F103 - Member Records

Overview:

• The Member List
• Members Record

1. Search by Name, Barcode/ID, Status, Company Name, Phone or Email by using the search fields on top.
2. Members are sorted alphabetically by Last Name by default. Click the ▼ arrow in the column headings to change sorting order.
3. Membership Plans column shows what membership this member has.
4. Status column shows the current member's Status.
5. Barcodes/ID numbers appear in this column.
6. Primary designation appears here. Members with individual memberships are primary by default. You can learn more about Individual Memberships HERE and about Group Memberships HERE
7. Edit column buttons are shortcuts to the Edit Member Details. If you cannot see this button or column, your security profile may not have permissions to edit member details.

1. This is the Members' information at a glance. The top section can change color depending on several factors, a RED highlight shows on a member whose status is Pending Delinquent, Delinquent, or Suspended; and a BLUE highlight is for members who are on Hold.

   Learn more about status changes HERE

2. In the General tab, this section shows the Agreement Details, including Additional Services or Sessions that the member currently has active at the club. Both Memberships and Additional Services will appear here. You can edit the agreement details such as the next billing date along with how much the member is paying for the agreement by clicking the Edit button. You can also cancel the agreement by selecting the Cancel button on the agreement.

Note: Terminated members can be reinstated by selling them a new membership from the member record by clicking the Convert Membership button on the Relate Bar or under the Member Control > Sign-up Menu selecting Re-Sign Terminated Member.

3. For a Group Membership, this section lists all members in the group with the current member along with how the ratio of responsibiity for billing is split, it will also show who is designated as the Primary member. You can adjust the split ratio by clicking Re-split located to the right above the Primary Column.

   Learn more about Joint Memberships HERE

4. In a Group Membership the Add Member button appears if the maximum limit of members in the plan has not been reached. Members with an Individual Membership will not have this button available.
5. This is the Relate Bar, everything that relates to the member can be done with these buttons, they are present in every Member's Record.

Below is a picture and a description of each button:

• Edit: Allows you to edit the member's information including their name, contact information, emergency contact, add a photo, turn on/off their Email and SMS subscriptions, and the option to apply credit from (if member has any) automatically when the billing service runs.

Note: Members can self unsubscribe from emails from the message they receive. However, the following notifications will still be sent: Invoices, Statements, Credit Card Expiring, Failed Payment, and Coming off Hold Notices, All Electronic Agreements documents, and Login Information will still be sent.

• Welcome Screen Settings - For facilities that use the Welcome Screen feature, a screen that faces members when they sign in, this button allows entering an individual message for the member to be displayed when they sign it.
• POS (Point of Sale) - This button allows you to sell inventory, additional services, courses, sessions, and gift cards to the member.
• Credit to Account - This button gives credit to a member's account, it is either paid in advance by the member to be used for a future invoice or a complimentary credit gifted by the club. You can learn more about Credit on a Members Account HERE

Note: Credit to Account is NOT for refunds.

• Document - This button uploads documents to member's record.
• Note - This button allows you to create notes realted to the member for internal staff communication.
• Task - This button allows you to assign and edit a calendar tasks/appointment for the member.
• Schedule - This button is to schedule sessions and classes purchased by the member.
• Change Status - Manually changes member's billing status. You can learn more HERE
• Hold - Puts member on hold for a set period of time.
• Cancel - This button allows you to cancel a member's Membership and all Additional Services. This will Terminate the Member.
• Convert Membership - Changes membership type and allows you to give a new membership to a Terminated member.
• Send Email - Allows you to send an email to the member.


6. Member Records are divided into Tabs. Here is a brief description of each tab.

1. General - The main page you will always see when you click on a members name from the Member List. Displays the member details, their agreement details, and notes.
2. Contact Info - Displays member's contact information.
3. History - Has a dropdown where you would select the History Record Type to view.
4. Billing - Displays all the member's billing information.
5. Scheduling - Displays the courses and classes the member is enrolled in.
6. Weight and Measurement - All weight and measurements can be recorded and displayed here.
7. Attribute - You can add and see a display list of the members attributes.
8. Agreement - Add, send, and display all electronic club agreements for the member here.