System Requirements Document

Introduction

This document outlines the system requirements for a Gym Membership & Fitness CRM. The CRM is designed to streamline gym operations by providing a comprehensive platform for member registration, body metrics tracking, goal setting, attendance logging, automated payments, and progress analytics. The system is intended for use by gym members, gym staff, and potentially a super admin for platform management.

System Overview

The Gym Membership & Fitness CRM is a web application that supports mobile responsiveness. It allows gym members to register via QR code, track fitness goals, and manage their membership payments. Gym staff can monitor attendance and payment status through an admin dashboard. The system is designed to enhance member retention through gamification and automated reminders.

Functional Requirements

As a Gym Member, I want to:

1. QR Scan / Link Open: Scan a QR code to access a gym-specific signup page.
2. Account Creation: Register with my name, email/phone, and password.
3. Body Metrics Onboarding: Enter my body metrics (height, weight, age, sex, activity level) during onboarding.
4. Instant Results Screen: Receive automatic calculations for BMR, TDEE, and suggested daily calories.
5. Goal Selection: Select a fitness goal (Fat Loss, Muscle Gain, Maintenance, General Fitness).
6. Goal-Based Target Calories: Determine whether target calories are above, at, or below maintenance.
7. Gym Joining: Join the gym digitally through the platform.
8. Plan & Payment: Choose a membership plan (Monthly, Quarterly, Yearly) and make payments.
9. Checks in Daily: Access a member home dashboard to check in daily and view quick stats.
10. Lift-to-Bodyweight Ratio: View my progress page with weight-over-time charts and lift logs.
11. Long-Term Member: Receive automated reminders for membership renewal.
12. Renewal Cycle: Participate in gamification features like league tiers and consistency points.

As a Gym Admin, I want to:

13. Admin Visibility: Access a live dashboard showing daily attendance and membership status.
14. Override Attendance: Override attendance manually if needed.
15. Revenue Summary: View a revenue summary and filter/search members.
16. Data Export: Export data (members, attendance, revenue) in CSV format.
17. Personal Touch from a Human: Send personalized messages to members for better engagement.

As a Super Admin, I want to:

18. Platform Management: Manage gym-specific settings and oversee platform operations.

System Features

19. Payment Gating: Implement payment gating to restrict access to premium features for unpaid members.
20. Automated Reminders: Send automated reminders via email/SMS for membership renewals.
21. Mobile-First UI: Provide a simple, mobile-first responsive UI for ease of use.
22. Payment Integration: Integrate with payment gateways (Stripe/Razorpay) for secure transactions.
23. Gamification Elements: Offer gamification elements like streaks, badges, and leaderboards.
24. Data Exportability: Ensure data exportability for offline use by gym admins.
25. Core Design Principle: Maintain a single record per member across their lifecycle.
26. Core Mapping: Implement a league and rank system for member engagement.
27. Core Relationships: Define clear relationships between users, memberships, and attendance records.
28. Default on Joining: Assign default league tiers upon joining.
29. Effort to Build: Prioritize features based on their impact and development effort.
30. Fast to Build: Focus on features that can be quickly developed for MVP.
31. Progress & Strength Comparison: Provide tools for members to compare their progress and strength.
32. Season Mechanics: Implement seasonal resets and rewards for ongoing engagement.
33. The One Rule That Keeps This Simple: Centralize access control logic to simplify membership checks.
34. The Strongest Platforms Treat a Lead: Integrate lead management into the CRM for seamless operations.
35. Wearable Integrations: Plan for future integration with wearable devices for enhanced tracking.
36. What to Avoid: Avoid complex pricing models and steep learning curves.
37. What to Copy: Emulate successful features from existing platforms, such as automated billing.
38. What to Never Gate: Ensure members can always access their own data and payment options.
39. A Trial Booking: Allow potential members to book trial sessions through the platform.
40. One Honest Caveat: Acknowledge that no system is entirely unspoofable, and implement manual checks where necessary.

User Personas

Gym Member

• A gym-goer who uses the CRM to manage their membership, track fitness goals, and log attendance.

Gym Admin

• Front-desk staff responsible for managing member check-ins, monitoring payment status, and handling administrative tasks.

Super Admin

• The platform owner or manager who oversees the entire CRM system and manages gym-specific configurations.

Core User Flows

Member Registration and Onboarding

1. Scan QR code → Open gym-specific signup page.
2. Enter registration details → Create account.
3. Complete body metrics onboarding → View instant results.
4. Select fitness goal → Choose membership plan.
5. Make payment → Membership activated.

Daily Check-in and Progress Tracking

1. Arrive at gym → Tap "I'm here" in the app.
2. Attendance logged → Streak counter updates.
3. Log lifts or weigh-ins → Progress charts update.

Admin Dashboard Management

1. Access dashboard → View daily attendance and payment status.
2. Search/filter members → Export data as needed.

Visuals Colors and Theme

• A clean, uncluttered design with a focus on usability and mobile responsiveness. Colors should be gym-themed, using bold and energetic tones.

Signature Design Concept

• A modern, intuitive interface that emphasizes ease of use and quick access to key features.

Interaction Model & Motion Direction

• Smooth transitions and animations to enhance user experience, with a focus on mobile-friendly interactions.

Non-Functional Requirements

• Ensure high availability and reliability with minimal downtime.
• Maintain data security and privacy, especially for payment and personal information.
• Provide scalability to support multiple gyms in future versions.

Tech Stack

• Frontend: React or Next.js, Tailwind CSS, Recharts/Chart.js for graphs.
• Backend: Node.js/Express or Django, PostgreSQL.
• Auth: Email/phone OTP or standard email+password with JWT.
• Payments: Stripe or Razorpay with hosted checkout and webhooks.
• Notifications: Resend/SendGrid for email, Twilio for SMS/WhatsApp.
• Hosting: Vercel/Render for app, Neon/Supabase for managed Postgres.

Assumptions and Constraints

• The system is initially designed for a single gym, with potential expansion to multi-gym support.
• The MVP scope focuses on core functionalities, with additional features planned for later phases.

Glossary

• BMR: Basal Metabolic Rate
• TDEE: Total Daily Energy Expenditure
• CRM: Customer Relationship Management
• MVP: Minimum Viable Product
• PR: Personal Record
• 1RM: One-Rep Max

This document serves as a comprehensive guide for developing the Gym Membership & Fitness CRM, ensuring all functional and non-functional requirements are met for a successful implementation.