Members and client cards

Open “Members” in the menu. Each row shows the photo or initials, name and email, phone, type, memberships with status and visits left, tags and the engagement score. Click a name to open the card.

The search field above the list finds people by name in any order, phone in any format, email or check-in code, even by part of one. It works together with the filters and worklists, and the search stays in the page address, so you can send the link to a colleague. The list shows up to 100 people at a time and says how many there are in total. The “Search members…” field in the top bar finds a person from any screen: pick them to open their card, or press Enter to see all matches in “Members”.

• “All” — everyone, including people imported from a file who have no membership yet (type “Contact”).
• “Member” — set automatically when a person's membership takes effect: sold at the front desk, paid on the club website, or on its start date if it was bought ahead.
• “Lead” — signed up on the website or added in “Members”, nothing bought yet. Everyone added by staff starts as a lead and becomes a “Member” when a membership is sold.
• “Drop-in” — one-off guests marked this way in earlier records. New people are not marked drop-in: they start as a “Lead”.
• “Lapsed” — members whose last membership has ended and who have nothing active, paused or bought ahead. easygym moves them here every night; a new membership makes them a “Member” again. A card marked “Member” by hand without a sale is never moved.
• “Membership expiring” — memberships ending in the next 14 days: plan, end date, price, auto-renewal and debt, sorted “By end date” or “By debt”, with the total “At stake” above. Opened from the assistant’s card, the list covers 7 days and only memberships without auto-renewal, and the line above the table says “without auto-renewal”.
• “At risk” — people with an active membership and a low engagement score: last visit, visits in 30 days, plan, end date and debt, lowest score first.
• “Stopped coming” — regulars who stopped: at least 6 check-ins in the 8 weeks before and none in the last 14 days, with a valid membership. If the membership was paused during those 14 days, the person is not listed. The table shows the visits before the silence, the last visit, plan, end date and debt.
• “New, no visit yet” — members whose first membership started 5 to 30 days ago and who have not checked in since, those who started earliest first.

Automatic tags

Every club gets the same set of tags, and easygym puts them on people every night by these rules. A tag that no longer fits is taken off the next night; tags are shown in the language of the interface.

• Money: “Past due” — a charge has stayed unpaid for a day or longer; “Big spender” — 10,000 or more paid in total, in the club currency.
• Life cycle: “New member” — first 30 days with the club; “Stopped coming” — no visit for 45 days or longer; “Never visited”.
• Membership: “Expiring soon” — an active membership ends within 7 days; “No membership” — nothing active or paused.
• Loyalty: “Loyal” — three or more memberships bought; “At risk” — engagement score 25 or lower; “Rockstar” — 75 or higher.
• Visits: “Frequent” — 8 or more visits in the last 30 days; “Rare” — one visit or none in that time, for someone who has visited before.
• Age, from the date of birth: “Youth” — under 18; “Senior” — 60 and older.

1. 1In “Members”, press “Add member”.
2. 2Fill in “First name” (the only required field) and whatever else you have: last name, phone, email, date of birth. The date is typed day first — dd/mm/yyyy, for example 03/04/1990 for 3 April — whatever your browser language is.
3. 3Choose the “Home branch” if the club has several.
4. 4Write a “Note” if needed and press “Add member”. The new card opens.

If someone with the same email, or with a phone whose last nine digits match, already exists, no second card is made: you see “This person already exists — no new card was created.” and the link “Open the card”.

At the top: photo or initials, type, tags and the buttons “Edit”, “Sell membership” and, when the Assistant is on, “Brief on this client”. Below:

• Tiles “Due”, “Total paid”, “Attendance” (visits over 12 weeks) and “Engagement”.
• “Contact details” with birthday, gender, address, home branch, “Member since” and “Check-in code”.
• “Notes”, the breakdown of the engagement score and a chart of visits by week.
• “Memberships”: plan, status, usage, end date and price, with “Pause” (from today or scheduled ahead), “Cancel pause”, “Resume now” and “Cancel now” (see the Memberships guide). An unpaid membership shows “Awaiting payment”: take the money with “Accept payment”, or close it with “Cancel unpaid”.
• “Membership fee”, if the club charges one: accept the payment, waive the fee or defer the suspension.
• “Auto-renewal”: next charge, saved card, charge attempts, and the buttons “Stop auto-renewal” and “Change plan”.
• “Transactions” and “Online payments”; an online card payment can be refunded in full with “Refund”.
• “Upcoming bookings” and “Recent visits”.

A membership sold with “Shared with household” ticked is used by the buyer’s family too. Who is in the family is managed in the “Family” block on the client card.

1. 1Open the card of the person who pays and press “Add to family” in the “Family” block.
2. 2Find an existing client of the club by name, phone or email, choose “Adult” or “Child” and press “Add”.
3. 3To take someone out of the family, press “Remove” next to them and confirm.

• A covered family member books classes, checks in, goes through the doors and opens online branches with the shared membership; their visits come off the shared balance.
• On their card and in their member area the membership is marked “Shared” with the name of the person who pays, without the price. Payment, pause and cancellation stay on the payer’s card.
• The plan field “Family members on a shared membership” limits how many family members, not counting the payer, one shared membership covers. Empty means no limit.
• Places go by the order people joined the family. Someone over the limit is marked “Not covered: over the plan’s family limit” in the “Family” block and gets no entry or booking with that membership until a covered member leaves the family.
• Adding or removing someone changes door access at once, and a freed place goes to the next person in the family. A removed person keeps their own memberships; their access to online chats ends at the next online access check.

Press “Edit” at the top of the card to change the first and last name, email, phone, date of birth, gender, address, home branch, notes and photo, then press “Save”.

• Email and phone are checked the same way as at signup. If another card in the club already has them, nothing is saved: you see “Another card in the club already has this email.” and the link “Open that card”.
• The member signs in to the member area with the email on the card. Once you change it, the old address no longer opens the member area, and the card says so after saving; the member signs in with the new address, using “No password yet, or forgot it?” on the sign-in page to get a link there.
• The photo is added the same way as pictures on the website: from the device or as a link.

“Delete this person” at the bottom of the card is for a request to erase personal data or a card added by mistake. Only the account owner and administrators see it.

1. 1First cancel what is still running: “Cancel now” on each active or paused membership, “Cancel unpaid” on one awaiting payment, and upcoming bookings — open the class from “Upcoming bookings” and cancel the booking there. Until then the card says what is left.
2. 2Press “Delete person”, read what will happen, tick “I understand, delete this person” and press “Delete”.

• Someone with no payments, bookings or visits is deleted completely, together with their messages and tags.
• Someone with payments, bookings or visits stays in your records as “Deleted member”, so revenue, reports and instructor pay stay as they were. Their name, email, phone, address, date of birth, photo, notes, check-in code, tags, saved cards and member-area login are erased, door access is revoked and message texts are removed. Money records, consents and signed rules stay.
• A deleted person disappears from the list and from search; their card, opened from a payment, says when they were deleted.

The “Join the club” button on the club website opens the signup form. A new person who sends it appears as a “Lead”; if their email or phone is already known, the existing card is used and only its empty fields are filled. Set the form up in Settings → “Signup form”:

• “How members identify themselves”: “Email”, “Phone number” or “Email or phone”; the chosen one becomes required.
• Each field — last name, email, phone, date of birth, gender, address, photo — can be “Required”, “Optional” or “Don't show”. First name is always required.
• “Allow adding family”: relatives get their own lead cards with name, date of birth and gender, linked to the adult who signed up.
• “Ask for a plan in the form”: the person names the plan they want; nothing is sold.
• “Require signing the rules”: the person ticks “I agree to the club rules” and types their full name; the text they agree to is your “Consent text”.

The “Needs attention” card on Home is a short to-do list grouped into “Now”, “Today” and “This week”: one row per person, the six most urgent rows at a time, the rest under “Show everything”. Items about members:

• “Overdue payment” — a charge still unpaid after its due date — and “Payment failed”.
• “Membership expiring” — a membership without auto-renewal that ends within seven days.
• “Member drifting away” — an active membership with a “Low” engagement score.
• “Unpaid booking” — a booking for today that costs money and is not paid.
• “Unanswered message” — the member wrote last; it gets urgent as 24 hours pass.