XploreGym is a complete membership and fee system in one Excel file for gyms, fitness studios, yoga centres, dance and martial-arts classes. Add your plans once. Every member’s validity, renewal date, pending fee and status is then worked out for you, and renewal reminders go out on WhatsApp in one click. There’s no app subscription or per-member fee, and your members’ data stays with you.
Contents
What you can do with it
- Sell any plan: day pass, monthly, quarterly, yearly, personal training or student. The end date, fee and admission fee fill in automatically.
- See every member’s status: active, expiring in X days, or expired X days ago.
- Send renewal reminders and pending-fee reminders on WhatsApp with your UPI ID.
- Take part payments and print fee receipts in member and office copies.
- Record daily check-ins, expenses and a monthly report with renewal rate and net cash.
Features
Plans & memberships
- Up to 20 plans, each with months, extra days, fee and an admission fee charged on a member’s first membership only.
- New or renewal is detected automatically. Add a discount, personal-training fee or freeze days to any membership.
- Optional GST %, with your GSTIN printed on receipts.
Members
- Up to 500 members, each with current plan, valid till, days left, status, total billed, paid, balance due, visits this month and last visit.
- Member card: every membership and payment for one member, ready to print.
Renewals & fees
- Renewals list: members expiring within your alert days (7 by default) and recently expired members who haven’t renewed, with last visit and renewal fee.
- Dues list: pending fees, biggest first, with WhatsApp reminders.
- Up to 4,000 payments, with receipt numbers generated automatically.
Running the gym
- Attendance: type the member ID at the counter. It warns if the membership isn’t valid that day.
- Expenses by head: rent, electricity, salaries, equipment, marketing.
- Monthly report: new members, renewals, sales, collection, expenses, net cash, active members at month end, gym visits and renewal rate.
- Dashboard with today’s check-ins, this month’s numbers, members to renew next, active members per plan and a chart.
What you get
- XploreGym 1.0 – Blank (Start Here).xlsx, with sample plans ready to edit
- XploreGym 1.0 – Sample Data (Demo).xlsx: 120 members, about 300 memberships, April to October 2026
- A built-in How to Use sheet and a README
Requirements
Microsoft Excel 2016 or later on Windows or Mac. It has no macros and works offline. Use one file per financial year.
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