Documentation of Gym Management Software by Hattrick Web Works
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Quick Intro and Overview of our Software
Membership Form!
The first section of the form is reserved for Gym Admins. It’s designed for quick entry of essential gym membership details like Member’s mobile number, Join date or last renewal date, Membership expiration date. This lets the backend start validating the Membership Status, send upcoming renewal alerts, and segment active vs inactive members effortlessly. Admins can update this anytime from their dashboard.
In the next section of Page your members take control of their own profile! In the second step, members can add their full name & email, Upload a profile image, Agree to your privacy policy and they can add Custom Fields to their requirements. Ensure simple input saves time for admins and members while giving your gym a more modern, flexible onboarding flow.
Need more specific details from your memberships? We’ve got you covered with easy to toggle Custom Fields, including Membership ID & Type, Phone or Email verification, Gender and Age, Health Notes or Injuries and More. You can add, remove, or reorder these fields without writing a single line of code. That’s powerful customization readily available in our software!
Filled by Gym Admins
Filled by Gym Members
Custom Fields Addons!
Auto Validation to Prevent Duplicate Registrations!
To keep your member database clean and accurate, our Gym Management Software has a built-in duplicate check that runs in real-time at the point of form submission. If a user tries to register using a mobile number or email that’s already in the system, they’ll see a clear message like “This Email/Mobile Number is already registered. Contact Admin for Renewal“
This ensures:
✅ No accidental duplicate entries
✅ Accurate member tracking
✅ Enhanced renewal process control
✅ Clean reports without duplicates
Only new, unregistered users can be submitted through the registration form. If a member’s subscription has ended or they need to renew, the system directs them to contact the Gym Admin / Gym Owner post their regular payments!
Membership Form!
Renewals are easier than ever with our dedicated Gym Membership Renewal Form, available only to authorized Gym Admins. This form ensures every membership is accurately updated with verified details helping you maintain clean records and provide timely service to your members.
Accessed by Gym Admins Only, To protect your gym’s member database, the renewal form is accessible exclusively by admins. If you’re updating an expiring membership or extending an active one, everything you need is here quick, efficient, and secure. Only Registered Users Data’s can able to Renew else you may get “Entered Mobile Number is either Wrong or Not registered. Please contact Admin!” Popup. Gym Admins can review the member’s renewal data, choose the mode of payment (Cash, UPI, Card), and record the updated renewal end date without any technical skill.
A proper renewal system avoids random renewal dates, billing confusion, missed payments, or duplicate entries. It also builds trust with your membership users, knowing their data and payments are securely tracked. Additionally, automatic reminders and renewal control allow you to boost retention rates without extra paperwork. You can also add the custom fields to the renewal form.
Accessed by Gym Admins Only
Custom Fields Addons!
Administrator
The Gym Membership Dashboard by Hattrick Web Works puts everything you need in one powerful and easy to understand view. Designed for gym owners and admins, this dashboard delivers real-time insights into your member base, their plan status, and renewal activity without digging through spreadsheets.
Detailed Dashboard!
Real-Time Member Status Tracking
At the top, get a visual snapshot of your membership health with a smart status pie chart that shows Active Members, Expiring Soon, Inactive Members You can instantly see where attention is needed whether it’s following up with expiring users or bringing inactive members back into your gym family. A quick status summary box shows total counts for each status, helping you stay on top of renewals and re activations.
Member Details at Your Fingertips
Each member record is displayed in a clean user table, showing Full Name, Email, and Contact Number, Join and End Dates, Current Membership Status, Verification Check, Member Profile Image. The table is sortable and searchable, so you can locate any record quickly perfect for busy gym front desks or admin teams managing large member lists. With Users Image easily recognize the mebership expiring user without knowing their names.
Instant Access to Registration & Renewal
With clearly marked buttons for Registration Form and Renewal Form, admins can take immediate action without switching tabs or navigating back to menus. Whether you're manually enrolling a new member or renewing an expired one, it’s just one click away. Also, Your software license status is always visible at the top, so you’ll know when it's time for a renewal keeping you connected to updates, support with Hattrick Web Works!
Secure Renewal Access for Admins
Renewals are a crucial part of running any successful gym, and our system ensures they’re handled with the highest level of data security and admin oversight. Only Gym Admin privileges have access to the renewal section inside the dashboard. This ensures that sensitive payment information, plan extensions, and personal data are only managed by authorized staff or gym owners. All data's were transmitted through end to end encryption and validated with a Key.
Pricing Table
Starter
₹ 599 / month
- Up to 50 Users
- Smart Dashboard
- Custom Fields & Forms
- Sub Domain Activation
- Smart User Renewal
- License Key (Included)
- User Image Upload
- Real time tracking
- Automated Emails (Renewal)
- SMS Notifications
- WhatsApp Integration
- Landing Page
- Member Verification Status
- Profile Preview
- Priority Support
Growth
₹ 699 / month
- Up to 100 Users
- Smart Dashboard
- Custom Fields & Forms
- Sub Domain Activation
- Smart User Renewal
- License Key (Included)
- User Image Upload
- Real time tracking
- Automated Emails (Renewal)
- Landing Page (Basic)
- WhatsApp Integration
- SMS Notifications
- Member Verification Status
- Profile Preview
- Priority Support
Pro
₹ 1299 / month
- Unlimited Users
- Smart Dashboard
- Custom Fields & Forms
- Sub Domain Activation
- Smart User Renewal
- License Key (Included)
- User Image Upload
- Real time tracking
- Automated Emails (Renewal)
- Landing Page (Pro)
- WhatsApp Integration
- SMS Notifications (Additional Charges Applicable)
- Member Verification Status
- Profile Preview
- Direct Form Link Share
- Priority Support
Automated Notifications for Expiring Memberships
Auto Notifications and Integrations!
Our Software automatically sends an mail alert to gym members when their membership is close to expiring. If the membership end date is less than or equal to 5 days away, their status will automatically change to “Expiring Soon”, and an email will be triggered to notify the user. We support multiple platforms to notify your users. By default, email notifications are auto-integrated. You can also enable SMS, WhatsApp, and even social platform alerts provided you have valid templates and necessary access. Terms & conditions apply.
Access Anytime, Anywhere Fully Web & Mobile Optimized
Whether you’re at the front desk or on the move, our software fits your lifestyle.
Access your Gym Management Dashboard on desktop, tablet, or smartphone without any app install required.
- 100% WebBased
- Mobile Responsive Design
- Works seamlessly on Android & iOS browsers
- Fast loading, no lag, no bloat
Software License & Activation
The software needs a valid key for all core functions.
1. Keys are issued by the Hattrick Web Works team.
2. The software checks the license through a secure API.
3. Expired/unverified keys will disable premium features.
Need help? Reach us at contact@hattrickwebwork.com
Upcoming Features & Blogs
We’re working on:
📰 A complete blog section to share tips with gym owners
💬 Commenting feature on blog posts for public discussion (moderated)
📢 Auto update notifications to keep your system up to date
A Product of Hattrick Web Works!
Resource Links
🔗 License Agreement → View Terms & Conditions
🔗 Privacy Policy → Read Full Policy
🔗 Contact Us → Connect Us Now