Overcrowded group workouts
Clients came to classes without a guaranteed spot. During peak hours, groups were overcrowded, and service quality dropped.
online booking · memberships · card access · reporting
Automation of accounting and online booking for Beles Arena
We implemented a unified system for a sports complex with an area of 10,000 m²: configured online booking for group training, management of sports sections, memberships and pool visits, card access and financial reporting.
Sports complexAstana, Kazakhstan10,000 m²
Online booking
Group workouts
Subscriptions
Card access
Financial reporting
BASubscription activeClient can book a class onlineAccess granted
Schedule · seat limit · visits · financial accounting
Group workoutBooking confirmed
PoolVisit recorded
Card accessAllowed
ClientBeles Arena
GeographyAstana, Kazakhstan
ScaleSports Complex · 10,000 m²
SolutionAccounting system and online booking
About the project
A large sports complex requires precise load control
Beles Arena is a 10,000 m² sports complex in Astana. It hosts sections, group workouts, a fitness hall, and a pool. With high client traffic, manual accounting is insufficient.
The main problem was with group classes: customers arrived without booking, groups became overcrowded, and the team could not manage capacity in advance. Online booking, memberships, visits, card access, and financial reporting needed to work together.
Before implementation
Manual accounting couldn't handle the visitor flow
Without one system, the team could not reliably manage schedules, class capacity, memberships, access, or the complex's financial performance.
No independent online booking
The client couldn't choose a suitable class and secure a spot in advance without contacting complex staff.
Subscriptions accounted for separately
The team needed a single client card with subscription status, available services, and visit history.
Need separate pool control
Pool memberships and actual visits needed to be tracked together in one system.
Access must be linked to accounting
Card access had to automatically account for the client's right to visit and record entry.
No unified financial reporting
Management needed a clear view of memberships, visits, and financial performance.
Solution
Built a unified digital circuit for the sports complex
Now the client books a spot independently, the system checks the subscription and group capacity, card access records the visit, and data enters accounting and reporting.
Before implementationBooking via staff or without reservationOvercrowded group classesFragmented subscription accountingSeparate pool visit controlAccess not linked to accounting systemNo consolidated financial reporting
WDAAccounting
Accounting
system
Unified framework
After implementationOnline booking for classesSeat limits in groupsUnified subscription databasePool visit accountingCard access by client statusFinancial reporting
Unified perimeter · integrated system stack
Online bookingGroup workoutsSectionsSubscriptionsPoolCard accessFinancial reportingVisits
01 · Accounting system
Created one database for customers and memberships
Implemented a central accounting system: the client card stores subscription status, available services, and visit history. The team works with unified data instead of fragmented records.
- Unified client card
- Status of active subscription
- Visit history
- Available services in one window
BASubscription activeAccess granted
Client card loadedUnified accounting system
Subscription verifiedStatus active
Visit history availableData updated in the system
02 · Online booking
Gave clients the ability to book a spot on the workout
A client with an active subscription chooses a suitable group class online. The system checks availability and reserves a spot, preventing group overcrowding.
- Independent online booking
- Checking active subscription
- Seat limit on the class
- Booking Confirmation
Yoga 08:00
Places available
Functional 10:00
Place booked
Stretching 18:00
Places available
Cycle 20:00
Place limit
The system reserves a place only within the available limit.
03 · Sections and Schedule
Configured sections and created a training schedule.
We structured the activity directions and formed a schedule within the system. For each training session, you can manage time, format, and available capacity.
- Catalog of sections and activities
- Group training schedule
- Place limit configuration
- Session load management
Functional training groupRegistration open · Place limit set
Stretching groupSchedule published
Swimming poolVisits are accounted for separately
04 · Pool and Visits
Automated subscription visit tracking.
The system records actual client visits and links them to the active subscription. For the pool, we configured a separate visit tracking loop.
- Recording each visit
- Subscription status check
- Separate pool accounting
- Client visit history
ZonePool
SubscriptionActive
VisitRecorded
Visit added to client history
05 · Card Access
Linked complex entry to accounting system data.
We configured card access: upon entry, the system checks the client's right to visit and records the visit. Staff no longer need to manually verify subscription data.
- Client card access
- Visit right check
- Automatic entry recording
- Fewer manual operations at entry
Client Cardtapped at entry
check
Subscriptionaccess granted
Visit automatically recorded
06 · Financial Reporting
Configured transparent financial control.
Membership and visit data is collected in one system. Management receives financial reports and can see how the complex is operating without compiling figures manually.
- Subscription accounting
- Visit data
- Financial reporting
- Unified view for management
Subscriptions
Sales · Accounting
Visits
Occupancy · Control
Accounting scopes
FITFitness and sectionsAccounting
POOLPoolAccounting
Result
From manual control to a managed visit system
Before implementation
- ×Group classes could become overcrowded
- ×Clients did not book in advance
- ×Subscriptions and visits were tracked separately
- ×Pool visits required separate control
- ×Reporting was collected without a unified scope
After implementation
- ✓Places are reserved via online booking
- ✓The system controls group capacity
- ✓Subscriptions and visits are linked
- ✓Card access records the actual visit
- ✓Financial reporting is available to management
Customer Journey
From class selection to recorded visit
Every step passes through a unified digital scope and requires no manual data reconciliation.
- 01
Client has a subscription
The system sees the subscription status and available client services.
- 02
Selects a class online
The client opens the schedule and selects a suitable workout.
- 03
System checks place limits
Booking is created only if there is a free place in the group.
- 04
Card opens access
Upon entry, the system checks visit rights and records the visit.
- 05
Data enters reports
Visit and financial data are available in a unified system.
Solution Architecture
One system for managing client flow
Online booking, memberships, schedules, visits, card access, and reporting work as one connected process.
Client scope
Online booking
Subscriptions
WDA
Accounting system
Clients · Schedules · Visits
Operational hub
Sections and workouts
Pool accounting
Card access
Financial reporting
Project Effect
The complex received a managed digital scope
The result is described through implemented processes without unverified numerical indicators.
Group classes became manageable
Clients book places online, and the system controls the capacity of each group.
Subscriptions collected in a unified database
The team sees the client status, available services, and visit history.
Entry linked to the accounting system
Card access checks visit rights and automatically records the visit.
Management received reporting
Financial data and visits are available in a unified management scope.
Implementation Stages
From section structure to unified financial reporting
1
Project StageClient and subscription accounting model
Configured client cards, subscription statuses, and available complex services.
2
Project StageSections and workout schedules
Entered workout directions, schedules, and place limits for group workouts.
3
Project StageOnline client booking
Enabled self-service booking for customers with active memberships.
4
Project StagePool and card access
Integrated pool visit tracking and card access with the accounting system data.
5
Project StageFinancial reporting
Set up reports to track memberships, visits, and financial performance.
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