Health and care
Gym Management Software Built for Nepali Gyms
Track every member, package, renewal and due fee in one place, mark attendance by card, fingerprint or QR and remind members on WhatsApp.
Most gyms in Nepal start with a register and a phone full of numbers. It works at forty members. At two hundred, the owner is scrolling through notebooks to find who joined on which date, who paid half, who is on a three month package and who quietly stopped coming. Gym management software puts all of that in one searchable record.
WebsNP builds the system around how gyms here really run: monthly, quarterly and yearly packages, partial payments, Bikram Sambat dates, VAT-ready receipts and a front desk that is busy at 6 am. Members get a clear expiry date and a WhatsApp nudge before it arrives, instead of an awkward conversation after.
You can see today's check-ins, this week's renewals and the total pending fee at a glance. Read the membership management page if you also run a club, or message us on WhatsApp for a gym demo.
Who Gym Management Software is for
Single-branch gym owners
You still keep members in a register and want renewals and dues to stop slipping through the cracks.
Multi-branch fitness chains
You need one member database and separate collection reports for each branch.
Personal training studios
You sell sessions with named trainers and need to track sessions used and remaining.
Women-only and zumba or aerobics centres
You run batch timings and class packages alongside normal memberships.
Hotel and club fitness rooms
You manage resident and outside members with different rates and access rules.
Problems it solves
| The problem today | How the software fixes it |
|---|---|
| Members forget their expiry date and renew late or drift away | The system shows each expiry in BS and AD and sends a WhatsApp reminder before and after it passes. |
| Partial payments get lost in a notebook | Every payment is posted against the member, so the pending balance is always one search away. |
| Nobody knows who actually attends | Card, fingerprint or QR check-in records every visit and flags members who have not turned up for days. |
| Trainer commissions and sessions are argued over at month end | Sessions are logged against a trainer, so the count of sessions used and left is not a matter of memory. |
| Freezing a membership for travel or injury recovery is done on a scrap of paper | A hold records the dates and moves the expiry date forward automatically. |
| Staff can edit or delete old receipts | Role-based access and an activity log show who changed what and when. |
Features and modules
Member profiles
Photo, phone, address, emergency contact, join date and full history in one record.
Packages and plans
Monthly, quarterly, half-yearly, yearly, class-based and personal training packages with your own names and rates.
Renewals
Renew from the member screen with the new expiry calculated for you, either from the old end date or from today.
Fees and dues
Part payments, advance payments, discounts and a pending dues list by member.
WhatsApp and SMS reminders
Due, expiry and birthday messages with templates you edit, sent from your own approved sender setup.
Attendance
Designed to work with card, fingerprint or QR check-in, or manual entry at the desk.
Trainers
Assign members to trainers, log sessions and keep a simple record for commission calculation.
Freeze and hold
Pause a membership for a set period and extend the expiry date by the days held.
Receipts and VAT
Numbered receipts that can be configured for 13% VAT where your business is registered.
Reports
Daily collection, expiring this week, lapsed members, new joins and trainer-wise sessions.
Supplements and locker
Optional counter sales of supplements, drinks and locker rent on the same bill.
Built for how Nepal works
Bikram Sambat dates
Expiry, join and payment dates can be shown in BS next to the AD date so staff and members read the same thing.
NPR and VAT-ready receipts
Amounts are in NPR. Where your gym is VAT registered, the receipt can be set up with 13% VAT. Confirm your own registration duty with the IRD or your accountant.
WhatsApp first communication
Members in Nepal answer WhatsApp faster than email, so reminders are written for WhatsApp, with SMS as a fallback.
Load-shedding and weak internet
The desk can fall back to manual attendance entry and sync when the connection returns. We discuss your power and internet setup during the demo.
Festival season and exam months
Dashain, Tihar and exam season change who attends. Reports show drops in attendance so you can plan offers.
How we get you started
- Demo on WhatsApp or video Tell us your packages, branches and attendance device. We show a demo close to your setup.
- Quote and agreement You get a written quote based on branches, members and the devices you choose.
- Set-up and data import We add your packages, trainers and receipt format and import the member list from your register or Excel sheet.
- Staff training The front desk and trainers practise registering, renewing and marking attendance on real examples.
- Go live with support We stay on call through the first weeks while the desk gets used to the new routine.
Get a demo and quote for Gym Management Software
Tell us about your business and we will reply the same working day with a demo and a clear quote. No obligation.
Chat on WhatsAppOr call / WhatsApp +977 9846280400
Guides: Gym Management Software
How to Choose Gym Management Software in Nepal
Choosing gym software is easier when you start from your own daily problems. Here is what to check before you sign.
Read guide ›Gym Fee Due Reminders on WhatsApp: A Simple System
Most late gym fees are forgotten rather than refused. A timed WhatsApp message recovers them without awkward desk conversations.
Read guide ›Gym Attendance System in Nepal: Card, Fingerprint or QR
Card, fingerprint or QR? Each check-in method has trade-offs in Nepal, from load-shedding to shared cards. Here is how to decide.
Read guide ›Gym Software vs Register or Excel: What It Costs You
A register looks free, but missed renewals and unrecorded dues are costs too. Here is how to compare honestly.
Read guide ›Gym Membership Freeze, Trainers and Package Mistakes
Freezes, trainer sessions and odd packages cause most gym record disputes. This checklist shows how to set simple rules and record them.
Read guide ›Frequently asked questions
Can the software send WhatsApp reminders for due fees?
It is designed to prepare and send due and expiry reminders using templates you edit. Delivery depends on the WhatsApp or SMS sender you set up with us, and we explain the options and any provider limits during the demo.
Which attendance methods are supported?
The system can be configured for card or QR check-in, for fingerprint devices where the device supports it, and for manual desk entry. Tell us the device you already own or plan to buy and we confirm compatibility first.
Can I move my current Excel or register data in?
Yes. We import member names, phones, join dates, packages and current expiry from a sheet. Handwritten registers can be typed in as part of set-up, and the effort depends on how many members you have.
How does freezing a membership work?
You choose the hold start and end dates and give a reason. The days on hold are added to the expiry so the member does not lose paid time. The hold stays on the member history.
Does it handle personal training and trainer commission?
Yes. Members can be assigned to trainers, sessions are logged and a report shows sessions per trainer. Your commission rule is set up with you, as every gym works it out differently.
Can I run more than one branch?
Yes. You can keep one member list with branch-wise collection reports and staff access limited by branch. Discuss your plan for shared memberships across branches in the demo.
What does it cost?
The price depends on the number of branches, members, devices and customisation, so we give a quote after a demo instead of a fixed public rate. Message us on WhatsApp for a quote.
What if the internet or power goes off?
Plan for it at set-up. Common approaches are a backup power source for the desk computer, manual attendance entry and entering records after the cut. We cover the right setup for your premises in the demo.