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.
The everyday tasks of Tannery Yard Fitness, a step at a time. Each step names the table, form, query, report or print template to open. Inside the database, the Start Here report holds the same steps. Every table has a form of the same name under Forms.
1. Join a new member
- Open the Members form and press New. Type the next membership number in Number (MEM-2026-0042 after MEM-2026-0041), their name, date of birth, address, phone, e-mail and emergency contact.
- Choose their plan in Plan and type its fee in Monthly Fee. Type today in Joined, the day of the month in Payment Day (28 if today is later than the 28th), and the day their minimum term ends in Minimum Term Ends. Tick Health Declaration once they have answered the health questions.
- Open the Invoices form and press New for their first invoice: the next number in Number, the member, today as Invoice Date and Due Date, and the dates the first month covers. Add a line for the joining fee and one for the first month, each with Kind and Tax Rate.
- Take the payment by card, type today in Paid On, set Status to Paid and Method to Card on joining, and add a Collected line in the Payments form.
- Open the print templates Membership agreement, Welcome letter and Membership card from Print templates, choose the new member, and print each one. The member signs the agreement.
2. Raise and collect the monthly fees
- Each day, open the Members form and find the members whose payment day is ten days away. For each, open the Invoices form, press New, and enter the invoice with one line for the month (or for the freeze fee, if they are frozen then).
- Open the print template Monthly invoice, choose the new invoices, and press Save as PDF to e-mail them.
- On the payment day, when the bank reports the collections, add a line in the Payments form for each: Collected, or Failed with the reason. Set each invoice's Status to Paid with Paid On, or to Retry due.
- Five days later, add the second try in Payments. If it fails again, set the invoice to Failed.
- Run the query Payments to chase, or print the report Payments to chase, and call each member. When they pay at the desk, add the payment and set the invoice to Paid with Method Card at the desk.
3. Put the timetable in and take class bookings
- Each week, open the Class Sessions form and press New for each class on the timetable a week or two ahead: the Class, the Instructor, Starts, Studio and Capacity, the instructor's rate in Instructor Fee, and Status Scheduled.
- When a member books, open the Bookings form and press New: choose the Session and the Member, type the time in Booked At, and Status Booked. Add one to Places Booked on the session; take one off if they cancel.
- Run the query Classes in the next 7 days, or print the report Classes with places, for the desk and the noticeboard.
- Before each class, print the report Class registers. Afterwards set each booking to Attended or No-show, and the session's Status to Held.
4. Sell a pack of personal training
- Open the PT Packs form and press New. Type the next receipt number in Number (PT-2026-0042), choose the Member and the Trainer, type today in Bought On, the Sessions, Price and Paid By, and the use-by date in Expires. Status is Open.
- Open the print template PT pack receipt, choose the pack, and print the receipt for the member.
- Book each session in the PT Sessions form: the Pack, the Trainer, Session At, Status Booked and the trainer's rate in Trainer Fee. Afterwards set it to Done, No-show or Cancelled, and add one to Sessions Used on the pack for Done or No-show.
- Each week run the query PT packs running low, or print the report PT packs to renew, so each trainer can offer a new pack before the last session.
5. Freeze a membership or take a cancellation
- For a freeze, open the Freezes form and press New: the Member, Starts on their next payment day, Ends one to three months later, the Reason and the plan's freeze fee in Monthly Fee. The query Freezes now and coming lists them.
- For a cancellation, open the member in the Members form, type today in Cancel Requested, and in Ends the day before the first payment day a month or more ahead (or the end of their minimum term, if that is later).
- Run the query Members in notice each week and ask those leaving why. When their Ends day has passed, set their Status to Cancelled.
6. Win back members who have stopped coming
- Each Monday, run the query Not seen for 30 days, or print the report Members to win back.
- Call or e-mail each member on it, longest gone first; offer a free session with a trainer, or a freeze if they are away.
- Note what they said in Notes on the Members form.
7. Pay instructors and trainers, and see the month's income
- At the month end, print the report Instructor pay by month for the classes each instructor taught, and the report Trainer pay by month for the personal training sessions.
- Print the report Monthly income for the fees taken, with the VAT for the accountant, and run the query PT packs sold for personal training takings.
- Print the report Plan mix to see how many members are on each plan and what they bring in each month.