You run a gym and you want to know, at any moment, whose membership has expired or is about to, how much each member still owes, who is subscribed but has stopped showing up, and how many active memberships you have. The free gym memberships tracker answers these from three logs you fill in: subscriptions, payments and attendance. The template and its page are in Arabic.
The problem it solves
In a gym notebook, small details get lost. A member renewed two months ago and you cannot remember when it ends; another paid part of a plan; a third is still active but has not visited for weeks and probably will not renew. The sheet does this arithmetic every time you open it and puts a list of people to call in front of you.
How it works, step by step
- Write your plans in Plans: name, price and length in months.
- Register members in Members: code, name, phone and join date.
- Add one Subscriptions row per subscription or renewal: start date, member code, plan and any discount.
- Record each payment in Payments and each visit in Attendance.
- The sheet works out each member's end date, status, balance and activity. Read Renewals and the Summary.
What each sheet does
- Settings: today's date (type =TODAY() to update itself), the "ending soon" and "stopped coming" day counts, and a date inside the month to summarise.
- Plans: names, prices and lengths; changing a price changes every subscription on that plan.
- Members: subscriptions, end date, status, value, paid and remaining, visits in the last 30 days, last visit and activity.
- Subscriptions: every subscription and renewal, with the end date calculated.
- Payments and Attendance: one row per payment or visit.
- Renewals: expired or soon-to-expire members, oldest end date first, with phone and balance.
- Summary: members by status, the money, the chosen month, visits, and a split by plan and payment method.
A walkthrough with the sample data
These are sample members and numbers, not real people. Today is 1 November 2026, "ending soon" is 7 days, "stopped coming" is 14 days, and the summary covers October.
- Ahmed Ali: annual plan, 4,800, ending 4 January 2027 (64 days away): "active", fully paid.
- Mohamed Sami: his monthly plan ended 9 October: "expired". He owes 300 (paid 900 of 1,200).
- Karim Fouad: quarterly plan with a 100 discount (net 1,400), ending 2 November: "ending soon".
- Basem Reda: monthly plan ending 1 November, today, so "ending soon". He paid 700 against 600, a balance of -100 (paid ahead), and last visited 27 days ago: "stopped coming".
- Laila Hassan: active half-yearly plan, owes 500, last visit 17 days ago: "stopped coming".
- Omar Khaled: active plan, no visit recorded: "never came".
- Heba Mostafa: quarterly plan ended 79 days ago: "expired".
Renewals lists four members: Heba (-79), Mohamed (-23), Basem (0), Karim (1). The Summary shows seven active memberships among ten members (70%), two of them ending soon. Subscriptions are worth 14,350 and 13,350 was paid; members owe 1,100 and 100 was paid ahead. In October, 4 subscriptions started (net 2,350), 2,150 was collected, 3 members joined and 17 visits were logged.
What you get
- A renewal list ready to call from, instead of searching the notebook.
- Early drop-off detection while the plan is still active.
- Works in Excel 2016+, Google Sheets and LibreOffice; free; 500 members, 1,000 subscriptions, 2,000 payments, 2,000 visits.
Using the online version
The template page opens on this worked example. Type in the white cells and the grey ones update at once; add records through an entry form. Import your own .xlsx made from this template, export to .xlsx, or download the original file. Your data stays in your browser and is not sent to the server. Open the template page or the template list.
Who it suits, and when it stops being enough
It suits a small gym or fitness studio run by its owner or one staff member. A common mistake is forgetting to log a renewal as a new row, which leaves the member "expired". If several people must record at once, or you want screens built around your gym, Softwiro can build you a custom program with a login per user and permissions. For daily expenses see the cash sheet, and for trainers' pay the payroll and attendance sheet. To weigh ready-made options, read how to compare business software.
FAQ
How is the end date calculated? Start date plus the plan's months, minus one day.
What do I do when a member renews? Add a new Subscriptions row; the sheet uses the latest one.
When is a member "stopped coming"? When the plan is active and the last visit is at least the Settings number of days ago.