Membership sales, QR entry and attendance instead of a rented system and two websites

Member records, sales and entries all ran in a rented membership system for gyms. Next to it stood two separate websites — one for the club, one for the children's groups — and neither knew anything about the members.

Three legal entities operate under one brand, and one of them is an association that collects children's membership fees. Those are not invoiced but receipted as a membership contribution — a document the rented system had no notion of.

Who was in the hall could not be answered except by looking into the hall.

The public website with its CMS, the member and trainer portal, and the admin are one application over one database. The schedule, the sports and the trainers are written once and appear everywhere.

A member buys a membership, a drop-in visit or a private session through the payment gateway inside the portal. The document is issued automatically, with its own sequence per each of the three companies — and for the association as a receipt for a membership contribution rather than an invoice.

The same purchase puts a QR code in their phone. They carry it in the portal, in Apple Wallet or in Google Wallet; if the phone is lost they generate a new one and the old stops working at once.

At the entrance sits a reader on a Raspberry Pi: it reads the code, releases the door and records the entry. When the network drops it holds the scans and sends them once the connection is back. The server decides, under rules the club sets itself — how long before a training the code opens the door and how long after, separately for a membership card, a drop-in visit and a private session.

Every attempt has a result you can read: Entry, Membership expired, Limit exceeded, Invalid QR, Outside the window, Hall is full. Out of that comes attendance with derived exits, a live view of who is in the hall, and a heatmap of entries by hour and day.

Members were carried over from the rented system together with the period they had already paid for — they had no password and no code for the door, so a one-off script mailed them an invitation along with their QR code, and the contact spreadsheet with a tab per discipline became tags on the member records. The system has been running since 2026 and keeps growing; the next phases are planned, not deployed — full automation of the summer camps, celebrations, teambuilding and space rental, which today are lead capture, and further roles with trainer payroll data.