Add a member

Before you start

Create your plans first — Plans in the sidebar. Without a plan, you can still save the member, but the app has no duration to work with, so it cannot fill in an expiry date and that person will never show up in Renewals.

Steps

1. 1

   Go to Members in the sidebar, then tap Add Member. You land on Add New Member.

2. 2

   Tap Upload Photo if you want one. A cropping box opens — drag to frame the face, confirm. Optional; you can add it later.

3. 3

   Fill in Full Name and Phone. Both are required. Phone needs at least 10 digits.

4. 4

   Pick a Membership Plan. The moment you pick one, two things happen on their own:

   • Expiry Date fills in and greys out — it is the join date plus the plan's days.

   • A Payment at Admission box appears with Plan Fee already set to the plan's price.

5. 5

   Set the Join Date if the person is not starting today. The expiry date moves with it.

6. 6

   In Payment at Admission, check the numbers. Plan Fee and Admission Fee are both editable, and the Total below them updates live. Choose the Payment Method and the Payment Date, and upload a Payment Receipt if you have one.

   • Don't want to take money yet? Untick Record payment now.

7. 7

   Add Notes and the Signed Membership Form if you have them. Both optional.

8. 8

   Tap Save Member. You land back on the members list with the new person in it.

Good to know

• Expiry Date is join date + plan days. A 30-day plan starting 1 March expires 31 March. You cannot type over it on this screen — change the plan or the join date instead. (You can edit it later from the member's own page.)

• Choosing "— No plan (walk-in / trial) —" leaves the expiry blank, and a member with no expiry date counts as Active forever. They will never appear in Renewals and never turn Expired. Fine for a genuine walk-in, a problem if you meant to give them a plan.

• Ticking "Record payment now" does two things, not one: it creates a payment you will see under Payments, and it marks the member's payment status as Paid. Untick it and the member is saved with no payment status at all.

• The Admission Fee can be pre-filled for you. Set it once under Plans → Default Admission Fee and every new member form starts with that number in the box, still editable.

• The description on the payment is written for you — "Plan Fee — plan name", plus "+ Admission Fee" if you entered one. That is what shows in the Notes column on Payments.

• Nothing stops you adding the same phone number twice. The app does not check for duplicates. Search the name first if you are not sure whether someone is already registered.

• The member cannot log in yet. Adding them creates their record for you. If you want them to see their own membership on their phone, open the member and tap Member Portal Invite.

<!-- SCREENSHOT: Add New Member with a plan selected, showing the auto-filled expiry and the Payment at Admission box -->

When it doesn't work

• The Membership Plan box says "No plans yet." You have not created any plans. Tap the Create plans → link in that box, add at least one, and come back.

• You saved, and there is no expiry date on the member. You left the plan as — No plan (walk-in / trial) —. Open the member, tap Edit Member, pick the plan and set the Expiry Date by hand — the edit screen does not calculate it for you.

• "Something went wrong. Please try again." Nothing was saved and the form keeps everything you typed. Check you are still online and tap Save Member again. If it keeps failing, the most common cause is a phone number with fewer than 10 digits.

• "Image upload failed — saving other changes without the new photo." The member and the payment saved correctly; only the photo did not. Open the member and try the photo again on its own — a smaller picture usually goes through.

• The photo is missing but everything else saved. Same cause. The member is fine; re-upload the photo from Edit Member.