A PROJECT REPORT ON

Membership Management

Submitted in partial fulfillment for Degree of

MASTER OF COMPUTER
APPLICATIONS
By

Mr. Indranil Suresh Angolkar

Mr. Pravat Ajoy Bera

Submitted to
Department of MCA
FINOLEX ACADEMY OF MANAGEMENT AND
TECHNOLOGY, RATNAGIRI
 FINOLEX ACADEMY OF MANAGEMENT AND TECHNOLOGY,
RATNAGIRI

This is to certify that the project report titled:

Membership Management
Submitted By:
Mr. Indranil Suresh Angolkar
Mr. Pravat Ajoy Bera

In partial fulfillment of the award for degree of

MASTER OF COMPUTER
APPLICATIONS
From Mumbai University

And is the bonafide record of the work done by them during the
Semester III of A.Y. 2024-2025

Internal Guide HOD

(Prof. Minaxi P. Gurav) (Prof. Tejas V. Joshi)
 ABSTRACT

The Membership Management System is a database-driven solution

designed to efficiently handle the operations of managing memberships within
an organization. This system centralizes member information, tracks
membership details, and streamlines the process of membership renewals.
Built with a robust relational database in MySQL, the system ensures secure
and efficient handling of critical data.

The system maintains comprehensive records of members, including personal

details, contact information, and membership history. Membership types are
categorized with associated fee structures, allowing for flexibility in managing
various plans. The system also tracks renewal transactions, ensuring members
are notified and their memberships are updated in a timely manner.

Administrative functionalities include user authentication to safeguard data

access and system customization options, such as configuring organizational
details and currency preferences. The integration of foreign key constraints
ensures data integrity, while features like auto-incremented IDs facilitate
scalability and ease of maintenance.

This project exemplifies how database management systems can enhance

operational efficiency by automating routine tasks and providing a centralized
repository for organizational data. The Membership Management System is
adaptable to various industries and offers a reliable solution for managing
membership-based operations effectively.
 ACKNOWLEDGEMENT

It is our prime duty to offer sincere gratitude to University of Mumbai

to include the project work in the syllabus of Second year in Master of
Computer Application Course so as to developed interest about research work
among the students like us.
We wish to express our sincere thanks to Dr. Kaushal Prasad,
Principal of Finolex Academy of Management and Technology, Ratnagiri for
providing all necessary facilities of Laboratory and Library at Finolex
Academy of Management and Technology.
We wish to express our sincere thanks to Prof. Tejas V. Joshi, Head of
the Department of MCA for giving us the opportunity to complete the project
work by providing facilities in the department and providing valuable
guidance to complete the task also helped out in clearing concepts about the
project. Last but not the least our special thanks to our parents, our friends and
all those peoples who have encouraged us, helped us to complete this course
successfully in time.
 Table Of Content

Sr No. Module Content Page No.

1.1) Introduction Of the Project 1
1. Introduction 1.2) Objective Of Project 2
1.3) Scope Of Project 2
2.1) Existing System and its 3
2. System Study limitations
2.2) Proposed System and its 3
Advantages
3.1) Software/Hardware 4
Requirement Specification
3. Analysis And 3.2) Gantt Chart 4
Design 3.3) UML Diagram 5
3.4) Module Design 9
3.5) Database Design 10
4. User manual 4.1) Implementation 13
5. Testing And 5.1) Test Cases 24
Validation
6. Conclusion 6.1) Project Conclusion and 28
6.2) Future Enhancement
7. References 29
 Finolex Academy of Management And Technology, Ratnagiri

1. Introduction
1.1 Introduction of the Project
Membership management plays a vital role in organizations that depend on
recurring memberships, such as gyms, clubs, and professional associations.
Traditionally, managing memberships involved manual processes prone to
errors and inefficiencies. With technological advancements and increasing
member expectations for seamless digital experiences, automated systems
have become essential. These systems streamline key functions like
registration, payment tracking, and renewals while ensuring data accuracy and
operational efficiency. The need for such solutions arises from growing
competition and the demand for better member engagement. A centralized
membership system not only reduces administrative burdens but also improves
member satisfaction. By integrating core features into a single platform, it
enhances productivity and decision-making through accessible analytics. This
report explores the implementation of a robust membership system based on
the provided SQL schema. It addresses operational challenges while offering a
scalable and efficient solution for long-term success.

1
 Finolex Academy of Management And Technology, Ratnagiri

1.2 Objective of Project

The objective of implementing a membership management system is to
streamline and automate key processes such as registration, membership
renewals, and payment tracking. This system aims to reduce administrative
workload, minimize errors, and improve overall operational efficiency. By
centralizing all member-related data in one platform, the system enhances
data accuracy and accessibility, ensuring smooth day-to-day operations. The
goal is to create a seamless user experience for both the organization and its
members, improving engagement and satisfaction. Additionally, the system
should provide valuable insights through data analytics to assist in better
decision-making and resource allocation. Ultimately, the objective is to
provide a scalable solution that can grow with the organization and support
its long-term success.

1.3 Scope of Project

The scope of the membership management system includes managing member
registrations, tracking membership types, processing renewals, and
maintaining member profiles. It covers functionality for administrators to
update member details, generate reports, and manage payment history. The
system will support multiple membership types, each with its own pricing
structure, and handle various administrative tasks such as expiration dates and
renewal reminders. The system will also integrate security measures for data
protection, user access control, and easy scalability for future enhancements. It
will be designed for ease of use and provide a user-friendly interface for both
administrators and members.

2
 Finolex Academy of Management And Technology, Ratnagiri

2. System Study
2.1 Existing System and its limitations:
Most organizations that manage memberships rely on manual or semi-
automated processes. These include maintaining member data in spreadsheets,
using standalone software for financial tracking, or managing communications
through email without any central system. Alternatively, some organizations
may use outdated, fragmented systems with limited integration capabilities.

● Inefficiency.
● Data Inconsistency.
● Limited Features
● Poor Member Experience
● Security Concerns.
● Scalability Issues.
● Limited Reporting

2.2 Proposed System and its Advantages:

The proposed system is a centralized, digital Membership Management

System that automates membership processes, enhances member engagement,
and boosts efficiency. It offers features like user-friendly interfaces, automated
notifications, integrated payments, role-based access control, and mobile
responsiveness for accessibility across devices.

● Centralized Data Management.

● Automation of Routine Tasks.

● Comprehensive Membership Plans.

● Enhanced Member Engagement.

● Mobile-Friendly Design.

3
 Finolex Academy of Management And Technology, Ratnagiri

3. Analysis and Design

3.1 Software/hardware Requirement Specification

Software Requirements:

• Front End/GUI Tools – HTML/CSS, JavaScript

• IDE- VS Code

• Back End – PHP, JavaScript

• Server- MySQL Server

Hardware Requirements:

• Processor = intel i5 10th generation

• Ram- 8GB RAM

• Storage- 256GB SSD

4
 Finolex Academy of Management And Technology, Ratnagiri

3.2 GANTT chart

5
 Finolex Academy of Management And Technology, Ratnagiri

3.3 UML Diagrams

3.3.1 Entity Relationship Diagram

6
 Finolex Academy of Management And Technology, Ratnagiri

3.3.2 Use Case Diagram

7
 Finolex Academy of Management And Technology, Ratnagiri

3.3.3 Sequence Diagram:

8
 Finolex Academy of Management And Technology, Ratnagiri

3.3.4 Class Diagram :

9
 Finolex Academy of Management And Technology, Ratnagiri

3.3.5 Usecase Diagram :

3.4 System Architecture:

The website will follow a three-tier architecture:

• Client Tier:

User Interface (UI): The client tier is responsible for interacting with
the user. It is composed of web pages or mobile applications used by
both members and administrators to interact with the system.
• Application Tier:

10
 Finolex Academy of Management And Technology, Ratnagiri

Web Server: The application tier handles business logic and

communication between the client and the database. It processes
requests from users, runs validations, and returns the data or result.
• Data Tier:

Database Server: This tier stores all the data related to members,
membership types, payments, user accounts, settings, etc.

Modules:

1. Member Module:

For members, the module provides features like registration, profile manage-
ment, and membership renewal. Members can create accounts by providing
personal details (name, email, contact information) and select a membership
type. The system verifies user information and sends confirmation emails for
successful registration. Once registered, members can view their membership
details, renewal dates, and make payments for renewals. Administrators can
access a broader set of functionalities such as user management, updating
membership types, and viewing reports. The system supports role-based ac-
cess to ensure that members and administrators can only access authorized
sections. This module also includes secure authentication and password recov-
ery functionality for user security.

2. Admin Module:

The Admin Module provides comprehensive management capabilities for

administrators to oversee and control the entire membership management
system. Administrators can manage user accounts, including adding, updating,
or deleting member profiles. They can view and manage membership types,
set pricing, and assign memberships to new or existing members. The module
allows admins to track membership renewals and payments, ensuring that all
records are up-to-date. It provides detailed reports on system usage, renewals,

11
 Finolex Academy of Management And Technology, Ratnagiri

and membership statistics for data-driven decision-making. Administrators can

handle system settings such as currency, logo, and system name, ensuring the
platform aligns with organizational branding. The module also includes
advanced search features to quickly find member details and filter by
membership type, expiry date, or payment status. Security features, like role-
based access control and activity logging, ensure that only authorized users
can perform sensitive tasks. Additionally, the admin can manage the renewal
process, send notifications to members, and process payments for renewals.

3.5 Database Design:

1. Member Table:
Column Name Description Type Constraints
id Unique ID int(11) Primary Key, Auto
for the Increment
member
fullname Full name varchar(255 Not Null
of the )
member
dob Date of date Not Null
birth of the
member
gender Gender of varchar(10) Not Null
the member
contact_number Member's varchar(20) Not Null
contact
number
email Member's varchar(255 Not Null
email )
address
address Residential varchar(255 Not Null
address )
country Country of varchar(255 Not Null
residence )

12
 Finolex Academy of Management And Technology, Ratnagiri

postcode Postal code varchar(20) Not Null

occupation Member's varchar(255 Not Null
occupation )
membership_type Type of int(11) Foreign Key
membershi (membership_types.id)
p
membership_numb Unique varchar(20) Not Null
er membershi
p number
created_at Record timestamp Default:
creation CURRENT_TIMESTA
timestamp MP
photo Path to varchar(255 Not Null
member's )
photo

expiry_date Membershi date Nullable

p expiry
date

2. Membership Type Table:

Column Name Description Type Constraints
id Unique ID for int(11) Primary Key,
membership type Auto Increment
type Membership type varchar(255) Not Null
name
amount Cost of the int(11) Not Null
membership

3. Renew Table:

Column Name Description Type Constraints

id Unique ID for int(11) Primary Key,
renewals Auto Increment
member_id Reference to int(11) Foreign Key
member ID (members.id)
total_amount Total amount decimal(10,2) Nullable
paid for renewal
renew_date Date of renewal date Nullable

13
 Finolex Academy of Management And Technology, Ratnagiri

4. Setting Table:
Column Name Description Type Constraints
id Unique ID for int(11) Primary Key,
settings Auto Increment
system_name Name of the varchar(255) Not Null
system
logo Path to system varchar(255) Not Null
logo
currency Default currency varchar(50) Not Null
symbol

5. User Table:
Column Name Description Type Constraints
id Unique ID int(11) Primary Key, Auto
for user Increment
email User's varchar(255) Not Null
email
address
password User's varchar(255) Not Null
password
(hashed)
registration_date Date of timestamp Default:
registration CURRENT_TIMESTAMP
updated_date Timestamp timestamp Default:
of last CURRENT_TIMESTAMP
update ON UPDATE
CURRENT_TIMESTAMP

14
 Finolex Academy of Management And Technology, Ratnagiri

4. User Manual
4.1 Implementation
1. Login :

2. Dash-Board :

15
 Finolex Academy of Management And Technology, Ratnagiri

3. Add Member :

4.Manage Member :

16
 Finolex Academy of Management And Technology, Ratnagiri

5.Renewal Member :

6. Membership Report :

17
 Finolex Academy of Management And Technology, Ratnagiri

7.Membership Report Print :

8.Revenue Report :

18
 Finolex Academy of Management And Technology, Ratnagiri

9. Revenue Print :

10. Member Profile

19
 Finolex Academy of Management And Technology, Ratnagiri

11. Membership Card :

12. Settings :

20
 Finolex Academy of Management And Technology, Ratnagiri

5. Testing & Validation

5.1 Test Cases-
Test Description Preconditio Test Steps Expected Statu
Case ns Result s
ID
TC00 Verify user User has 1. Navigate to User Pass
1 registration access to registration page registered
the system 2. Enter valid successfull
details y, and a
3. Submit form confirmati
on email is
sent
TC00 Verify login User is 1. Open login User Pass
2 with valid registered page redirected
credentials 2. Enter valid to the
username/passw dashboard
ord
3. Click login
TC00 Verify login None 1. Open login Error Pass
3 with invalid page message
credentials 2. Enter invalid displayed:
username/passw 'Invalid
ord login'
3. Click login
TC00 Verify User is 1. Go to Membersh Pass
4 membership logged in membership ip
renewal page renewed
2. Click 'Renew' successfull
3. Complete y
payment process
TC00 Verify admin Admin 1. Navigate to Membersh Pass
5 adds logged in admin panel ip type
membership 2. Open added to
type membership the
types section database
3. Add details
and submit
TC00 Verify profile User is 1. Go to profile Profile Pass
6 update logged in settings updated
functionality 2. Update successfull

21
 Finolex Academy of Management And Technology, Ratnagiri

information y
3. Save changes
TC00 Verify role- Multiple 1. Login as Only Pass
7 based access roles different roles authorized
control created (Admin/User) pages
2. Try accessing accessible
restricted areas for each
role
TC00 Verify User is 1. Select renewal Payment Pass
8 payment renewing 2. Proceed to processed
gateway membershi payment and
integration p 3. Complete membersh
transaction ip updated
TC00 Verify report Admin is 1. Go to reports Report Pass
9 generation logged in section generated
2. Select report successfull
type y
3. Generate
report
TC01 Verify Device with 1. Access the System Pass
0 system internet system on mobile operates
responsiven access 2. Perform basic seamlessly
ess operations on mobile

6. Conclusion

22
 Finolex Academy of Management And Technology, Ratnagiri

The Membership Management System offers a comprehensive and

efficient solution to handle all aspects of member registration, profile
management, membership renewal, and payment processing. By streamlining
administrative tasks, reducing manual intervention, and offering a user-
friendly interface for both members and administrators, the system enhances
the overall efficiency and user experience. Its ability to handle large volumes
of data and provide real-time updates ensures that membership organizations
can operate smoothly and maintain accurate records. The proposed future
enhancements, such as mobile app development, AI-driven personalization,
and multi-language support, promise to further expand the system's
capabilities, making it even more scalable and adaptable to diverse user needs.
In conclusion, this system not only solves the immediate challenges faced by
membership-based organizations but also sets a foundation for long-term
growth and technological innovation, ensuring its relevance and utility in the
future.

23
 Finolex Academy of Management And Technology, Ratnagiri

6.1 Future Enhancement:

Mobile Application

Develop a mobile app for the membership management system to enable users
and administrators to access functionalities on-the-go, including membership
renewal, notifications, and profile updates.

Customizable Membership Plans

Allow members to create custom membership plans by selecting features and

benefits tailored to their needs, enhancing user satisfaction and flexibility.

Multi-Language Support

Implement support for multiple languages to make the platform accessible to

users from diverse regions and enhance global applicability.

Payment Gateway Expansion

Include more payment gateway options to cater to a broader audience and

enable secure, seamless transactions across different regions.

Enhanced Security Features

Introduce biometric authentication, advanced encryption, and two-factor

authentication (2FA) to further secure user and admin accounts.

24
 Finolex Academy of Management And Technology, Ratnagiri

7. BIBLIOGRAPHY:
www.google.com

www.youtube.com

www.javatpoint.com/uml-

diagrams https://creately.com

www.tutorialspoint.com

https://stackoverflow.com

https://www.c-sharpcorner.com

www.lucidchart.com/blog/types-

of-UML-diagrams

25