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Members Management

Members are at the heart of your gym business. FineGym provides comprehensive tools for managing member profiles, assigning memberships, tracking activity, and maintaining communication.

Adding Members​

Manual Creation​

Location: Memberships → Members → Add Member

Click Add Member to open the member creation form:

Required Information​

FieldDescription
Full NameMember's complete name
EmailPrimary email for login and notifications

Optional Information​

FieldDescription
Phone NumberContact phone with country code
Profile PhotoUpload or take a photo
BirthdayDate of birth
AddressStreet, city, state, postal code (auto-complete available)
CountryDefaults to your business country

Guardian Information (for minors)​

FieldDescription
Guardian NameParent/guardian name
Guardian EmailGuardian's email address
Guardian PhoneGuardian's phone number

Referral Tracking​

FieldDescription
Referred ByHow they found your gym (Walk-in, Social Media, Friend, etc.)
ReferrerIf referred by another member, select them here

Staff Assignment​

FieldDescription
Assigned ToStaff member responsible for this member (e.g., personal trainer)

Add member form

tip

The email address is used for:

  • Member login credentials
  • Invoice and receipt delivery
  • Booking confirmations
  • Marketing communications

Bulk Import (CSV)​

Location: Memberships → Members → Import

Import multiple members at once from a CSV file:

  1. Click Import Members
  2. Download the CSV template
  3. Fill in member data following the template format
  4. Upload your completed CSV
  5. Review and confirm the import

See Data Migration Guide for detailed import instructions.

Member Profile​

Accessing a Profile​

From the Members list, click on any member to view their profile.

The profile page contains tabs for different information:

TabContent
ProfileBasic info, photo, contact details
MembershipsActive and past memberships
ReservationsClass and appointment bookings
AttendanceCheck-in history
TransactionsPayment and invoice history
DocumentsSigned waivers and contracts
NotesStaff notes about the member
CommunicationEmail/SMS history

General Information​

View and edit member details:

  • Profile photo
  • Contact information
  • Address
  • Birthday
  • Referral source
  • Assigned staff

Member profile

Custom Fields​

If you've configured custom fields, they appear in a separate card on the profile page.

Custom fields allow you to track additional information like:

  • Emergency contact
  • T-shirt size
  • Fitness goals
  • Health conditions

Member Notes​

Add internal notes about members:

  1. Go to the Notes tab
  2. Click Add Note
  3. Enter your note text
  4. Optionally select a Tag for categorization
  5. Click Save

Notes are visible only to staff, not to members.

Member notes

tip

Use Note Tags to categorize notes (e.g., "Medical", "Payment Issue", "VIP").

Block/Unblock Member​

If you need to prevent a member from checking in or booking:

  1. Click the Block Member button
  2. Confirm the action

Blocked members:

  • Cannot check in
  • Cannot make reservations
  • Cannot access the mobile app
  • Still have their membership data preserved

To restore access, click Unblock Member.

Assigning Memberships​

Assign a Membership Plan​

Location: Member Profile → Memberships → Assign Membership

  1. Click Assign Membership
  2. Select the Member (pre-filled if on member profile)
  3. Select the Membership Plan
  4. Choose the Start Date
  5. Select Payment Type:
    • Card (Stripe payment)
    • Cash
    • Bank Transfer
    • Other custom payment methods
  6. Optionally apply a Discount
  7. Review the pricing estimate
  8. Click Assign

Assign membership

Payment Processing​

Card Payment:

  • Member is redirected to Stripe checkout
  • Payment processed immediately
  • Recurring billing set up automatically

Cash/Manual Payment:

  • Invoice created in "Pending" status
  • Record payment when received
  • First recurring charge happens on next bill date

Pricing Estimate​

Before confirming, you'll see a breakdown of:

ItemDescription
Charge AmountRegular plan price
Setup FeeOne-time fee (if applicable)
DiscountAmount saved
TaxApplicable taxes
Total Due TodayAmount to charge now

Membership Operations​

View Membership Details​

From the member's Memberships tab, click on any membership to see:

  • Plan name and type
  • Status (Active, Frozen, Archived)
  • Start and end dates
  • Next billing date (recurring)
  • Payment method
  • Applied discount
  • Usage statistics

Freeze Membership​

Temporarily pause a membership (vacation, injury, etc.):

  1. Click Freeze on the active membership
  2. Optionally set a Reason
  3. Optionally set an Unfreeze Date (auto-resume)
  4. Click Freeze Membership

Freeze membership

When frozen:

  • Billing is paused
  • Check-ins are prevented
  • Usage counters pause
  • End date extends by freeze duration
note

Punchcard memberships cannot be frozen since they don't have recurring billing.

Unfreeze Membership​

Resume a frozen membership:

  1. Click Unfreeze on the frozen membership
  2. Confirm the action

The membership resumes immediately with:

  • Billing restarted
  • Check-ins enabled
  • Usage counters active

If an automatic unfreeze date was set, it will be cleared.

Change Billing Date​

Adjust when a recurring membership is charged:

  1. Click Change Billing Date
  2. Select the new billing date
  3. Click Save

The next charge will occur on the new date.

Change Payment Method​

Update how a membership is billed:

  1. Click Change Payment Method
  2. Select the new payment method:
    • Different saved card
    • Cash
    • Bank Transfer
    • Custom payment method
  3. Click Save

Change Discount​

Apply or modify a discount on an active membership:

  1. Click Change Discount
  2. Select a discount or remove the existing one
  3. Click Save

The discount applies to future billing cycles.

Archive Membership​

End a membership permanently:

  1. Click Archive
  2. Confirm the action

Archived memberships:

  • Stop all billing
  • Prevent check-ins
  • Remain in history for records
  • Cannot be reactivated (assign a new membership instead)

Member Documents​

Assign Documents​

Send waivers or contracts for member signature:

  1. Go to the Documents tab
  2. Click Assign Document
  3. Select the document template
  4. Click Assign

The member receives an email with a link to sign digitally.

Assign document

View Signed Documents​

See all documents signed by the member:

  • Document name
  • Signed date
  • View or download signed copy

Sign on Behalf (In-Person)​

If the member is present, staff can capture their signature:

  1. Click Sign Document on a pending document
  2. Have the member sign on the screen
  3. Click Submit Signature

Member Activity​

Attendance History​

Location: Member Profile → Attendance

View the complete check-in history:

ColumnDescription
Date/TimeWhen they checked in
TypeOpen gym, Class, Appointment
Membership UsedWhich membership was used
StaffWho processed the check-in

Filter by date range to see specific periods.

Reservations​

Location: Member Profile → Reservations

View all class and appointment bookings:

ColumnDescription
Date/TimeScheduled time
TypeClass name or appointment type
StatusBooked, Checked-in, Cancelled, No-show
MembershipMembership used for booking

Actions available:

  • Cancel reservation
  • Mark as checked-in
  • Mark as no-show

Transaction History​

Location: Member Profile → Transactions

View all financial transactions:

Invoices Tab:

  • Invoice number and date
  • Amount and status (Paid, Pending, Overdue)
  • Click to view invoice details

Transactions Tab:

  • Individual payment records
  • Payment method used
  • Receipt download

Communication History​

Location: Member Profile → Communication

View all emails and SMS sent to the member:

  • Date and time sent
  • Subject/content preview
  • Delivery status

Searching and Filtering Members​

Use the search bar to find members by:

  • Name
  • Email
  • Phone number

Advanced Filters​

Filter the member list by:

FilterOptions
StatusActive, Inactive, Blocked
Membership PlanFilter by specific plan
Membership StatusHas active membership, No membership
TagsMembers with specific note tags
Assigned StaffMembers assigned to specific staff

Export Members​

Download member data as CSV:

  1. Apply desired filters
  2. Click Export
  3. Choose fields to include
  4. Download the CSV file

Best Practices​

Complete Profiles​

Encourage complete member profiles:

  • Profile photo (helps with identification)
  • Phone number (for SMS notifications)
  • Birthday (for birthday messages)
  • Emergency contact (via custom fields)

Regular Notes​

Document important interactions:

  • Initial consultation notes
  • Goals and preferences
  • Issues or complaints
  • Special requirements

Keep Data Current​

  • Update contact information when members notify changes
  • Archive inactive memberships instead of deleting
  • Review blocked members periodically

Privacy Considerations​

  • Only collect necessary information
  • Secure access with staff permissions
  • Members can request data export/deletion via the app

Troubleshooting​

Member Can't Log In​

Check:

  • Email address is correct
  • Member hasn't been blocked
  • Password reset email was sent

Use "Send Welcome Email" to resend login credentials.

Membership Not Showing as Active​

Verify:

  • Start date has passed
  • End date hasn't passed
  • Membership isn't archived
  • Membership isn't frozen

Can't Delete Member​

Members with:

  • Active memberships
  • Transaction history
  • Check-in records

Cannot be deleted to preserve data integrity. Block instead if needed.