Members vs Accounts¶
This is the one concept that makes everything else make sense.
| Member | Account | |
|---|---|---|
| What it is | The person who attends | The party who is billed |
| Holds | Name, date of birth, tags, packages, attendance, optional emergency contacts | Bill-to name, account code, billing address, billing contacts, ledger, statements |
| Example | Olivia Hill | Mrs. Hill (HIL002) |
Every member belongs to exactly one account. An account can have many members, so siblings or a whole household share one balance and one statement, while each person keeps their own attendance, tags and packages.
Member details¶
- Name (required) and date of birth. Date of birth is only visible to Owners and Admins; other roles see age.
- Tags: labels used to group members for sessions (for example Junior or Swimming). Do not enter medical or health information. See Privacy & data retention.
- Packages: what the member is entitled to. See Packages & billing.
- Emergency contacts (optional): up to 10 phone/email/WhatsApp contacts for this member only.
Account details¶
- Bill To: the name on statements.
- Account Code: a unique code, per organization. It is generated from the last word of the Bill To name (first three letters plus a three-digit number, for example Mr. Hill becomes
HIL001) and can be edited. It is also the default payment reference on statements. - Billing address: up to 6 address lines, city, province/state (required) and country (required), postal code.
- Billing contacts: primary phone and email are pre-created. Add more as needed.
Phone numbers must be in international format, for example +27821234567.
Linking to an existing account¶
When adding a member, choose Link Existing Account and search by account code, bill-to name, member name, email or phone. Use this for a new sibling joining an existing family account.
Moving a member to another account¶
Edit the member and either link a different existing account or create a new one. If the old account is left with no members, it is removed if it has no ledger history. If it has ledger history, it is kept and marked Inactive.
Walk-ins¶
A walk-in added from an attendance register gets a temporary account with a code like PEND-1A2B3C4D and is flagged Pending Registration until completed. See Attendance.