Managing members¶
Open Members in the sidebar.
The member list¶
Desktop shows a grid grouped by billing account; mobile shows cards. Each account group shows the bill-to name, account code, member count, ledger shortcut (Owner, Admin, Accountant) and primary contact shortcuts (email, WhatsApp, call).
Search¶
Search matches names, account code, bill-to name, date of birth, age and any contact label or value.
Filters¶
| Filter | Shows |
|---|---|
| All | Active members |
| Missing DOB | No date of birth captured |
| Adults / Minors | Age 18+ / under 18 (needs a DOB) |
| Has / No Personal Contact | Whether emergency contacts exist |
| Pending Registration | Walk-ins not yet fully registered |
| No Package | No active package |
| Inactive | Deleted-but-retained members |
Adding a member¶
- Add Member (Owner or Admin).
- Enter first and last name (required) and optionally date of birth.
- Add optional emergency contacts.
- Choose Manage Packages and select packages.
- Add tags.
- Complete Billing Information: create a new account or Link Existing Account. Save the billing card before saving the member.
- Save Member.
Contact values are validated: emails must be valid and phone/WhatsApp numbers must be international format (+27821234567).
Tags¶
Type to find an existing tag or press Enter to create one. Tags are case-insensitive and shared across the organization. Sessions use tags to build their attendance roster.
Warning
Tags are for grouping only. Never enter medical, health or dietary information. See Privacy & data retention.
Assigning packages¶
Use Manage Packages. What happens on save depends on the model; see Packages & billing. Prepaid packages ask for confirmation because they post a charge immediately.
Editing a member¶
Click a row (or the pencil icon). Instructors and Accountants can open the editor but only view it.
Deleting and reactivating¶
Delete (Owner or Admin) removes the member permanently if they have no history. If they have ledger, attendance or session history, they are marked Inactive instead so financial records stay intact. Inactive members are dimmed, appear under the Inactive filter, and can be Reactivated.
Pending registration¶
Walk-ins added during attendance appear with a Pending Registration badge. Open them, complete date of birth, contacts and billing details, and save. Saving through the full editor clears the flag. See Attendance.
Automatic retention¶
Members with no activity for 24 months are anonymized (if they have financial history) or deleted (if they don't). See Privacy & data retention.