all Product codes through the Receipt Entry program.
• Product Inventory controls Stock On Hand, Point of Sale, Pricing, Re-Order levels and Suppliers.
• A re-order report provides an alert to re order low stock items.
• A product sales report provides an annual sales analysis.

Administrative Controls:

• Display your own Logo/Banner on the Main Menu and Sign-In Screens.
• Adjustable Tax rates and application.
• Set custom messages for Sign-In alerts. May be changed for language purposes.
• Select user defined sounds to associate with each alert message.
• User selectable phone formats for North America and Europe.
• Currency designation for Dollars( $ ), pounds( £ ), EURO( € ) sign or any other currency.
• Password selection for reporting and critical member information.
• User defined Date format and Location settings accommodate USA and Canadian preferences.

v Support is provided immediately during regular business hours. After hours calls are forwarded to Cell Phone support personal or are collected by a message center.