Club Management System

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

High Security
Cards can run multiple applications. (Identification, Club Card, E-Purse, Loyalty, etc.)
High Reliability
Easy Forward & Backward Integration

Advantages to the Clubs

• Easy Operational Management
• Improves member satisfaction
• Best utility services & facilities provider.
• Reduced Operational Cost
• High Efficiency
• Easy accounting of Revenue with negligible handling cost.
• Easy to keep accounting and track of dues collected
• Easy maintenance and accessibility of database
• Entry and exit of members can be recorded in facility areas.
• Support in maintenance as a high profile club
• Less storage place: Large storage places used now would become redundant &    can be utilized for better purposes.
• Reduce the back office staff.
• Assured return on capital outlay.
• Increase in revenue by efficient management.
• Lay a platform for multi-applications i.e. can be accommodated as Loyalty card,    Debit card, Co-branding
• Budget friendly in terms of resource cost
• Provide complete monitoring system to check for Memberships, Accounting,    Inventory, Facility management, Loyalty, and Advertisement.
• 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
7. Administration
8. Other areas.


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.

Application Modules:

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
9) Banquets
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 received.

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

Front Office:

a) House Keeping
1. Staff
2. Inventory
3. Laundry
4. Room service
b) Enquires & Booking
c) Bill generation


a) In time / out time.
b) Messages / notices / account statements.

Sales Department:

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.
h) Reports


a) Table Booking.
b) Table Allotment for stewards / suppliers etc.
c) Shift / Roster allotment
d) Billing & Payments
e) Reports

Central stores Inventory

a) Stock Statements.
b) Purchase Orders.
c) Stores Accounting.
d) Supplier management.


a. Function booking
b. Menu preparation with costing
c. Cashier

Facility Management

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 cards).

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, sauna etc).

d. Administration
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.

e. Library
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.