ABC Gym is a mid-sized fitness centre that offers various membership plans and fitness services. To streamline its operations, the owner of ABC Gym, Peter, is looking to develop a Gym Management System to handle memberships, trainer schedules, class bookings, and payments efficiently.
The ABC Gym Management System will focus on handling administrative and operational tasks. Each member will have a unique profile containing their personal information, including name, date of birth, gender, address, email, phone number, membership type, start date, and expiration date. Memberships can be individual (1 adult), couple (2 adults), student (between 13-17 at the time of signup), or family-based (2 adults and 2 students), and members should be able to update their personal information and renew their membership online with options to upgrade/downgrade their plan, apply discount codes, and opt for auto-renewals. There are four (4) levels of membership: monthly, 3-month, annual and 2-year.
Members should be able to check in using a QR code or mobile app at the gym entrance. They can freely use the equipment in the fitness centre, while some special equipment needs to be booked. ABC Gym offers personal training sessions and group classes (45 minutes each). The group classes include Pilates class, Yoga class, High Intensity Interval Training (HIIT), Strength training, Dance class, Kick-boxing class, Boxing class, Spin Classes. Members can only book five (5) personal training sessions every week and unlimited group class sessions. Booking a personal training session requires selecting a trainer based on availability and confirming the time slot.
The system will store trainer profiles, including their name, specialisation, availability, and contact information. Trainers can offer personal training sessions or conduct group fitness classes. Trainers can manage their profiles, availability, and schedules, and access booking details in the system. If changes conflict with existing bookings, affected members will be notified. Each class will have a title, description, duration, schedule, location, trainer assigned, and capacity. Members can book personal training sessions or register for group class sessions through the system. Each class will have multiple sessions throughout every week. The system should track attendance records for members attending classes and personal training sessions. If a class reaches full capacity, members can be placed on a waiting list. Waitlisted members will be notified if a spot becomes available.
The system will also handle payments and invoicing. Gym members will be able to make online payments for new membership, membership renewals and personal training (in addition to 5 sessions per week). Members can log in to view overdue invoices and make payments using various methods, including loyalty points. Members earn loyalty points based on activity and purchases. These points can be redeemed for discounts on membership renewals, upgrades, or personal training sessions. The system will generate invoices for each payment, tracking the amount paid, due date, pay date, and status (paid, pending, or overdue). If a member fails to pay on time, the system will issue an overdue notice. Members can choose to suspend their membership for one (1) or three (3) months, and they can suspend their membership a maximum of two (2) times.
New members need to register at the reception with the administrative staff. Administrative staff will register new members, manage memberships, payments, and bookings. Peter will use the system to generate reports on membership trends, gym equipment utilisation, class attendance, and overdue payments.
Below is a more detailed description of two scenarios for the proposed ABC Gym Management System: managing class bookings and renewing memberships.
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When a member wants to attend a group fitness class, they must log in to the gym portal or mobile app and navigate to the “My Bookings” section. From there, they can search and filter available classes by type (such as yoga, HIIT, or spin), date, and time. Each class listing displays key details, including the class title, description, duration (always 45 minutes), assigned trainer, location, scheduled start time, total capacity, and number of spots remaining. If a class has available spots, the member can click “Book” to confirm a spot. The system checks whether the member has already booked the same session or whether the class is at capacity. If the booking is valid, the system saves the booking and displays a confirmation. If the class is full, the member can click “Join Waitlist.” The system adds the member to the waitlist and notifies them by email or app notification if a spot opens, asking them to confirm their attendance within 24 hours. Members can also cancel their booked classes by selecting a session from the “My Bookings” list and clicking “Cancel.” The system only allows cancellations if the request is made at least two hours before the class start time and updates the availability accordingly. Waitlisted members are automatically moved up if a confirmed member cancels. Class sessions are scheduled on a recurring weekly basis, but each booking applies only to a specific session. There is no limit to how many group classes a member can book per week.
After logging into the gym portal or mobile app, a member navigates to the “Manage Membership” section to renew their current plan. The system displays the current membership type, expiration date, and available renewal options (e.g., monthly, 3-month, annual, 2-year). If the member’s account is currently suspended, the system displays a message informing them that renewal can only proceed if the suspension period is ending or has ended. Once eligible, the member selects a renewal term, chooses whether to enable auto-renewal, and can optionally apply loyalty points (100 points for 1 dollar) or discount codes to reduce the cost. The system calculates the total payable amount after discounts and points are applied. The member selects a payment method (e.g., credit card, loyalty points, or combined payment), and the system processes the transaction. Once successful, the membership’s new expiration date is updated, loyalty points are adjusted, and a confirmation with an invoice is shown to the member.
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The structure of your report should include the following:
Title Page
Executive Summary
Table of Contents
Introduction
Requirement Analysis and Modelling
System Design
Discussion
Conclusion
References (at least five (5) reputable literature sources; not included in the word count)
This is the user story for renewing membership:
“As a member, I want to renew my membership online so that I can continue accessing gym facilities without service interruptions.
” Based on the renewing membership scenario, your group must prepare and present:
Title slide
Team roles
User story with acceptance criteria
Scenario Walkthrough
System sequence diagram
Storyboard
Everyone MUST participate in presentations. NO mark will be given to those who do not present. After your presentation, your tutor will ask your group a few follow-up questions to assess your understanding of the scenario, system behaviour,
5 and interface design. You may be asked about (but are not limited to) the following areas:
You should not prepare additional slides for this part. Just be ready to justify your design decisions, system logic, and modelling choices. There are no “trick” questions. The focus is on your understanding, not memorisation.
The submission must be your work, that is, it must be the result of your readings, thoughts and discussion, and the expression of the ideas must be yours. Editorial assistance is permitted but should be limited to such matters as assistance with grammar and syntax, and suggestions for improving clarity of expression.
***IMPORTANT: Plagiarism – the action or practice of taking and using as one’s own, the thoughts, writings or other work of someone else – is not condoned by the University and severe penalties will be imposed where plagiarism is detected
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