Members

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:

Add a member
Modify a member
Remove a member

 

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:

	-	No-tag indicates the Member is currently Active with an Active Membership.
		Prospect indicates the Member is yet to sign up for a Membership. Prospects are potential Membership sales leads.
		Inactive indicates the Member's Membership has expired and they have not yet renewed, or the Member has cancelled their Membership.
		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.
		Overdue indicates the Member is overdue with at least one payment.
		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: The Member's Direct-debit request (DDR) was rejected by the Billing company. A Direct-debit request (DDR) may be rejected if the bank account or credit card provided is invalid, stolen, or there is a historic credit issue.

 

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: Term membership (Paid-in-full Memberships) Has a Fixed-term Expires when the End date is met Ongoing membership (Open-ended Direct Debit Memberships) Does not have a Minimum-term The Membership continues until cancelled Term/Ongoing membership (Open-ended Direct Debit Memberships with a Minimum-term) Does have a Minimum-term The Membership continues until cancelled
	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. Once all Visits have been removed, they will need to renew their Membership. 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.
	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:

	-	No-tag indicates the Member is currently Active with an Active Membership.
		Prospect indicates the Member is yet to sign up for a Membership. Prospects are potential Membership sales leads.
		Inactive indicates the Member's Membership has expired and they have not yet renewed, or the Member has cancelled their Membership.
		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.
		Overdue indicates the Member is behind in their Membership Payments.
		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: The Member's Direct-debit request (DDR) was rejected by the Billing company. A Direct-debit request (DDR) may be rejected if the bank account or credit card provided is invalid, stolen, or there is a historic credit issue.

 

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":

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":

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 "[e-mail]":

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 "[e-mail]" 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:

 

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:

Add a member
Modify a member
Remove a member

 

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:

.avi .bmp .csv .doc .docx

.gif .jpg .jpeg .msg .pdf

.png .pptx .txt .xls .xlsx

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.