Gym Management System: A QR Code Automated

Verification and Data Management System

for Olympic Fitness Gym Tacloban

Daga, Diana Claire O. Trero, Rizza

Cadayong, John Carl D. Bote, Ranel Cedrick
Daga, Kristine Mae R. Gerilla, Christian
Margallo, Praxzine Simborio, Therence A.
Block 1 – ICT Programming

A Capstone Project
Submitted in Fulfillment
of the Senior High School Program
TVL - ICT Track – Programming

ACLC College of Tacloban

Senior High School Department
Tacloban City, Leyte

2025
 Chapter 1

Introduction

1.1 Background of the Study

As digital technologies continue to evolve at an unprecedented pace,
organizations are under increasing pressure to adapt and innovate. Those that
fail to embrace digital transformation risk being left behind, as their more agile
competitors capitalize on new opportunities and navigate disruptions more
effectively (Westerman, Bonnet, & McAfee, 2014). The adoption of automation,
data-driven decision-making, and artificial intelligence has enabled businesses
worldwide to improve efficiency and streamline operations (Sebastian et al.,
2017). Industries that operate in fast-paced, technology-driven environments,
such as telecommunications and financial services, experience significant
benefits from digital transformation compared to traditional, slow-moving sectors
(Vial, 2019).

In the Philippines, businesses—including small and medium enterprises

(SMEs)—are increasingly adopting automated solutions to improve productivity
and efficiency. However, many organizations still rely on outdated manual
processes, leading to inefficiencies and human errors. This is particularly evident
in service-oriented businesses such as gyms and fitness centers, where tracking
customer activity and managing membership data are critical to daily operations.

Many local gyms continue to rely on manual record-keeping methods,

such as logbooks and Excel sheets, to manage memberships and verify check-
ins. These traditional processes increase the risk of human error, make record
retrieval cumbersome, and reduce overall efficiency. According to Sutam et al.
(2024), manual processes often result in inefficiencies, user dissatisfaction, and
delays, which can negatively impact business operations.

"Olympic Fitness Gym Tacloban" located at A. Veteranos Street, Tacloban

City, Philippines, is one of the many local gyms that uses a manual method for
checking in members and maintaining records. This approach is time-consuming
and prone to errors, leading to difficulties in verifying attendance and managing
member data effectively. As the number of gym members increases, the need for
a more structured and efficient system becomes evident. To address these
issues, this study proposes an automated Gym Management System with
features such as; Automated membership verification through QR Scan, Admin
interface for storing and managing membership information, tracking attendance
and gym activity, automated SMS promo advertising. The gym owner approved
of this system to be developed, stating that they needed a better way to handle
their processes and managing data, and this capstone project would help them
accomplish it.

1.2 Statement of the Problem

Current manual booking process are inefficient, time-consuming, and lack

real-time availability information, leading to customer inconvenience and difficulty
for gym management to optimize scheduling.

1.3 Statement of Objective

A gym reservation system aims to streamline booking processes, improve

efficiency, and enhance customer experience by enabling online reservations for
classes, equipment, and personal trainers, while also providing data for better
business management.

The main objective of the project is to develop software that facilitates the
data storage, data maintenance and its retrieval for the gym in an igneous way.
To store the record of the customers, the staff that has the privileges to access,
modify and delete any record and finally the service, gym provides to its
customers. Also, only the staff has the privilege to access any database and
make the required changes, if necessary.

1. To develop easy-to-use software which handles the customer-staff

relationship in an effective manner.
2. To develop a user friendly system that requires minimal user training. Most of
features and function are similar to those on any windows platform.

1.4 Conceptual Framework

Upon identifying the problem and objectives of the study, the researchers
created a brief mapping of how developing and implementing the system could
potentially provide solutions. By establishing a computerized Gym Management
System, the expected actions and outcomes are outlined below, ensuring a
structured and efficient approach to membership verification, data management,
and operational processes.

An efficient check-in
process, storing data,
membership SMS
INPUT
reminder

Using a QR Code
Integrated membership card
to verify needed
information, Admin interface
for both storage and
managing, automated SMS
for advertising and PROCESS
reminding of membership
status.

Instead of using a logbook and

excel to handle processes.
They can use a more efficient
system that not only will
improve how they manage their
gym, but it also has more
benefits that can help them
grow.
OUTPUT
 Figure 1.1 Conceptual Framework

The figure indicated above inputs a set of solutions to solve problems

that the respondent’s establishment is facing. These solutions are then

processed and taken into action for possible results and methods to occur.

1.5 Significance of the Study

The proposed Gym Registration System for Olympic Fitness Tacloban

aims to enhance efficiency in membership management and check-ins through
digital automation. By integrating a Java-powered system with QR codes, this
solution will provide several advantages:

Faster Check-ins & Reduced Manual Workload – Instead of manually logging

names, dates, and times, members can scan a QR code for automatic check-in,
significantly reducing wait times and clerical errors.

Improved Membership Tracking – With a centralized database in MySQL, gym

staff can instantly verify membership status without needing to check an Excel
sheet, ensuring seamless monitoring of active and expired accounts.

Automated Expiry Notifications – The system will send SMS/email reminders

to notify members of their upcoming membership expiration, increasing renewal
rates and reducing membership lapses.

Enhanced Member Experience – Members will have an online account

interface where they can track their attendance, check membership details, and
receive updates on gym activities.

Additional Convenience Through Online Payments – With GCash integration,

members can subscribe and renew their memberships online, making
transactions more accessible and hassle-free.
Efficient Gym Trainer Appointment System – The system will allow members
to schedule sessions with trainers, ensuring a more structured fitness
experience.

Promotion & Engagement Boost – Gym management can send notifications

about new promos, keeping members informed about discounts and special
offers, encouraging more engagement.

Through the implementation of this Java-based gym management system

with QR code integration, Olympic Fitness Tacloban will experience improved
efficiency, organization, and customer satisfaction, benefiting both staff and
members alike

1.6 Scope and Delimitation of the Study

The researchers have carefully followed the requests and requirements of

the gym owner throughout the conceptualization and development of the Gym
Management System. The system was specifically designed based on the gym
owner’s operational needs, ensuring that it remains simple, efficient, and easy to
use. The study strictly includes only the requested features, and no additional
functionalities have been implemented beyond what was discussed with the gym
owner, as they preferred to keep the system streamlined and manageable.

This system focuses on membership management, attendance tracking,

and payment processing, all of which were identified as essential features by the
gym owner. The system enables administrators to register and update members,
track their attendance using QR code-based check-ins, and manage membership
payments, integrating with GCash as a preferred payment method. Additionally,
based on the gym owner’s request, the system includes trainer appointment
scheduling, allowing members to book sessions, while trainers can manage their
schedules with ease. An admin dashboard has been implemented to provide
gym staff with a clear overview of membership status, occupancy, and financial
transactions. To ensure that members stay informed, the system also includes
automated notifications via SMS and email, which send reminders for
membership expirations and promotional offers.

This system’s admin interface must function offline, allowing local data
access and management, while members will access the system through a web-
based portal. This ensures that gym staff can continue managing operations
even without an internet connection, while members can check their status, book
appointments, and make payments online. Furthermore, the gym owner
expressed interest in expanding the system in the future, which is why a mobile
application is planned for later development to improve accessibility.

However, the system has certain limitations as per the gym owner’s
specifications. The system does not include fitness tracking features such as
workout logging, diet planning, or health assessments, as these were not part of
the gym owner’s priority requirements. The system is designed exclusively for
membership-based gyms and does not support pay-per-session models or multi-
branch franchise operations. Additionally, biometric authentication methods such
as fingerprint or facial recognition were not included, as the gym owner preferred
a simpler and more cost-effective attendance system. The financial management
aspect is also limited to membership payments, and does not cover advanced
accounting features such as tax computation or payroll management.

Due to the gym owner’s hardware and accessibility preferences, the

system was developed as a hybrid model, combining an offline admin interface
and an online web-based platform for members. The decision to prioritize a web-
based system for now was made to ensure compatibility with existing devices,
with future plans to develop a dedicated mobile application when the gym
expands its digital presence. These considerations ensure that the Gym
Management System remains cost-effective, easy to use, and tailored to the
specific needs of the gym owner and staff.

1.7 Definition of terms

The following are different terms the researchers have used:

Automation - the process that allows a component, process, or system

to run automatically.

Membership Profile – A digital record containing details about a gym member,

such as name, contact information, membership type, and expiration date.

QR Code – A machine-readable code assigned to each member for quick and

automated check-ins at the gym entrance.

Attendance Log – A record of gym visits by members, stored in the system for
monitoring purposes.

Automated Expiry Notification – A system-generated alert, sent via SMS or

email, reminding members about their upcoming membership expiration.

Admin Control Panel – A dashboard accessible by gym staff and administrators

for managing gym operations, including member registration, trainer schedules,
and payments.

Real-Time Monitoring – A feature that enables gym staff to track the number of
active members inside the gym and manage occupancy levels.

Check-In System – A method used by gym members to log their entry into the
gym using QR codes or membership ID scans.