Overview
Introduction
Jeydoo is a web application originally developed in 2013 for managing employee billing in fitness centers. The initial development was based on Ruby on Rails with a MySQL database. Over the years, the software has undergone multiple adaptations, but it has since become outdated from a technical standpoint and is now ready for a complete overhaul.
The following documentation redefines and details all the core modules to serve as the foundation for developing Jeydoo 2.0—a modern, state-of-the-art system designed to be scalable and adaptable for future distribution to other clients.
What does Jeydoo do?
Payroll Accounting in Fitness Centers: The Challenge
Payroll accounting for employees in fitness centers is often a significant challenge for center operators. One major reason is the large and diverse workforce. With long opening hours and typically multi-shift operations, fitness centers employ not only permanent staff but also a high number of temporary and part-time employees.
Additionally, it is common practice for employees to receive financial incentives through commissions or bonuses tied to the success and growth of membership numbers. These commissions can take various forms, adding another layer of complexity to payroll calculations. Legal requirements and compliance regulations further increase this complexity.
Another challenge lies in managing contractually agreed working hours versus actual working hours, which are often used as factors in calculating both salaries and commissions.
To manage all these variables effectively, a software solution must be highly flexible and configurable. This is precisely what Jeydoo is designed to do.
To ensure flexibility and accuracy in calculations, Jeydoo is built on a modular architecture, with all core functions organized into the following areas:
Core Functions:
-
Time Booking
Allows employees to record their working hours by clocking in and out on-site using either an RFID chip wristband or manual login. It tracks attendance, breaks, and ensures accurate time data for payroll. Employees can also enter manual times (like sick leave or vacation) when on-site booking isn’t possible. The system includes smart button logic to guide correct time entries and automatically flags errors or missing entries.
- Admin & Settings
The central configuration area where system-wide parameters and customer-specific preferences are defined. It includes global administrative functions like customer master data, system configurations (e.g., working hours, salary rules), IP access control, and data retention policies. This section also manages user roles, access permissions, and the creation of users across different levels—such as employees, admins, and HR personnel. In addition, it allows setup for countries, federal states, and public holidays to support region-specific compliance and reporting. Some parts are handled by Proof Point, while others are configurable by the customer, ensuring secure and tailored system behavior. -
Interface API (Stage 2 plan)
Since memberships sold are a key factor in commission calculations—and most centers use membership management software—a connection to commonly used systems such as MagicLine is planned for Stage 2. However, FIT PLUS has currently opted to enter memberships manually. Therefore, the API interface is not expected to be implemented until the software expansion phase in 2026 at the earliest.
-
Master Data
The foundational setup area where the customer manages all core structural elements of their organization within the system. This includes defining centers, departments, employees, employment types, education/training programs, job roles, payment and membership types, as well as manual time entry categories. These settings provide the backbone for how commissions, bonuses, and workflows are calculated and tracked, and help ensure the system can scale with organizational growth and complexity.
-
Specifications
Defines the structure and rules for managing commissions and bonuses within the system. It allows centralized configuration of various incentive types that reward employees based on individual performance, team achievements, and specific business outcomes such as membership growth, renewals, or reliability.
All premium types—such as Single Bonus, Group Bonus, PT Bonus, and others—are created and maintained globally to ensure consistency, flexibility, and scalability. Admins can easily add, edit, or archive reward definitions without needing technical intervention or system redevelopment.
By managing reward logic centrally, the system supports dynamic adjustment of bonus structures, adapting to future business needs or sales strategies without disrupting existing operations.
-
Transaction Data
Refers to all employee-related and membership-related records that capture individual, time-sensitive events or entries within the system. These entries are used for operations such as membership tracking, payroll, attendance calculation, and exception handling. The data is typically generated through direct user input, system automation, or manual corrections, and plays a crucial role in downstream processes like salary calculation and reporting. -
Settlement
This is the section where payroll evaluations are managed. It includes listings for both individual and multiple employees, allowing users to view and generate payroll reports for a selected period. The system supports different formats depending on employee type (salaried or temporary), and offers filters for easier tracking and organization. -
Dialogs
Dialogue allows admins to create and display important messages or announcements on the login screen when employees clock in. These messages can be targeted to specific individuals, departments, or everyone. Admins can manage messages through a listing and edit screen, with options to define the title, content, and display period. Filters let you control who sees what based on employee or department selection.
-
Reports
The Reports section provides a comprehensive toolkit for generating key reports that support administrative evaluations, payroll processes, time tracking, and performance reviews within the center. These reports ensure transparency, compliance, and ease of access to structured employee and operational data.
Admins can generate reports in various formats (PDF, Excel) for internal review, distribution to employees, or for documentation purposes. Each report type offers filters (e.g. by date, employee, department) and downloadable templates tailored to specific needs.
-
Background Jobs
Background Jobs are automated tasks that run in the system to support smooth operations and data accuracy. These include transferring unused annual leave to the new year, auto-logging out inactive users for security, and closing any open timestamps daily to ensure proper time tracking.
Definitions & abbreviations
Terms and abbreviations are defined below in order to use standardized wording and avoid misunderstandings.
1. Areas
Parts of the software that contain one or more modules. Areas have no function and are mainly used in the navigation as a grouping for a better overview.
2. Modules
Modules are individual functions of the software for recording and processing master data, specifications, transaction data and more.
3. Employees
Salaried employees are persons permanently employed by a company with a contractually regulated employment relationship, usually full-time or part-time. They receive a regular salary and are entitled to social benefits such as vacation, sick pay and social insurance.
3. Mini-jobbers
Mini-jobbers are employees who are employed on a short-term or marginal basis to support the company as required. They often work on an hourly basis, e.g. as mini-jobbers, and usually have no long-term commitment to the company.
In the context of payroll accounting, salaried employees and mini-jobbers are calculated separately, as they are subject to different labor law regulations and accounting modalities.
AZK = Working time account (in our context an annual working time account)
FAZ = Working time factor (described in detail below)