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 or link, track fitness goals, make payments, and monitor progress. Gym staff can manage attendance and payments through an admin dashboard. The system is designed to be scalable, with future support for multi-gym franchises.

Functional Requirements

As a Gym Member, I want to:

1. QR Scan / Link Open: Scan a QR code or open a link to access the gym-specific signup page.
2. Account Creation: Register with my name, email/phone, and password.
3. Body Metrics Onboarding: Complete an onboarding form with my height, weight, age, sex, and activity level.
4. Instant Results Screen: Receive automatic calculations for BMR, TDEE, and suggested daily calories.
5. Goal Selection: Select a fitness goal from predefined options (Fat Loss, Muscle Gain, Maintenance, General Fitness).
6. Goal-Based Target Calories: Understand how my selected goal determines whether target calories are above, at, or below maintenance.
7. Gym Joining: Join the gym digitally through the QR code or link.
8. Membership Activated: Have my membership activated upon successful payment.
9. Daily Check-in: Log daily attendance by tapping "I'm here" in the app or having my QR/ID scanned by gym staff.
10. Progress & Strength Comparison: View a progress page with weight-over-time charts and lift logs.
11. Lift-to-Bodyweight Ratio: Track my lift-to-bodyweight ratio and receive rankings.
12. Renewal Cycle: Receive automated reminders for membership renewal and payment failures.
13. Long-Term Member: Engage with features like milestone badges and referral prompts to enhance my membership experience.
14. Wearable Integrations: Integrate with wearables for additional fitness tracking (future feature).

As a Gym Admin, I want to:

15. Admin Visibility: Access a live dashboard showing daily attendance, membership status, and revenue summaries.
16. Core Design Principle: Ensure that every check-in and payment event reflects instantly on the admin dashboard.
17. Core Relationships: Manage relationships between users, memberships, payments, and attendance records.
18. Export Data: Export data such as member lists, attendance records, and revenue summaries to CSV.
19. Notifications: Send notifications and reminders to members about renewals and other important updates.
20. Personal Touch from a Human: Send personalized messages to members to enhance engagement and retention.

As a Super Admin, I want to:

21. The One Rule That Keeps This Simple: Centralize payment logic in one access-check function/middleware.
22. Core Mapping: Implement gamification features like league tiers and consistency points.
23. Season Mechanics: Manage season lengths and point resets for gamification.
24. Effort to Build: Prioritize features based on their impact on member retention and effort to build.
25. What to Copy: Implement best practices from existing platforms, such as automated billing and a simple member-facing app.
26. What to Avoid: Avoid pitfalls like confusing pricing and steep learning curves.
27. What to Never Gate: Ensure that login and viewing past data are never gated, even if membership is unpaid.
28. The Strongest Platforms Treat a Lead: Maintain a single record per member across their entire lifecycle.
29. A Trial Booking: Support trial bookings as part of the member lifecycle (future feature).

User Personas

1. Gym Member: Individuals who use the gym facilities and engage with the CRM for tracking their fitness journey.
2. Gym Admin/Front-desk Staff: Personnel responsible for managing daily operations, including member check-ins and payment processing.
3. Super Admin: The platform owner or manager responsible for overseeing the entire CRM system and its configurations.

Core User Flows

Gym Member Flow

1. Scan QR code or click link to access signup page.
2. Complete registration and onboarding forms.
3. Select fitness goal and membership plan.
4. Make payment and activate membership.
5. Use the app for daily check-ins and progress tracking.
6. Receive reminders and notifications for renewals.

Gym Admin Flow

1. Log into the admin dashboard.
2. Monitor daily attendance and membership statuses.
3. Export necessary data for offline use.
4. Send notifications and manage member communications.

Visuals Colors and Theme

• Mobile-first responsive UI with a simple, uncluttered dashboard.
• Use of Tailwind CSS for styling to ensure a clean and modern look.

Signature Design Concept

• A branded, simple member-facing app/web view that is easy to navigate and use.

Interaction Model & Motion Direction

• Smooth transitions and animations for a seamless user experience.
• Intuitive navigation with clear call-to-action buttons.

Non-Functional Requirements

• The system must be mobile-responsive and optimized for phone use.
• All calculations and formulas should be accompanied by explanations to build user trust.
• Payment gateway integration must handle webhooks for reliable membership activation.

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 future support for multi-gym franchises.
• The MVP scope includes core functionalities like signup, onboarding, payment, and basic progress tracking.
• The system should be easy to use with minimal training required for gym staff.

Glossary

• BMR: Basal Metabolic Rate
• TDEE: Total Daily Energy Expenditure
• MVP: Minimum Viable Product
• QR Code: Quick Response Code
• JWT: JSON Web Token

This document serves as a comprehensive guide for the development and implementation of the Gym Membership & Fitness CRM, ensuring all necessary features and requirements are clearly defined and understood.