Data Files samples / Gym and fitness studio

Tannery Yard Fitness

Members on monthly plans, direct debits, classes and bookings, personal training packs and visits for an independent gym.

Download 440 KB15 tables, 15 queries, 11 reports, 5 print templates and 34,288 invented records, dated back from 2026-10-22.

How the tables are related

A line runs from a field that points at another table's record to that table. Data Files keeps a record from pointing at one that is not there, and a query with both tables joins them by it.

Members.Plan points at Plans
Freezes.Member points at Members
Invoices.Member points at Members
Invoice Lines.Invoice points at Invoices
Payments.Invoice points at Invoices
Class Sessions.Class points at Classes
Class Sessions.Instructor points at Staff
Bookings.Session points at Class Sessions
Bookings.Member points at Members
Visits.Member points at Members
PT Packs.Member points at Members
PT Packs.Trainer points at Staff
PT Sessions.Pack points at PT Packs
PT Sessions.Trainer points at Staff

Start Here

The guide to this database: the everyday tasks a step at a time, each step saying which table, form, query, report or print template to open. Open its report, Start Here, to read or print it. Delete the table when you no longer need it; nothing else uses it. (31 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Order	Whole number	The order the steps are read in.
Task	Short text, required	The everyday task the step belongs to.
Step	Whole number	The step's number within its task.
What To Do	Long text	What to open and what to do there.

Business

The business's own details, in one record. Every document it prints, an invoice, a receipt, a statement or a letter, takes its name, address and payment details from here, so they are changed in one place. (1 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required	The name printed at the top of every document.
Address	Short text	The street address.
City	Short text	The town or city.
Postcode	Short text	The postcode or ZIP code.
Country	Short text	The country.
Phone	Short text	The phone number customers call.
E-mail	Short text	The address customers write to.
Website	Short text	The website, if there is one.
Tax Number	Short text	The VAT or sales tax registration number, printed on invoices. The sample has a placeholder.
Company Number	Short text	The registered company number, where the business is a company. The sample has a placeholder.
Bank Details	Short text	Where customers pay by transfer: the bank, account name and number. The sample has a placeholder.
Payment Terms	Short text	The words printed under an invoice's total, such as "Payment within 30 days".
Tax Rate	Number	The usual rate of VAT or sales tax as a fraction: 0.2 is twenty percent. Lines may carry a rate of their own.
Currency	Short text	The currency the business trades in, as its three-letter code.
Document Footer	Long text	A line or two at the foot of every document: thanks, opening hours, returns policy.

Plans

The memberships on offer, what each costs and its terms. Enter these first. (4 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required, unique	The plan's name, such as Off-peak or Family. Each name is used once.
Monthly Fee	Currency	What the plan costs a month, with VAT in it, as the price list shows it.
Joining Fee	Currency	The one-off fee paid on joining, with VAT in it; nought for none.
Minimum Months	Whole number	How many months a new member pays before they may leave.
Notice Months	Whole number	How many months' notice a member gives to cancel.
Freeze Fee	Currency	What a member pays a month while their membership is frozen.
Access Hours	Short text	When the plan lets a member in, in words that follow "may use the gym": printed on the card, the agreement and the welcome letter.
Tax Rate	Number	The VAT in the plan's prices, as a fraction: 0.2 is twenty percent.
Description	Short text	Who the plan is for and what it covers.

Staff

Everyone who works at the gym: the manager, the desk, the class instructors and the personal trainers. (10 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
First Name	Short text	Their first name.
Last Name	Short text, required	Their family name.
Role	Short text	What they do, such as Class instructor or Personal trainer.
Phone	Short text	Their phone number, for the rota and cover.
E-mail	Short text	Their e-mail address.
Class Rate	Currency	What an instructor is paid for each class they teach; empty for staff who teach none.
Session Rate	Currency	What a trainer is paid for each personal training session; empty for staff who give none.
Started	Date	The day they started.

Members

One record per member, past and present, with their plan, fee, payment day and where their membership stands. (328 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The membership number, printed on the card and quoted when they call: MEM-2026-0042. Given in the order members join, a new run each year.
First Name	Short text	Their first name.
Last Name	Short text, required	Their family name; lists are sorted by it.
Date of Birth	Date	Their date of birth: members must be 16 or over, or 14 on a family plan.
Address	Short text	House number and street.
City	Short text	The town or city.
Postcode	Short text	The postcode.
Phone	Short text	A phone number.
E-mail	Short text	Where invoices and booking reminders go.
Plan	Points at Plans, required	The plan they are on.
Monthly Fee	Currency	What they pay a month, kept here so a later change to the plan's price does not alter what they agreed.
Joined	Date	The day they joined and paid the joining fee.
Payment Day	Whole number	The day of the month their fee is collected, the day they joined (the 28th for anyone who joined on the 29th, 30th or 31st).
Minimum Term Ends	Date	The last day of their minimum term.
Status	Short text	Active (including members working out their notice), Frozen, Cancelled once their notice has run out, or Lapsed when they stopped paying.
Cancel Requested	Date	The day they gave notice; empty for a member who has not.
Ends	Date	The last day of the membership, once they have given notice or lapsed.
Health Declaration	Yes/No	Ticked when they have answered the health questions on joining.
Emergency Contact	Short text	Who to call if they are taken ill.
Emergency Phone	Short text	That person's phone number.
Notes	Long text	Anything staff should know, such as an injury to work around or the others on a family plan.

Freezes

Each time a member freezes their membership: one to three months from a payment day, at the plan's freeze fee. (44 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Member	Points at Members, required	The member.
Starts	Date	The first day of the freeze, a payment day.
Ends	Date	The last day of the freeze.
Reason	Short text	Why, such as an injury or travel.
Monthly Fee	Currency	The fee charged a month while frozen.

Invoices

An invoice for each month's fee, raised ten days before the payment day, and one when a member joins with the joining fee and first month. (2,592 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The invoice number: INV-2026-0042, given in date order, a new run each year.
Member	Points at Members, required	Who it is for.
Invoice Date	Date	The day it was raised.
Period From	Date	The first day the fee covers.
Period To	Date	The last day the fee covers.
Due Date	Date	The payment day it is collected on.
Net	Currency	The total before VAT.
Tax	Currency	The VAT within the total, each line's worked out to the penny and then added up.
Total	Currency	What is collected, VAT in it.
Status	Short text	Due (not collected yet), Paid, Retry due (the first try failed), Failed (both tries failed, to chase) or Written off.
Paid On	Date	The day the money came in; empty until then.
Method	Short text	How it was paid: Direct debit, Card on joining, or Card at the desk after a failed collection.

Invoice Lines

The lines on each invoice. (2,705 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Invoice	Points at Invoices, required	The invoice the line is on.
Description	Short text	What it is for, with the dates it covers.
Kind	Short text	Membership, Freeze fee or Joining fee, for counting income by kind.
Quantity	Whole number	How many, usually 1.
Unit Price	Currency	The price with VAT in it.
Tax Rate	Number	The VAT rate in the price, as a fraction, taken from the plan.

Payments

Every try at taking money for an invoice, collected or not, as the bank reports it: a failed direct debit and its second try are both here. (2,650 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Invoice	Points at Invoices, required	The invoice it was for.
Taken On	Date	The day of the try.
Method	Short text	Direct debit, or Card at the desk.
Amount	Currency	How much was asked for.
Result	Short text	Collected or Failed.
Reason	Short text	Why it failed, as the bank gives it; empty when collected.

Classes

The classes on the timetable, one record each, whatever day they run. (10 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required, unique	The class's name, as on the timetable.
Description	Short text	What the class is, for the timetable and website.
Minutes	Whole number	How long it lasts.
Capacity	Whole number	How many places it usually has.
Studio	Short text	Where it is usually held.

Class Sessions

Each time a class runs, past and on the timetable for the fortnight ahead. (1,261 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Class	Points at Classes, required	The class.
Instructor	Points at Staff	Who teaches it, or covers it.
Starts	Date and time	The day and time it starts.
Studio	Short text	Where it is held.
Capacity	Whole number	How many places it has this time.
Places Booked	Whole number	How many places are taken, kept up to date as members book and cancel, so free places show at a glance.
Instructor Fee	Currency	What the instructor is paid for it, from their class rate on the day.
Status	Short text	Scheduled, Held or Cancelled.

Bookings

Each place a member books in a class. (9,442 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Session	Points at Class Sessions, required	The class session booked.
Member	Points at Members, required	Who booked.
Booked At	Date and time	When they booked.
Status	Short text	Booked (still to come), Attended, No-show or Cancelled.

Visits

Every time a member comes through the door, as the door reader records it. (14,276 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Member	Points at Members, required	Who came in.
Visited At	Date and time	The day and time.
Entry	Short text	Gym floor, or Class when they came for a class.

PT Packs

Packs of personal training sessions sold to members, each with a trainer and a use-by date. (100 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The receipt number: PT-2026-0042, given in date order, a new run each year.
Member	Points at Members, required	Who bought it.
Trainer	Points at Staff	The trainer the sessions are with.
Bought On	Date	The day it was sold.
Sessions	Whole number	How many sessions are in it.
Price	Currency	What it cost, VAT in it.
Tax Rate	Number	The VAT rate in the price, as a fraction.
Paid By	Short text	Card or cash.
Expires	Date	The last day its sessions can be used.
Sessions Used	Whole number	Sessions given or missed without notice so far, kept up to date as they happen.
Status	Short text	Open, Used up or Expired.

PT Sessions

Each personal training session, given, missed or booked ahead. (834 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Pack	Points at PT Packs, required	The pack it comes out of.
Trainer	Points at Staff	Who gives it.
Session At	Date and time	The day and time.
Status	Short text	Booked, Done, No-show (missed without notice, so it counts as used) or Cancelled (with notice, so it does not).
Trainer Fee	Currency	What the trainer is paid for it, from their session rate.

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