MemberCraft — Gym Membership Software

Gym membership software built for the front desk

Most gyms and studios still run on a register, an Excel sheet and memory: who has paid, whose plan ends this week, who is training on an expired membership. MemberCraft puts all of that on the reception PC. Each member has one profile with their plan, start and end dates, balance and every visit, and the dashboard tells you each morning who is expiring, who has lapsed and who owes money.

• Member codes (M0001…), search by name, phone or code
• Statuses: active, expiring, expired, no plan, archived
• Balance due shown in red everywhere it matters
• Keyboard shortcuts: F2 check-in, Ctrl+N new member

Renewals and fees without the arithmetic

Choose a plan and MemberCraft works out the dates — a renewal starts the day after the current plan ends, so members never lose days by paying early, and a lapsed member restarts today. Give a discount, take a full or part payment in cash, UPI, card or bank transfer, and print or save an A5 receipt with your logo details and the GST or VAT part shown.

• Plans in months or days: monthly, quarterly, annual, class packs, day passes
• Discounts and part payments with running balances
• Receipt numbers per year (R2026-00001), PDF or print
• Retired plans keep their name on old receipts

Check-in and reminders that bring members back

At the desk, type a code or mobile number and press Enter. Green means welcome in; amber means the plan ends soon or money is due; red means expired, with a Renew button right there. The Reminders screen lists everyone ending soon, recently lapsed or owing, with a friendly message you can edit — one click opens it in WhatsApp or your email app for you to send.

• One check-in per member per day, with undo
• Reminder window you choose (7 days by default)
• Message placeholders for name, plan, end date and dues
• Nothing is sent automatically — you stay in control

Reports, backups and your data on your PC

See collections by day and payment method, check-ins per day, your busiest hours and how many members joined, for any date range, and export members, payments or attendance to Excel. MemberCraft stores everything in one file on your PC, keeps 14 days of automatic backups, and can save a copy to a USB drive or cloud folder whenever you like. Nothing about your members is sent to Code Craft.

• Collections, attendance, peak hours, new members
• CSV export that opens in Excel
• CSV import to move from a spreadsheet
• Automatic daily backups and one-click restore

Free edition and Pro licence

Download MemberCraft and use every feature free for up to 50 members, for as long as you like. When you grow past that, buy a licence and paste the key: Pro unlocks unlimited members and removes the small free-edition line from receipts. Monthly and 1-year licences cover one PC with updates and email support; Lifetime covers three PCs and never expires.

Who it suits, and what it does not do

MemberCraft is made for a single front desk: one gym, studio or academy running on one Windows PC. Setup takes a few minutes — enter your business name, currency and tax details and five starter plans are created for you to edit. Version 1.0 is honest about its limits. It is Windows 10/11 only, with no Mac, phone or web version, and branches on different PCs do not share data. It does not connect to biometric, RFID or turnstile hardware, does not take online payments, and does not send SMS or WhatsApp messages by itself — it prepares each reminder and you press send. There is no app for members to log in to.

• One location, one front-desk PC
• Set up in minutes with starter plans
• No hardware integrations or online payments in 1.0
• Reminders are prepared, never sent automatically