Member Management

Inviting Members

Send secure invitation links to new members:

• Go to Members → Invite Member
• Enter the member's Full Name and Email Address, then press Send Invitation
• Invitation expires after 7 days
• Members set their own password

Moving Existing Paying Members

To move a member who already pays you elsewhere onto ClearGym without charging them twice, choose the date their first payment should be taken. Owners and managers can do this.

1. Invite the member and fill in First payment date (optional), or open an existing member and set it under First payment date, then press Save first payment date. The date must be at least 7 working days away. The form only accepts dates in the range it shows.
2. The member accepts the invitation, chooses a plan and sets up their Direct Debit, or their card if the plan accepts cards. Their confirmation says nothing is charged today and gives the date of the first payment.
3. Keep collecting through your previous provider until the new date, then cancel the old Direct Debit so it does not also collect on the new date.
4. If the member sets up after that date has become too close, has passed, or is further away than their plan allows, they cannot join online yet. Nothing is charged, and they are told to ask you. Choose a new date on the member's page and they can continue.
5. The date cannot be changed once the member has set up their Direct Debit or card.

Viewing Member Details

Access comprehensive member information:

• Contact details (email, phone)
• Membership plan and subscription status
• Upcoming and past bookings
• Training plans
• Health & Safety: PAR-Q answers and clearance, stored encrypted
• Liability waiver signatures
• Member Notes (private, member can't see)

Search and Filters

Find members by name, email or phone number, then narrow the list with Status and Alerts. Press Filter to apply them, and Clear Filters to start again:

• Search: By name, email, or phone number
• Status: All Statuses, Verified, Unverified, No email address, Subscribed, Paused, No Subscription, Payment failed or Pays the gym directly
• Alerts: All Members, Waiver Updates, Medical Overdue or Health answers to review

Member Notes

Keep private staff notes on each member:

• Click on a member to view their profile
• Scroll to Member Notes
• Type in Add a note and press Add Note
• Press Edit on a note to change it, then Save, or Delete to remove it
• Notes are private—members cannot see them

Use notes for things like preferences or follow-up actions. Every member of staff can read them, so keep health details out: they belong in the member's own health form, and owners and managers can add clearance notes in the encrypted Health & Safety section, whose answers only they can read.