GymContactsPro User Guide ℹ️

GymContactsPro is a desktop application designed for gym managers who prefer fast, keyboard-driven workflows to manage and organize member data efficiently.

It combines a clean visual interface with command-based input, allowing users to perform tasks quickly without relying on menus or mouse interactions.

If you value speed, accuracy, and efficiency in your daily operations, GymContactsPro is built for you — download it and get started today!

Table of Contents

Quick Start

  1. Ensure you have Java 17 or above installed in your Computer.
    Mac users: Ensure you have the precise JDK version prescribed here.

  2. Download the latest .jar file from here.

  3. Copy the file to the folder you want to use as the home folder for your AddressBook.

  4. Open a command terminal, cd into the folder you put the jar file in, and use the java -jar GymContactsPro.jar command to run the application.
    A GUI similar to the below should appear in a few seconds. Note how the app contains some sample data.
    Ui

    Alternatively you could simply double click GymContactsPro.jar file.

  5. Type the command in the command box and press Enter to execute it. e.g. typing help and pressing Enter will open the help window.
    Some example commands you can try:

    • list : Lists all contacts.

    • add n/John Doe p/98765432 e/johnd@example.com a/John street, block 123, #01-01, 138601 m/2026-11-12 : Adds a contact named John Doe to the Address Book.

    • delete 1006 : Deletes the person with membership ID 1006 from the list.

    • clear : Deletes all contacts.

    • exit : Exits the app.

  6. Refer to the Features below for details of each command.

Features

Before We Begin . . .

These are some notes about the command formats.
Notes here apply to all features introduced below (where applicable), and will not be repeated

  • Words in UPPER_CASE are the parameters to be supplied by the user.
    e.g. in add n/NAME, NAME is a parameter which can be used as add n/John Doe.

  • Items in square brackets are optional.
    e.g n/NAME [p/PHONE] can be used as n/John Doe p/92214584 or as n/John Doe.

  • Parameters can be in any order.
    e.g. if the command specifies n/NAME p/PHONE, p/PHONE n/NAME is also acceptable.

  • Extraneous parameters for commands that do not take in parameters (such as help, list, exit and clear) will be ignored.
    e.g. if the command specifies help 123, it will be interpreted as help.

  • If you are using a PDF version of this document, be careful when copying and pasting commands that span multiple lines as space characters surrounding line-breaks may be omitted when copied over to the application.

Adding a Member : add

Adds a new gym member to the list of registered gym members.

Format: add n/NAME p/PHONE_NUMBER e/EMAIL a/ADDRESS m/EXPIRY_DATE

Note:

  • Pending edit

Tip:

  • Fields following the add command can be provided in any order

Example input:

  • add n/Alfred Goh p/88574393 a/Blk 886 Waterloo Street, #03-514, 736886 e/gohfred@gmail.com m/2028-01-01

    command for 'add'

Example output:

  • Added Alfred Goh with his personal details to the list of registered gym members, together with a New person added: ... success message.

    result for 'add'

Listing All Members : list

Displays the list of all registered gym members.

Format: list

Example input:

  • list

    command for 'list'

Example output:

  • Displays the list of all registered gym members.

    result for 'list'

Deleting Member(s) : delete

Deletes the specified member(s) from the list of registered gym members.

Format: delete id/MEMBERSHIP_ID [MORE_MEMBERSHIP_IDS]

Note:

  • Deletes the person with the specified MEMBERSHIP_ID.
  • The MEMBERSHIP_ID refers to the Membership ID number shown in the displayed person list.

Tip:

  • Pending edit

Example input:

  • delete id/1000

    result for 'delete id/1000'

Example output:

  • Deleted the member with MEMBERSHIP_ID of 1000 from the list of registered gym members, together with a Deleted Person: ... success message.

    result for 'delete id/1000'

Editing a Member : edit

Edits an existing member among the registered gym members.

Format: edit MEMBERSHIP_ID [n/NAME] [p/PHONE] [e/EMAIL] [a/ADDRESS] [m/EXPIRY_DATE]

Note:

  • Edits the person at the specified MEMBERSHIP_ID.
  • At least one of the optional fields must be provided.
  • Multiple fields can be provided at once. The order of the fields does not matter.
  • Existing values will be updated to the input values.

Tip:

  • Pending edit

Example input:

  • edit 1000 p/91234567 e/johndoe@example.com

    command for 'edit 1000 p/91234567 e/johndoe@example.com'

Example output:

  • Edited the PHONE and EMAIL of member with MEMBERSHIP_ID of 1000, together with a Edited person: ... success message.

    result for 'edit 1000 p/91234567 e/johndoe@example.com'

Finding Member(s) : find

Finds member(s) matching any of the given keywords.

Format: find PREFIX/KEYWORD [MORE_KEYWORDS]

Note:

  • Only 1 PREFIX is allowed in the command
    • Prefix id/ finds by Membership ID.
    • Prefix n/ finds by Name.
    • Prefix p/ finds by Phone number.
    • Prefix e/ finds by Email.
    • Prefix a/ finds by Address (Postal Code).
    • Prefix m/ finds by Membership Expiry Date.
  • At least 1 KEYWORD must be provided.
    • Only full keywords will be matched
      e.g. Ber will not match Bernice
    • Keywords are case-insensitive.
      e.g bernice will match BERNICE

Tip:

  • Finding by name doesn't require full names.
    • Any keyword matching part of a member’s first or last name will return that member.
      e.g. Bernice will match and find Bernice Yu

Example input:

  • find n/bernice

    command for 'find n/bernice'

Example output:

  • Found Bernice Yu, together with a (No. of) persons listed success message.

    result for 'find n/bernice'

Sorting Members : sort

Sorts the list of registered gym members by the specified order.

Format: sort PREFIX/ORDER OR sort none

Note:

  • Only 1 PREFIX is allowed in the command
    • Prefix id/ sorts by Membership ID.
    • Prefix n/ sorts by Name.
    • Prefix p/ sorts by Phone number.
    • Prefix e/ sorts by Email.
    • Prefix a/ sorts by Address (Postal Code).
    • Prefix m/ sorts by Membership Expiry Date.
  • Only 1 ORDER can be provided
    (unless sort none is used to disable sorting).
    • Order can be either asc or desc to sort members in ascending or descending order respectively.
    • Order is case-insensitive.

Tip:

  • Sorting order, regardless of whether it is asc or desc, will be "turned on" and applied on displayed lists across all commands unless "turned off" by sort none.

Example input:

  • sort n/desc

    command for 'sort n/desc'

Example output:

  • Sorted NAME of members in desc order.

    result for 'sort n/desc'

Clearing All Data : clear

Delete all registered gym members after confirmation.

Format: clear

Note:

  • A warning page will pop up to confirm the deletion of all data.

Tip:

  • These are the possible ways to confirm the deletion of all data:
    • Clicking the Yes button.
    • Hitting the Y key.
  • These are the possible ways to cancel the deletion of all data:
    • Clicking the No button.
    • Hitting the N key.

Example input:

  • clear

    command for 'clear'

Example output:

  • A warning window pops up to ask for confirmation.

    result for 'clear'

  • After confirmation, all data will be deleted, together with a All data has been deleted successfully success message.
    The warning window will close after a short delay.

    result for 'successfully delete'

Getting Help : help

Shows a help message.

Format: help

Note:

  • Pending edit

Tip:

  • Pending edit

Example input:

  • help

    command for 'help'

Example output:

  • A help window pops up with the User Guide URL and, a summary of executable commands.

    result for 'help'

Exiting the App : exit

Exits the app.

Format: exit

Tip:

  • These are the alternative ways to exit the app:
    • Clicking the Exit button in the File menu.
    • Closing the app window directly by clicking the X button in the top right corner.

Example input:

  • exit

    command for 'exit'

Example output:

  • App window gradually disappears from view and the application exits.

Saving Data

Data of all members is saved in the computer's storage automatically after any command that changes member data. There is no need to save manually.

Note:

  • Data is saved to [JAR file location]/data/addressbook.json
  • Saving is typically very fast and completes within milliseconds.

Tip:

  • It is recommended to regularly back up your addressbook.json file to a secure location.

FAQ

Q: How do I transfer my data to another computer?
A: Install the app in the other computer and overwrite the empty data file it creates with the file that contains the data of your previous AddressBook home folder.

Q: What happens if the application freezes or is forcibly closed?
A: If the application freezes (but is not forcefully closed), all your previous changes are safely saved. However, if the application is forcibly closed while saving data (e.g., force quit, system crash, power loss), the data file may become corrupted. In such cases, the application will start with empty member data on the next run. To prevent data loss, it is recommended to regularly back up your addressbook.json file.

Known Issues

  1. When using multiple screens, if you move the application to a secondary screen, and later switch to using only the primary screen, the GUI will open off-screen. The remedy is to delete the preferences.json file created by the application before running the application again.
  2. If you minimize the Help Window and then run the help command (or use the Help menu, or the keyboard shortcut F1) again, the original Help Window will remain minimized, and no new Help Window will appear. The remedy is to manually restore the minimized Help Window.

Command Summary

Action Format, Examples
Add add n/NAME p/PHONE e/EMAIL a/ADDRESS m/EXPIRY_DATE
e.g., add n/James Ho p/92375927 e/jamesho@example.com a/Blk 123, Clementi Rd, 665123 m/2026-12-31
List list
Delete delete id/MEMBERSHIP_ID
e.g., delete id/1021
Edit edit id/MEMBERSHIP_ID [n/NAME] [p/PHONE] [e/EMAIL] [a/ADDRESS] [m/EXPIRY_DATE]
e.g.,edit 1016 n/James Lee e/jameslee@example.com
Find find PREFIX/KEYWORD [MORE_KEYWORDS]
e.g., find n/James Max
Sort sort PREFIX/ORDER
e.g., sort n/desc
or
e.g., sort none
Clear clear
Help help
Exit exit