Member management

Your members are the heart of your studio. Each one has a profile with their personal details and a membership that defines which plan they have and how long they're up to date. From here you manage who they are, add them, and keep them organized.

How to add members

• One at a time: you enter the person's details (name, contact, date of birth, location) and they're created as a member. Initially their membership stays pending until a plan is assigned and a payment is recorded.
• By invitation: you send an email invitation and the person creates their own access. The owner can invite members, staff and even another owner; staff can invite members.
• They sign up themselves (self-service): the person searches for your studio by name from the sign-up screen and registers on their own. They land as a pending member, ready for you to assign a plan and charge.
• Bulk import: if you already have your base in a spreadsheet, you can import it all at once. The system reads each row (member details, plan, dates, status) and creates the members. Rows with problems (duplicate email, missing data, plan or location that doesn't exist) are skipped and left in a report for you to fix and upload again. Re-importing is safe: duplicates are simply skipped.
• Export: you can download your member roster (with details, status, last payment, attendance count, etc.). The export respects whatever filters you have on and is compatible with the import, so you can download, edit and upload again.

Member details

Each member has a name, contact, date of birth and sex, plus the location they belong to. The date of birth enables the automatic birthday greeting (see Member communication).

If you have several locations, you can move a member to another location without redoing their profile: their membership, history and payments follow them.

How they found you

When they sign up (or when you invite them), you can record how they got to the studio: Instagram, Facebook, Google, a friend, or other (with a free-form text up to 100 characters). Answering is optional; those who don't answer are recorded as "not specified".

From that, the system builds an acquisition summary on the members screen: what percentage came through each channel, and by which route each one was registered — self-service (they signed up themselves), staff (your team entered them) or migration (they came from the import). It tells you which channel is actually bringing you people.

Searching and filtering the roster

On the member list you can search by name and combine filters:

• Status: active, expired, pending, paused, cancelled or all.
• Activity: checked in within the last 7 or 30 days, no activity for 30+ or 60+ days, or never checked in.
• Expiration: expiring in 7, 15 or 30 days, or already expired.
• Location and how they found you.

Filtering is resolved server-side, so it works over the whole roster (not just what's on screen) and the export matches what's filtered.

The member profile

Opening a member shows their status and plan, plus:

• Recorded visits and weekly streak.
• Member value: how much they've paid in total since joining.
• Payment history and attendance history (with the activity type of each one).
• Direct actions: record a payment, check them in, edit their details, change the membership status, call them or message them on WhatsApp (see Member communication).

Pending review

Members brought in by import are flagged as "pending review". It's a reminder that it's worth reviewing and completing their details (contact, dates, plan) before considering them ready. When you confirm the profile is correct, you remove that flag and the member is reconciled.

This is useful especially when migrating from another system: you bring everything in quickly and then review member by member.

Each member's status

A member's status reflects their membership status. The main ones:

• Active: up to date and able to check in.
• Pending: payment still to be confirmed / plan to be assigned.
• Paused: their membership is frozen for a while (see Plans and memberships).
• Expired: their paid period has ended.
• Cancelled: cancelled.

The details of how you move from one status to another are in Plans and memberships.

Activity tracking: inactive members and weekly streak

The system helps you spot members who are cooling off:

• Inactivity notice: once a week (Monday morning) the system reviews who is active but hasn't recorded an entry for 7 days or more, and sends them a notice to re-engage them. Each member gets that notice only once per membership, so it isn't repeated week after week.
• Weekly streak: the system counts the consecutive weeks in which the member attended at least once. The member sees their streak in the app ("On a streak — 3 weeks") and you see it on their profile. It's a tracking metric only: it applies no automatic penalties.

Families

If you handle plans for groups of people (for example, a family), you can group them. That's explained in Plans and memberships, and shared billing in Payments and billing.