Club management system
is a complete web enabled smart card solution for clubs offering
complete operational management of routine activities, relating
to staff and club members, into which a loyalty solution can
be built in.
What are the benefits of Club Software?
With our club management software, you can:
• Automate your daily transactions.
• Reduce manpower, time and cost.
• Store data securely.
• Make strategically important decisions/promotions
based on collated data.
Advantages of Smart Card
Cards can run multiple applications. (Identification, Club
Card, E-Purse, Loyalty, etc.)
Easy Forward & Backward Integration
Advantages to the Clubs
• Easy Operational Management
• Improves member satisfaction
• Best utility services & facilities provider.
• Reduced Operational Cost
• High Efficiency
o Easy accounting of Revenue with negligible
o Easy to keep accounting and track of dues
o Easy maintenance and accessibility of
o Entry and exit of members can be recorded
in facility areas.
o Support in maintenance as a high profile
o Less storage place: Large storage places
used now would become redundant & can
be utilized for better purposes.
o Reduce the back office staff.
o Assured return on capital outlay.
o Increase in revenue by efficient management.
o Lay a platform for multi-applications
i.e. can be accommodated as Loyalty card, Debit
o Budget friendly in terms of resource cost
o Provide complete monitoring system to
check for Memberships, Accounting, Inventory,
Facility management, Loyalty, and Advertisement.
o Win-win situation for all parties
• Get a complete High Tech look with complete automated
activities covering the
1. Entrance Gates
2. Restaurants & Bar
3. Health Club
4. Swimming Pool
5. Tennis Court and Squash
6. Card Room
8. Other areas.
SOFT WARE FUNCTIONALITY
The soft ware functionality describes the various
components / modules along with the sub-modules of the application
software that is to be deployed at various locations within
the club. The user interface screens and mechanism of operation
along with the data base design will be finalized only after
the systems analysis under taken at location and a final design
document will be submitted taken into consideration all forward
and backward integration.
The proposed solution will have the following Application
Modules and the sub-modules shall be detailed below.
1) Membership Module.
2) Attendance & Payroll.
3) F & B Module.
4) Front Office Module.
5) Entrance Module.
6) Sales Module.
7) Restaurant Module.
8) Central stores Inventory Module
10) Facility Management
Specification Of the Sub-Module:
a. Type of Memberships
This form is to facilitate the types of membership that the
club proposes to have and with options for adding, updating,
deleting or creating various types memberships.
b. Membership application form
This form is used whenever a person has agreed to take the
membership in the club. All the details pertaining to the
prospectus customer is entered along with the payment details
c. Membership confirmation form
This form is used to issue the membership card. The membership
creditability and the available credit facility offered to
the member, a responsible person in the club does this. The
system shall keep a track on the payments and transaction
of the member.
d. Member Profile
This form is used for getting the complete profile / history
of the members along with the history of transactions done
at various locations of the club. The user shall have options
to take in advices, instructions and notices to and from members.
d. Message Box
This facility is given for sending flyers, notices and complaints
to and from members and internal communication for the management.
Attendance & Payroll
a. Employee Details
This module facilitates the
entry of all the employees working in the club in various
departments. The attendance, payroll, leaves and permissions
of all the employees are monitored.
b. Leaves application / Permission Processing
The facility for leave application processing of the employees.
c. Shifts Management
d. Department wise Report
Food & Beverages:
a) Budgeting & Forecasting for banquets.
b) Dish Preparation cost
c) Menu Preparation cost
d) Course Preparation.
e) Daily Items requirement from stores.
f) Sales Report.
g) Item Popularity Analysis.
h) Item Grouping View
i) Stock on Hand
a) House Keeping
4. Room service
b) Enquires & Booking
c) Bill generation
a) In time / out time.
b) Messages / notices / account statements.
a) Prospective clients entry
b) Sales Forecasting as per prospective clients
c) Sales Target
d) Commission structure (4 layer)
e) Daily allotment of calls area wise
f) Sales follow up.
g) Monthly Target.
a) Table Booking.
b) Table Allotment for stewards / suppliers etc.
c) Shift / Roster allotment
d) Billing & Payments
Central stores Inventory
a) Stock Statements.
b) Purchase Orders.
c) Stores Accounting.
d) Supplier management.
a. Function booking
b. Menu preparation with costing
Advantage to the Club Members
• Boost members overall experience within the club with
a high tech feel.
• Through the card, members will be able to:
Pay their bills, Check for Balances/Statements.
Make enquiries & view club & personal
information on the net Issue instructions related
to their accounts.
• Card can also be used as
Privilege card / Discount card Insurance
& Medical Management.
Own Product & Services (gift cards/utility
The Club Management System is deployed as follows:
a. Entrance Gates
Two terminals can be installed at the entrance gates and other
strategic location of the club for the registration of the
club members with the Facility to enter the number of guests
accompanied for utilizing the club Facilities. For future
expansion or development the club can also allow the entry
only through Tungsten’s placed at the entrance gates.
This Tungsten’s will open only on the presentation of
a valid membership Card.
c. Health club / Swimming Pool & Tennis court
Computer kiosks can be installed near the swimming pool and
tennis court With the facilities of choosing the available
options offered by the club at These centers (Time booking,
Time masking, accessories like soap, towel, Bathing suits,
Kiosks can be made available at the administration office
to facilitate members to all their queries regarding the club
(bill generation, statements, programs, booking, subscribing
to certain facilities with out the intervention of any staff
of the club etc.). The administration kiosk can be completely
interactive and user friendly.
Through the smart membership card, library management will
become easier and efficient as all the books and periodicals
taken by the members will be recorded on to the card with
details of the books taken on complementary or dependant cards.
f. Internet Cafes (Additional Cost)
The club has an option to open an Internet café for
the members as the same card can be used for Internet surfing.
When a member comes to the Internet café for browsing
the time spent on the computer system is calculated and credited
or debited on the smart membership card.
g. Sundry Terminals
The rest functional areas of the club can be fashioned in
the same manner as mentioned above.
h. Staff Attendance
The system can take care of the staff attendance in the same
fashion as mentioned above.
i. Smart Telephones
Can install smart telephones at strategic locations for the
convenience of the members to make local calls without disclosing
the telephone number to the operator.
j. Reports generation
Customized reports can be generated as per the clubs requirement.
Website: Can be designed as
per the requirement of the club @ cost