Metropolitan CRM
Project ProposalCustom CRM System for Metropolitan Sports Club
A tailored digital management platform to replace Excel, centralize member operations, simplify reception workflows, and prepare the club for future client and coach portals.
A First Look at the Metropolitan CRM
An interactive mockup of the proposed system. Switch between the owner and reception views to see how each role will work day to day.
0
Active Members
0
Expiring in 7 Days
0
Paused Memberships
0
Today's Check-ins
Check-ins This Week
Membership Status
| Member | Package | Remaining | Status |
|---|---|---|---|
| Ahmed S. | 12-Month Gold | 212 days | Active |
| Fatima R. | 6-Month Standard | 9 days | Near Expiry |
| Omar K. | 3-Month Basic | Paused | Paused |
| Salim M. | 1-Month Trial | 0 days | Expired |
Why Metropolitan Needs a Dedicated CRM
Metropolitan currently manages member operations through Excel sheets and a previous CRM system provided by a third-party company. As the club grows, this creates operational friction and limits visibility. The goal is to move to a dedicated, fully customized system built around the club's real workflow.
Fragmented member data
Member information is not centralized enough, spread across spreadsheets and a legacy system.
Slow reception workflows
Reception needs faster, cleaner access to member information at the front desk.
Limited owner visibility
The owner needs complete, real-time visibility over members, subscriptions, and daily operations.
Untracked subscription days
Subscription days, pauses/freezes, and usage tracking need to be recorded properly and consistently.
No foundation for digital access
Future coach and client digital access should be planned into the architecture from the beginning.
Disconnected access control
The existing Hikvision face-recognition access system should be reviewed and connected to the CRM in a later, parallel phase.
A CRM Built Around Metropolitan's Real Operations
The goal is to design and build a fully customized CRM for Metropolitan based on its actual operational workflow — not a generic off-the-shelf tool.
A Phased, Low-Risk Delivery Plan
The project is structured in clear phases. Phase 1 is the main contract scope: a practical, reliable CRM for internal club operations. Later phases extend the same foundation — nothing is rebuilt.
Core CRM / MVP
Phase 1 is focused on building a practical, reliable CRM for internal club operations. This is the first priority and the main contract scope.
Access & Roles
- Secure login system
- User roles: Owner/Admin, Reception User 1, Reception User 2
- Role-based permissions
Member Management
- Member/client database
- Add, edit, deactivate, and search members
- Store personal information
- Store selected package / course / subscription
Subscription Tracking
- Track membership start and end dates
- Track used days and remaining days
- Register pause/freeze periods and resume after pause
- Member status: active, paused, expired, cancelled
Dashboards & Delivery
- Reception dashboard
- Owner dashboard with basic reporting
- Clean UI/UX and user-friendly forms
- Error handling and bug fixing
- Hosting, domain, and database setup
- Basic training for reception and owner
Hikvision Access-Control Integration
The club currently uses a Hikvision face-recognition / access-control system. The goal is to connect access events to the CRM. Hikvision provides Hik-Connect OpenAPI and access-control integration options, but final implementation depends on the exact device model, API availability, account permissions, network setup, and access to developer tools and API keys.
Proposed Integration Goals
Technical Feasibility Review — Before Implementation
This integration is presented honestly: it requires a structured technical review before final confirmation.
- 01Identify the exact Hikvision device model
- 02Check whether Hik-Connect OpenAPI, ISAPI, SDK, or local network integration is available
- 03Check API key and developer access requirements
- 04Test sample event retrieval
- 05Confirm security and privacy requirements
- 06Then implement the final integration
Clear, Controlled Access for Every Role
Owner / Admin
- Full access to the entire system
- View all members
- Add / edit / delete users
- View reports and business insights
- Manage packages
- Manage reception users
- View Hikvision / access logs
Reception
- Add / edit member data
- Search members
- Update subscription status
- Pause / resume memberships
- Check remaining days
- View entry status
- Limited reporting
- No access to system settings unless allowed
Coach
- View assigned clients
- Add workout programs
- Update member progress
- Send notes to clients
Client
- View personal profile
- View subscription status
- View remaining days
- View workout plan
- Receive notifications and offers
The Building Blocks of the System
A Modern, Secure, Scalable Stack
What Metropolitan Receives
Phase 1 Deliverables
Future Deliverables
From Discovery to a Scalable Platform
Discovery & workflow analysis
Review Metropolitan's current Excel sheets, forms, packages, and daily operations.
CRM structure & database planning
Design the data model for members, packages, subscriptions, and pauses.
UI/UX dashboard design
Design the owner and reception dashboards with a clean, fast interface.
Phase 1 CRM development
Build the core CRM: members, subscriptions, pauses, roles, and reports.
Testing & bug fixing
Structured testing with real workflows before launch.
Staff training & launch
Basic training for reception and owner, then go-live.
Hikvision feasibility review
Device, API, and network review to confirm the integration path.
Advanced panels & client portal
Coach panel, client panel, notifications, and offers.
App-like / PWA expansion
An app-style experience for around 1,000 clients.
Notes & Assumptions
- 01Final features will be confirmed after reviewing Metropolitan's current Excel sheets, forms, member data, packages, and workflow.
- 02Hikvision integration requires a technical review before final confirmation.
- 03Any migration from the previous CRM depends on data export access.
- 04Biometric data and access logs must be handled securely and according to applicable privacy requirements.
- 05The first milestone should focus on a stable internal CRM before adding client-facing app features.
Pricing will be finalized after scope confirmation.
A detailed cost breakdown per phase will be added to this proposal once the Phase 1 scope is confirmed with Metropolitan.
A Scalable CRM Built Around Metropolitan's Real Operations
This project is designed to give Metropolitan a practical operational system today and a scalable digital platform for future growth.
View Project Scope