Gym & Fitness Center Management

Key Features

`Membership Plan` DocType with tiered pricing, duration, freeze allowance, joining fee and auto-renewal flags, linked to an ERPNext Item and price list

`Membership` records with lifecycle state (active, frozen, expired, cancelled) enforced by a `hooks.py` doc-event workflow, including pro-rated freeze/unfreeze

Recurring billing built on ERPNext `Subscription` — each cycle generates a real `Sales Invoice` so revenue lands in standard accounting

Dunning engine via `scheduler_events`: a daily cron flags overdue memberships, sends reminder emails, and can auto-suspend access after a grace window

`Class Session` scheduling with recurring templates, capacity limits, room/resource assignment and trainer allocation

`Class Booking` with server-side capacity validation, waitlist promotion, and no-show/late-cancel tracking through doc events

Trainer roster (`Trainer` DocType linked to `Employee`) with per-class, per-head or percentage commission rules that post Journal Entries to the ledger

Attendance capture via barcode/QR check-in through a client script plus whitelisted REST methods for turnstile or mobile-app integration

Equipment register with maintenance schedules and check-out logging, surfaced as a linked DocType

Frappe REST API + `@frappe.whitelist()` methods for member self-service, mobile booking and third-party access-control hardware

Role Profiles and permission rules separating front-desk, trainer, accountant and manager access, with field-level restrictions where needed

Query/Script Reports and dashboard charts for MRR, active-vs-churned members, class fill rate, trainer utilisation and outstanding dues

Automated member communications (welcome, renewal-due, expiry, freeze confirmation) via ERPNext Notifications and Email/SMS integration

Built and tested against ERPNext and Frappe v15/v16, packaged as a versioned app installable on your bench or Frappe Cloud

Built to order, done for you

No DIY setup — a working app, built, installed and supported by ECOSIRE.

You order

Start with a one-time build price. We scope it with you at kickoff.

We build & install

ECOSIRE builds, configures and installs it on your ERPNext.

Go live + support

You go live in about 2–4 weeks, with a post-launch support window.

About this Product

Gyms and fitness studios rarely fail on ERPNext because it can't invoice — they fail because the day-to-day objects a gym actually manages don't exist in ERPNext core. There is no Membership Plan, no Class Schedule, no trainer roster, no turnstile check-in, and no clean way to bill a member every month and chase the ones whose card declined. Teams end up bolting Subscription onto a Customer, tracking classes in a spreadsheet, and calculating trainer pay by hand — a stack that breaks the moment you add a second location or a second membership tier. This is where ERPNext native runs out of road for a fitness business.

ECOSIRE builds a proper Frappe app — installed into your own ERPNext bench — that models your operation as first-class DocTypes: Membership Plan, Member, Membership (with start/end, freeze and renewal state), Class Session, Class Booking, Trainer, and Attendance Log. Each connects to the ERPNext modules you already trust: a renewal issues a real Sales Invoice, recurring billing rides on ERPNext Subscription, and trainer commissions post through Journal Entries so your books stay reconciled. We keep everything inside standard ERPNext rather than a disconnected side system.

The behaviour is wired with hooks.py doc events and server scripts — validating class capacity on booking, generating the next invoice on renewal via a doc_events handler, and flagging overdue members through a scheduler_events cron for dunning — rather than fragile manual steps. Client scripts drive the front-desk UX (barcode/QR check-in, one-click renewal, freeze/unfreeze), while whitelisted methods exposed over the Frappe REST API let a mobile app or turnstile controller book a class, log attendance, or read a member's status. Role Profiles and permission rules scope what the front desk, trainers, and accountants can each see, and reports run on native Query/Script Reports so your data never leaves ERPNext.

Because this is build-to-order, we start from your real plans, class formats and commission rules — not a generic template. After a scoping call we deliver a written scope, build on ERPNext v15/v16, and stage it for you to test. Typical delivery is 2–4 weeks from confirmed scope depending on how many plan types, locations and integrations you need. You receive the installable source, a git repository handover, and a post-go-live support window — you own the app and can extend it yourself or keep us on to evolve it.

What you get

Installable source code for your version of the app, packaged as a proper Frappe app for `bench get-app` / `bench install-app`

Installation and configuration on your ERPNext bench (or Frappe Cloud), including DocTypes, roles, workflows and scheduler setup

Technical documentation: DocType schema, doc-event/hook map, whitelisted API reference and configuration guide

End-user guide plus a live training session for front-desk, trainer and accounting staff

UAT on a staging environment with a signed-off test plan and a documented rollback procedure

Post-go-live support window for bug fixes and adjustments after launch

Git repository handover with full commit history so you own and can extend the code

Configured starter data — membership plans, class templates and commission rules mapped from your real operation

Who this is for

Independent gym / studio owner

Runs one or two locations and wants memberships, recurring billing and class bookings inside one ERPNext system instead of juggling a spreadsheet, a card terminal and a separate booking app.

Multi-location fitness chain operations manager

Needs consistent membership rules, per-branch reporting, trainer commissions and access control across sites, with data consolidated in a single ERPNext instance for finance and management.

Yoga / CrossFit / boutique studio manager

Sells class packs and drop-ins more than annual memberships; needs capacity-limited scheduling, waitlists, no-show tracking and trainer payout by class or headcount.

Finance / accounts lead

Cares that every renewal, drop-in and commission posts to the correct ERPNext ledger, that dunning is automated, and that MRR and outstanding dues reconcile without manual spreadsheets.

How Gym & Fitness Center Management Compares

Criterion	ECOSIRE	Custom Build	Competitor	ERPNext Native
Fit to your gym's rules	Built from your real plans, classes and commissions	Fully bespoke but you specify everything	Generic feature set, hope it matches	No gym objects at all
Membership & recurring billing	Membership DocTypes on native Subscription + Sales Invoice	Depends on your team's design	Often its own billing, loosely tied to ERPNext	Manual Subscription bolted onto Customer
Class scheduling & bookings	Capacity-checked sessions, waitlists, no-show tracking	Buildable if scoped and budgeted	Basic scheduling, limited waitlist logic	Not available — spreadsheet territory
Trainer commissions	Rule-based, posts Journal Entries to the ledger	Possible with significant effort	Rarely handled or manual	Calculated by hand
Time to launch	2–4 weeks from confirmed scope	Months, plus hiring and iteration	Fast install, slow to fit your process	Immediate but incomplete
Ownership & extensibility	Full source + git repo handover, yours to extend	You own it if built in-house	Vendor-locked, closed source	Core only, no gym layer
Support & maintenance	Post-go-live window + optional retainer	Only if you keep the developers	Vendor SLA, variable responsiveness	Community/self-support
Total cost of ownership	Fixed build + optional support, no per-seat lock-in	High and unpredictable	Ongoing per-seat/subscription fees	Free base, high hidden manual-labour cost

Frequently Asked Questions about Gym & Fitness Center Management

How long does delivery take?

This is a build-to-order app, not an instant download. After a scoping call and a confirmed written scope, typical delivery is 2–4 weeks depending on the number of membership tiers, locations, commission rules and integrations. We stage it for your UAT before go-live so you sign off on the real thing.

Is this an existing app I can download from the Frappe Marketplace?

No. ECOSIRE builds it for your operation, installs it on your bench, and hands over the source and git repository. It is a purpose-built Frappe app modelled on your actual plans and rules — not a generic listing you download and hope fits.

How do support and updates work after launch?

Every engagement includes a post-go-live support window for bug fixes and adjustments. Beyond that we offer optional ongoing support and enhancement retainers. Because you receive the full source and git history, you can also maintain or extend it with your own team.

Which ERPNext and Frappe versions are supported?

We build and test against Frappe/ERPNext v15 and v16. We confirm your exact version during scoping and target it so the app installs cleanly on your bench or Frappe Cloud site.

Will it work with my recurring billing and payment setup?

Recurring billing is built on native ERPNext `Subscription` and `Sales Invoice`, so it uses whatever payment/gateway and accounting configuration you already run. We can integrate a card gateway or a specific check-in/turnstile device as part of scope.

Does it stay inside ERPNext or is it a separate system?

It lives entirely inside your ERPNext instance as first-class DocTypes, doc events, server/client scripts and permissions. Memberships, invoices and commissions post to standard ERPNext modules, so finance, reporting and roles all work natively — no disconnected side database.

Can members and trainers use a mobile app or self-service?

Yes. We expose whitelisted methods over the Frappe REST API for booking classes, logging attendance, checking membership status and self-renewal, which a mobile app, member portal or access-control hardware can call securely with role-scoped permissions.