Member Management
Learn how to add members, manage profiles, handle family accounts, and track member history in your gym management system.
Members are at the heart of your gym business. FitConnect provides comprehensive tools to manage member profiles, track their journey, and maintain detailed records.
Adding New Members
Manual Entry
Navigate to Members
Go to your gym dashboard and click "Members" in the sidebar, then click "Add Member".
Enter Member Details
Fill in the member's information:
- Personal Information - Name, email, phone, date of birth
- Address - Full contact address
- Emergency Contact - Name and phone number
- Medical Information - Any conditions or notes for instructors
- Photo - Optional profile photo for identification
Assign Membership
Select a membership plan for the new member. You can choose to start billing immediately or set a future start date.
If the member needs a trial period, select a trial membership first. You can convert them to a full membership later.
Self-Signup
Enable self-signup to let potential members register online:
- Share your gym's signup page link
- Members complete their own profile and payment
- Automatically added to your member list once payment is confirmed
- Welcome email sent automatically
You can customise which fields are required during self-signup in Settings → Signup Form.
Member Profile
Each member has a detailed profile showing their complete history with your gym:
Overview Tab
- • Contact information
- • Current membership status
- • Attendance summary
- • Account balance
Memberships Tab
- • Active and past memberships
- • Class credits remaining
- • Renewal dates
- • Payment history
Attendance Tab
- • Check-in history
- • Classes attended
- • Attendance patterns
- • Missed classes
Notes Tab
- • Staff notes
- • Medical alerts
- • Communication history
- • Important dates
Family Accounts
Link family members together for easier management and family pricing:
- Create a parent account as the primary billing contact
- Add children or other family members as linked accounts
- Apply family membership discounts automatically
- Parents can book classes for their children
- Single invoice for all family members
Adding Minors
When adding members under 18, additional fields are required:
- Parent/Guardian name and contact
- Parental consent for activities
- Photo consent for marketing (optional)
- Medical information and allergies
Ensure you have proper consent documentation for all minor members. You can require contract signatures through the Contracts feature.
Member Status
Members can have different statuses that affect their access:
Active
Member has a valid membership and can access the gym and book classes.
Frozen
Membership temporarily paused (e.g., for injury or holiday). Billing may be paused or reduced.
Pending
Awaiting payment confirmation or document completion.
Cancelled
Membership has ended. Member cannot access until reactivated.
Past Due
Payment failed or overdue. Access may be restricted based on your settings.
Common Actions
Freeze Membership
Pause a membership for a set period. Set a return date and choose whether to pause billing completely or charge a reduced rate.
Change Membership
Upgrade or downgrade a member's plan. Prorate billing automatically or apply changes at the next billing cycle.
Add Credits
Add complimentary class credits or account credit for goodwill gestures or promotional offers.
Send Message
Send an email or push notification directly to the member from their profile.
Bulk Operations
Perform actions on multiple members at once:
- Export - Download member data to CSV for reporting
- Import - Bulk upload members from a spreadsheet
- Send Message - Email all selected members
- Apply Tag - Add tags for filtering and segmentation
Use member tags to create segments for targeted marketing campaigns, like "Morning Members" or "Trial Converts".