Free gym membership Excel sheet: a register with fees, dues and expiry dates
A free Excel register that works out when each plan ends, who owes what and who is due this week, with a daily cash and UPI log. It opens in Excel, Google Sheets and LibreOffice.
Most small gyms start with a register book, then move to an Excel sheet. A book can’t tell you whose plan ends this week without turning every page. A spreadsheet can, if it is set up for it, and most aren’t: they hold names and phone numbers, and the dates and dues still get worked out in somebody’s head.
This one does the working out. Type in the date a member’s plan started, how many months it runs, the fee and what they have paid, and it shows when the plan ends, how many days are left, whether it is active, ending soon or over, and how much is still owed. It is free, it needs no sign-up, and it opens in Excel, Google Sheets and LibreOffice.
Gym membership register (.xlsx)
Register, daily collections, summary and instructions. Free, no sign-up.
What is in the register
Five sheets, each with one job:
| Sheet | What it is for |
|---|---|
| Register | One row per member: phone, plan dates, fee, paid, and the status and dues it works out |
| Collections | Every payment as it comes in, with today’s cash and UPI totals to match at closing time |
| Summary | Running plans, plans ending this week, plans that have ended, total dues, today’s collection |
| Members | The Register again, laid out for importing into Aeren. It fills itself; leave it alone |
| How to use | The steps on this page, inside the file |
The grey columns on the Register are formulas. You never type in them, and they never need dragging down: 500 rows are ready.
The columns, and what to type
| Column | Filled by | What goes in it |
|---|---|---|
| Name | You | As the member is known at the desk |
| Phone | You | Mobile number. Spaces and +91 are fine |
| You | Optional | |
| Plan start date | You | The day their current plan started, not the day they first joined |
| Plan (months) | You | Pick 1, 2, 3, 4, 5, 6 or 12 |
| Plan ends on | The sheet | Start date plus the plan length |
| Days left | The sheet | Negative once the plan has ended |
| Status | The sheet | Active, Ends soon (7 days or fewer) or Expired |
| Fee (₹) | You | The price of the whole plan |
| Paid (₹) | You | Everything paid so far towards this plan |
| Dues (₹) | The sheet | Fee minus paid |
| Notes | You | Anything else: PT, a promised date, a discount and why |
One column matters more than the rest. Plan start date is when the current plan began. A member who joined in 2023 and renewed for three months on 1 October has a plan start date of 1 October. Get that right and every other column follows.
Using it day to day
- A new member joins. Add a row on the Register with their plan, fee and what they paid today, and a line on Collections for the payment.
- Someone pays. Add a line on Collections (date, name, amount, cash or UPI) and update Paid on their Register row. Dues drops by itself.
- Someone renews. Change their plan start date, plan length, fee and paid on the same row. The old payments stay on Collections.
- Every morning. Filter Status for Ends soon and Expired, or sort by Days left. Those are today’s renewal messages. Filter Dues for anything above zero to see who owes money.
- At closing time. Check the box at the top of Collections: cash today and UPI today. Count the drawer and check the day’s UPI against them before you lock up.
For the messages themselves, there are 42 renewal messages and 36 fee reminders ready to copy, in English, Hinglish and Hindi.
Using it in Google Sheets
Upload the file to Google Drive, then open it with Google Sheets. The formulas, drop-downs and colours all carry over. The advantage is that everyone you share it with sees one copy, so the desk and the owner are never looking at different versions.
If two people will be taking money, give each their own Google account rather than sharing one login, so the file’s version history shows who changed what.
Register book, Excel or gym software?
| Job | Register book | This Excel sheet | Gym software |
|---|---|---|---|
| Who ends this week | Turn the pages | Filter Status in a few seconds | On the screen every morning |
| Who owes money | Add it up by hand | Dues worked out on every row | Worked out, including part payments |
| Part payments | One line each | A running total, plus the Collections log | Each payment kept with its date |
| Two people taking money | One book at the desk | One file; easy to overwrite each other | Separate logins and permissions |
| Reminders | Call or message by hand | Message by hand | A list of who to message, with the message ready |
| Attendance | A separate register | Not covered | Fingerprint machine or QR |
| Cost | About the price of a notebook | Free | A monthly fee |
A spreadsheet starts to strain in four places: when two people take money and one overwrites the other, when you need to know what somebody paid in March, when Paid isn’t updated because the evening was busy, and when the laptop that holds the file is the only copy of your register.
How Aeren helps
Moving the register into Aeren
You don’t have to retype anything. The register has a Members sheet laid out the way Aeren reads a bulk import, built from your Register as you fill it. In Aeren, open Members, then New member, choose Bulk add (.xlsx) and upload the same file.
A few rules come with it. Plan lengths must be 1, 2, 3, 4, 5, 6 or 12 months, and start dates from 1 January 2024. A member who has paid part of their fee comes in as owing the whole fee, so record what they paid in Aeren afterwards; it clears their oldest dues first. On Pro, members with an email address are sent a login for the member app.
From then on the morning filter isn’t needed. Ends soon lists every plan ending in the next seven days, the dashboard sorts members into Owes money, Needs renewal and Due this week, and each payment is kept with its date.
Common questions
Is this gym membership Excel sheet really free?
Yes. There is no sign-up and no email to give. It is not locked or time-limited, and you can change it however you like.
Does it work in Google Sheets?
Yes. Upload the file to Google Drive and open it with Google Sheets. The formulas, drop-downs and colours all work, and everyone you share it with sees the same copy.
How do I record a part payment?
Put the total paid so far for the current plan in the Paid column, and Dues shows what is left. Add each payment to the Collections sheet as well, so you have a dated record of who paid what, and how.
What do I change when a member renews?
Change their Plan start date to the day the new plan starts, then the plan length, the fee and what they have paid towards it. The end date, status and dues update by themselves, and the old payments stay on the Collections sheet.
How many members does it hold?
Five hundred rows are ready. For more, unprotect the Members sheet (it has no password) and drag the last row’s formulas down on both the Register and Members sheets.
Can I move this register into gym software later?
Into Aeren, yes, without retyping. The file has a Members sheet laid out the way Aeren’s bulk import reads it, so you upload the same file from Members, New member, Bulk add (.xlsx).