Overview
This article describes the attributes of a Member.
The article is divided into the following twenty-three topics:
What is a member
Member list
Organisation level
Name
Home branch
Last visit date
Tags
Branch level
Name
Membership type
Last visit date
Tags
Member search
Search by name
Search by email address
Search by access card number
Reciprocal search
Member profile
Overview
Memberships
Activities
Transactions
Attachments
What is a member
A Member is a person that:
- has shown an interest in signing up for a Membership (prospect)
- has an active or pending Membership (active)
- once had an active Membership that has since expired (inactive)
Each Member "Belongs to" the Branch they first signed up to (by default).
The Branch the Member "Belongs to" is referred to as their Home branch.
Members (frequenting another Branch more often) can be Transferred (change their Home branch).
Each Branch displays the Members that "Belong to" the Branch in the Member list.
Tip: More information can be found here:
Member list
The Member list can be viewed at both Organisation level and Branch level:
Organisation level
When the Member list is viewed at Organisation level (light coloured menu), all Members and Prospects that "Belong to" the Branches you have a Role and Scope across are displayed.
To view Members at Organisation level:
Navigate to Organisation level (light coloured menu)
Click on Members
All Members and Prospects that "Belong to" the Branches you have a Role and Scope across are displayed in the Member list:
Name
The name and email address of the Member.
Tip: Names and emails can be searched for
Home branch
The Branch the Member "Belongs to". This is the Branch the Member makes gym Membership payments to. It is (by default) the Branch they signed up in, however, Members can be Transferred to another Home branch should they frequent that Branch more often.
Last visit date
The date the Member last Visited the gym.
Tags
Member Tags indicate one of six conditions:
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No-tag indicates the Member is currently Active with an Active Membership. |
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Prospect indicates the Member is yet to sign up for a Membership. |
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Inactive indicates the Member's Membership has expired and they have not yet renewed, or the Member has cancelled their Membership. |
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Suspended indicates the Member has requested to temporarily pause their Membership and Membership Payments. Usually, a Member will request a Suspension when they go on holiday. |
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Overdue indicates the Member is overdue with at least one payment. |
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Blocked indicates all of the Member's Memberships cannot be used to gain access to the gym. The Blocked Tag will only appear if all of the Member's Memberships have been restricted. If a Member has at least one Active Membership, this Tag will not appear. Memberships are currently restricted for 1 reason:
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Branch level
When the Member list is viewed at Branch level, only Members and Prospects that "Belong to" the Branch you are viewing are displayed.
To view Members at Branch level:
Navigate to Branch level (dark coloured menu)
Select a Branch (optional)
Click on Members
All Members and Prospects that "Belong to" the Branch are displayed in the Member list:
Each Member is listed with the following information:
Name
The name and email address of the Member.
Tip: Names and emails can be searched for
Membership type
The Membership type displays one of three things:
Term/Ongoing |
Term/Ongoing indicates the Membership is one of three types:
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Visit pass |
Visit pass indicates the Membership provides a set amount of Visits to the gym. Each time the Member Visits the gym, a Visit is removed from their Visit pass. It is recommended an End date is set on Visit passes so that Members use all of their Visits within a set period of time. |
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External payer |
External payer indicates the Membership is paid by a company/corporation. Members provide either a Fitness Passport or CareTrac number which they obtain from their employer. This number is attached to their Membership. The gym keeps track of the Fitness Passport or CareTrac numbers belonging to Members that Visited the gym, then submits them to Fitness Passport or CareTrac on a regular basis to receive payment. |
Last visit date
The date the Member last Visited the gym.
Tags
Member Tags indicate one of six conditions:
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No-tag indicates the Member is currently Active with an Active Membership. |
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Prospect indicates the Member is yet to sign up for a Membership. |
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Inactive indicates the Member's Membership has expired and they have not yet renewed, or the Member has cancelled their Membership. |
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Suspended indicates the Member has requested to temporarily pause their Membership and Membership Payments. Usually, a Member will request a Suspension when they go on holiday. |
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Overdue indicates the Member is behind in their Membership Payments. |
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Blocked indicates all of the Member's Memberships cannot be used to gain access to the gym. The Blocked Tag will only appear if all of the Member's Memberships have been restricted. If a Member has at least one Active Membership, this Tag will not appear. Memberships are currently restricted for 1 reason:
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Member search
At the top of the Members list, a search bar enables you to find a specific Member in the list.
Searches are not case sensitive, and are automatically initiated after 2 seconds of no keyboard activity, or when you hit the enter key.
Search by name
Members can be searched using first name and/or last name, or partial first name and/or last name (first and last names are separated by a space) e.g. to find a Member by the name of "Andrew Armstrong":
You could type "a" to list all Members with a first name or last name containing, or email address beginning with the letter "a":
or you could type "andrew" to list all Members with a first name or last name containing, or email address beginning with "andrew":
Note: A partial search must be the beginning letters in the first name or last name. e.g.
A search for "drew" will not give results for first name "andrew": A search for "strong" will not give results for last name "armstrong": |
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A search for "and" will give results for first name "andrew":
A search for "arm" will give results for last name "armstrong":
or you could type "a a" to list all Members with a first name beginning with the letter "a" and last name beginning with the letter"a":
or you could type a partial first name and partial last name (separated by a space) e.g. "and ar" to list all Members with a first name beginning with "and" and last name beginning with "ar":
Note: A partial search must be the beginning letters in the first name or last name. e.g.
A search for "drew ar" will not give results for "andrew armstrong": A search for "and strong" will not give results for "andrew armstrong": |
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A search for "and ar" will give results for "andrew armstrong":
A search for "and arm" will give results for "andrew armstrong":
Search by email address
Members can be searched by email address. Email searches require the beginning or all of the email address.
e.g. to find a Member "Andrew Armstrong" by his email address:
You could type "a" to list all Members with a first name or last name containing, or email address beginning with the letter "a":
or you could type "andrew.a" to list all Members with an email address beginning with "andrew.a":
Note: A partial search must be the beginning letters in the email address. A partial search looks for email addresses beginning with what you search for, rather than containing what you search for. e.g.
A search for "drew.arm", "strong@" or "@example" will not give a result for "andrew.armstrong@example.com.au":
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A search beginning with "." will produce the same results as a search without the "." as the "." is ignored:
e.g. a search for ".a", ".arm" or ".armstrong" will give a result for "andrew.armstrong@example.com.au" but only because the search is regarded as a search for "a", "arm" or "armstrong", where the Member's last name will be found:
Search by Access card number
Members can be searched by their allocated Access card number (PAC - Personal Access card). Access card searches begin with a # followed by the exact Access card number. e.g. #123456.
Note: Partial Access card numbers will not return a result, as the entire Access card number must be entered:
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Reciprocal search
Members that "Belong to" any Branch can be searched in both Organisation level and Branch level Member lists.
To find a Member by name in any Branch, enter the full first and last name of the Members:
To find a Member by email in any Branch, enter the full email address of the Member:
Note: Any Reciprocal access Member that matches your search criteria is displayed in the search results.
If you click on a Member in Organisation level you are taken to the Branch they belong to.
If the Member "Belongs to" a Branch that your Role's Scope does not extend across, you are not permitted to click on the Member to display their Member profile.
Member profile
Click on any Member in the Member list to open the Member profile.
Note: If you click on a Member in Organisation level you are taken to the Branch they Belong to.
If the Member "Belongs to" a Branch that your Role's Scope does not extend across, you are not permitted to click on the Member to display their Member profile.
Each Member profile contains the following information:
- the Member's photo
- the Member's name
- the Member's date of birth
- the Member's gender
- the Member's contact details (email, home address, mobile phone, work phone)
- the Member's Emergency contact details (contact name and number)
- the Member's Home branch
- Notes entered by Staff members related to the Member
- the Member's billing details
- the Member's Access card details
- the Member's Memberships
- the Membership type
- the Membership Start date
- the Membership End date
- the Member's Activities
- the Member's Attachments
- the Member's Last Visit date
The Member profile is separated into four sections:
Overview
The Overview section (default) provides vital information about the Member:
The Overview section enables you to:
- edit Member's personal details
- edit Member's photo
- add Memberships
- add Activities
- add Notes
- review Activity
- review Payments
- configure Access card details
Tip: More information can be found here:
Memberships
The Membership section lists all current and historic Memberships the Member has purchased:
Click on any Membership (past or present) to view further details.
Tip: More information can be found here:
Memberships
Add a paid-in-full membership (in-house)
Add a direct-debit membership (in-house)
Change a direct-debit membership
Remove a paid-in-full membership
Remove a direct-debit membership
Activities
The Activities section lists upcoming and past Member events.
Upcoming Activities may include:
- Class bookings
- Personal training bookings
Past Activities may include:
- Class bookings
- Personal training bookings
- Inter-Branch transfers
- Automatically added Visits
- Manually added visits
Tip: More information can be found here:
Manage bookings
Single member transfer
Multiple member transfer
Visits
Transactions
The Transactions section enables you to view purchases the Member has made at Point-of-sale.
Attachments
The Attachment section enables you to add files related to the Member (such as signed contracts or proof of legal age etc). Each file uploaded displays what time the file was uploaded and by whom.
Attachments are displayed in the order they were uploaded (latest at the top of the list).
File formats that can be uploaded are:
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Files must not exceed 10 MB in size.
Note: Uploading a file with the same name as an existing Attachment will not override the existing file. Instead, both files will retain their name, therefore you will see two Attachments with the same file name. As the files are listed in order of when they were uploaded, the second file will sit closer to the top of the list, with a later date.