Members & membership

Member records, profiles, and membership plans — videos with step-by-step context

Two separate but linked ideas:

Members — People who train at your gym: contact details, status, visit history, notes, and links to their memberships.
Membership (plans) — The products you sell: bundles, recurring plans, credits, trial rules, and how they appear when you assign them to a member.

The videos below match those two sides of the system.

Members

What this screen is for

Use Members for anything that answers: “Who is this person, are they active, when were they last in, and what do we need to do for them?”

Typical tasks (in the order they appear in most gyms)

Find someone fast — Search by name, phone, or member ID. Filters narrow the list by status (active, paused, expired) or tags if you use them.
Open a profile — One member is the source of truth for personal data, emergency contact, photo (if you use face check-in), and links to memberships and payment history.
Create or import — New joins start here: create the member, then attach the correct membership plan (configured under Membership). Bulk import is usually a one-time migration task from a spreadsheet or old system.
Day-to-day edits — Phone number changes, freezes, internal notes, and assigning staff follow-ups.

Data hygiene

Keep one profile per person — Duplicate members break reporting and check-in. Merge or archive duplicates when you spot them.
Status on the member often reflects membership state; if something looks wrong, open the membership row and confirm dates and plan type.

After this video

Configure plans and pricing on the Membership plans section (next video on this page).
For renewals at scale, combine member list filters with the Membership module and your Payments workflow.

Membership is where you define what you sell: plan names, billing period, included visits or credits, trial behaviour, and visibility. Staff assign these plans to members; members see outcomes (renewal date, credits left) through the app and member portal.

Concepts to watch for in the recording

Idea	Why it matters
Plan types	Differentiates unlimited vs class packs vs time-bound passes; affects scheduling and check-in rules.
Price & billing cycle	Drives recurring charges if you use integrated payments, and sets expectations on invoices.
Status (active / archived)	Archived plans stay on historical records but are hidden from “sell new” lists so staff cannot attach retired products by mistake.
Columns like Active / Expired / Expiring	Operational signals: who is fine, who already lapsed, who needs a call this week.

Operational workflow

Owner or admin creates and maintains plans under Membership (and related Settings for taxes, payment methods, etc.).
Front desk rarely edits plans; they assign an existing plan when selling or renewing.
Reporting rolls up by plan type — useful to see which product lines drive revenue.

Common pitfalls

Changing a plan that already has active subscribers can affect future renewals differently than past invoices — watch effective dates and use new plan variants when you need a clean break.
If check-in says “no valid membership,” the member record may be active but the membership row is expired or on the wrong outlet.

Classes, trainers & outlets — how memberships interact with class booking limits.
POS, settings & check-in — selling add-ons and recording attendance against entitlements.

Members & membership

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