Gym & Yoga Studio Member and Fee Register

About the Gym & Yoga Studio Member and Fee Register

A member and fee register for small gyms, yoga, dance and martial-arts studios that runs in your browser and keeps everything on your device. Add members with a photo, sell plans you price yourself — months, days or class packs, with a discount and a personal-training add-on — record full or part payments, and see who owes what. The renewals list shows who ends in the next 7, 15 or 30 days and who has expired, with a WhatsApp reminder for each member that you open and send yourself.

At the front desk, scan the member’s QR card with the phone or laptop camera (or type the code) to record the visit; the page says at once if the membership has ended or fees are due. Every payment gets a fee receipt worded by the rules of the Receipt Generator — amount in words, balance due — with your logo and, in India, your own UPI QR code for the balance. With a Premium pass, print member ID cards (one, or ten on an A4 sheet) and download the receipts and the monthly report; the free preview shows them as marked page images. Read the daily collection at any time, and export everything to Excel or CSV or an encrypted backup file whenever you like: the register’s own data is never locked.

Common uses

• Gyms with a few hundred members that want renewals and dues in one place instead of a notebook.
• Yoga, dance and martial-arts studios with batches, class packs and drop-in classes.
• Personal-training studios that add PT sessions to memberships and track part payments.
• Front desks that check members in with a QR card and need to see expired memberships at once.

Plans, dates and dues

• Months: a plan of n months from a start date ends the day before the same date n months later (5 October → 4 November); when that month is shorter, it ends on the month’s last day.
• Days: the start date plus the number of days, counting the first day.
• Class packs: a number of classes valid for a number of days; every visit in that time uses one class.
• Total = fee − discount + personal-training add-on; due = total − payments recorded for that membership. A renewal starts the day after the current membership ends, or today when it has already ended.

Scanning member cards

Each member’s card carries a QR code with the register’s own id and the member code (for example M0042), so a card of another studio’s register is not mistaken for one of yours. The camera picture is read on the device with the browser’s Shape Detection API where it exists and with the zxing-wasm reader everywhere else; nothing is sent anywhere. The same card is ignored for five seconds after a scan, and a member is checked in only once a day.

Receipts and UPI

Receipts follow the Receipt Generator: “Received with thanks from … the sum of … towards …”, the amount in words, the payment method and reference, the fee for the period, what was paid earlier and the balance due, and the box for the ₹1 revenue stamp of the Indian Stamp Act: on rupee cash receipts above ₹5,000, or on every receipt when you choose Always under Settings (Article 53 charges it on receipts above ₹5,000 and does not single out cash; States can have their own stamp rules). Receipt numbers run on from your prefix, and deleting a payment does not reuse its number. With your UPI ID under Settings, each receipt has a UPI QR code (the format of the UPI QR Code Generator) with the balance due, or without an amount when nothing is due.

Reminders, never broadcasts

A reminder is one WhatsApp chat link for one member, with your message filled in (change the wording under Settings): WhatsApp opens on your phone or computer and you read it and press Send yourself. The register sends nothing, has no “send to all” and keeps no queue — the members are your contacts, and the messages are yours.

Your data, on your device

The register is kept in this browser’s storage (IndexedDB) on this device. It is not copied anywhere: if the browser’s data is cleared, it is gone — so download the encrypted backup regularly. The backup is encrypted on the device with AES-256-GCM under a key made from your passphrase with PBKDF2-SHA-256 and 600,000 iterations (the OWASP Password Storage Cheat Sheet figure); without the passphrase nobody, including us, can open it. Excel, CSV and backup downloads always work: the register is yours.

Limitations

• One device: the register lives in one browser. Move it with the encrypted backup; it does not sync between devices on its own.
• No automatic messages: every WhatsApp reminder is opened and sent by you.
• Scanning needs a camera and the camera permission; otherwise type the member code.
• UPI QR codes are for UPI IDs in India and amounts in rupees.
• Receipts are payment receipts, not GST tax invoices.

Privacy

Members’ names, phone numbers, photos, payments and visits stay in this browser on your device (IndexedDB). The camera picture is read on the device; receipts, ID cards and reports are made on the device; backups are encrypted on the device. Nothing is uploaded.