Contact person: FileMaker POS & Membership Check-In System

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Location: United States

Budget: Recommended by industry experts

Time to start: As soon as possible

Project description:
"Project Brief: Member Check-In & Sales System

1) Purpose

We need a FileMaker-based application to manage member check-ins, memberships, locker/room rentals, and point-of-sale handoffs. Staff should be able to quickly find a member, view their status, sell or renew memberships, apply rentals or fees, and send the sale to Square POS. Managers need audit trails and tools to ban/unban members when necessary.

2) Primary Users & Roles
• Front Desk Staff (Standard): Search, check in, sell memberships/rentals, apply late fees, send to POS.
• Managers (Admin): Everything above + view membership history in bulk, set bans, view audit logs, access manager-only tools.
• System Admin (Full Access): Security, configuration, layouts, scripts.

3) Core Workflows

A. Login
• Users see a Login screen and authenticate.
• After login:
• Admins land on a dashboard or member list with management actions.
• Standard staff land on the Member List screen.

B. Member Search & List
• Member List screen shows:
• Buttons: Add New Member, Show All Records, Search.
• Each row displays member name, DOB, status chips (Valid, Expired, Customer Owes Fees), membership number, and expiration date.
• Clicking a row opens Member Details.

C. Member Details (Tabbed)

One layout with tabs:
1. Checkout! (default)
2. Member Details!
3. Membership History!
4. Managers Tab! (visible to Admin only)

1) Checkout!
• Member header shows name, DOB, status (Valid/Expired), current membership number and expiration.
• Step 1: Choose Membership Type — Buttons: 1 Time Membership, 6 Month Membership, VALID 6 Month Membership.
• Step 2: Choose Rental Type — Buttons: Locker, Regular Room, Double Room, Special Room.
• Actions — Send to Square POS, Charge Late Fee, Gym Locker, Free Pass.
• The UI guides staff through 1) select membership → 2) select rental → 3) send to POS.

2) Member Details!
• Editable member profile: First, Middle, Last, DOB, Account Fees, Fee Comments, general Comments.
• Utility buttons: Charge Late Fee and Send to Square POS.
• Timestamps for last actions.

3) Membership History!
• Scrollable log showing Start Date, End Date, Membership Type, Product Type, Modification Timestamp, Modified By.

4) Managers Tab!
• Member Ban Toolbar: set Banned Status, Ban Length, Ban Reason.
• Members Details Audit Log: who changed what and when.

D. Security & Visibility
• Managers Tab hidden unless user is Admin.
• Menu sets restricted for non-admin users.

E. Reporting & Filtering
• Date-range filtering (1 day, 1 week, 1 month, 3 months, 1 year).

4) Integrations
• Square POS: from Checkout, staff press Send to Square POS to complete payment externally.

5) Data & Audit
• Audit trail for field-level changes on Member Details (captures field name, old/new values, user, timestamp).
• Membership history records each sale/renewal and room/locker product selection.

6) Non-Functional Requirements
• Speed at the counter: check-in or sale in under ~10 seconds once the member is selected.
• Clarity: big buttons, minimal typing, color-coded statuses.
• Security: role-based access; manager tools not visible to standard staff.
• Maintainability: named objects, modular scripts, consistent themes/styles.

7) Key Screens (Deliverables)
1. Login Screen (branded, simple credentials UX).
2. Member List (search, add, status chips, quick open).
3. Member Details with tabs: Checkout, Member Details, Membership History, Managers.
4. Admin/Reports area (optional).

8) Buttons/Scripts (Must-Have)
• Navigation: Button bar to switch tabs/layouts.
• Checkout actions: membership buttons, rental buttons, POS send, late fee, free pass.
• List view buttons: Add New, Show All, Search, Log Off.
• Security: Log In / Log Off scripts, restricted menus.
• Filtering: Apply Filter script using date ranges.
• Audit: Log Field Changes on commit.

9) Acceptance Criteria
• Staff can find a member, sell a membership + rental, and send to POS in ≤ 3 clicks after selection.
• Status is clearly visible and color-coded on list and detail.
• Managers Tab hidden for non-admins.
• Audit log entries for each changed field.
• Filters adjust date ranges with visible refresh.
• Square POS handoff reliably opens/executes." (client-provided description)