Clients

What this page is for

What you see

• Export: download every client that matches your search and filters, as Excel, CSV or PDF, or print the list.
• Add Client: add a new client.
• Search by name, email or phone…
• Filters: narrow the list by Status and Gender. Clear all filters removes them.
• The table: Client (name, photo and groups), Email, Phone, Status, Joined, and the edit and delete buttons. The list shows 50 clients a page; use ← Prev and Next → to move between pages.

A client's page

• At the top: Payment Link, Take out (money out of the wallet), Sell Membership and New Booking.


• Under the name: the status, email, phone, groups, and the client's Health notes (only for staff allowed to see them).


• Cards: Total Spent, Wallet Balance, Upcoming bookings, Total Bookings, No-shows and Membership.


• Tabs: Overview (a timeline of recent activity), Calendar (the client's bookings by month), Bookings, Memberships, Orders, Payments, Payment Links and Fitness.

How to add a client

1. Click Add Client.
2. Fill in Full Name and Email. These two are required, and the email must not belong to another client.
3. Add a Photo, Phone, Gender, Date of Birth and Notes if you have them.
4. Set the Status. New clients are Active.
5. Fill in any extra fields your gym has added (see Settings → Custom Fields). Fields marked as required must be filled.
6. Click Create Client.

How to edit or delete a client

1. Click the pencil on the client's row.
2. Change what you need, then click Save Changes.
3. To delete, click the bin and confirm. This only works for a client with no history at all (see "Good to know").

How to work with a client's page

1. Click the client's name in the list.
2. Use New Booking to book them in, or Sell Membership to sell them a plan or pack.
3. Use Payment Link to make a link the client can pay online. You can copy or cancel a pending link on the Payment Links tab.
4. Use Take out to remove money from their wallet, for example to hand the balance back in cash. Give a reason.
5. On the Memberships tab, switch Renews automatically on or off for a running monthly or yearly plan. When on, the plan renews itself from the client's wallet on its end date.

Good to know

• Statuses: Active clients can use everything. Inactive clients can't sign in to the client panel, and don't count against your plan's client limit. Suspended and Blacklisted clients can't sign in, and staff can't book them, sell to them at the till, sell them a membership or make a payment link for them.
• Deleting: a client with any history (bookings, memberships, orders, payments, invoices, refunds, wallet money, fitness logs and so on) can't be deleted. The app tells you what they have. Set them to Inactive instead. Deleting can't be undone.
• Plan limit: if your plan's client limit is reached, adding a client, or setting an inactive one back to active, is refused.
• Signing in: a client you add here gets no password they know. To use the client panel, they choose one with "forgot password" on the sign-in page.
• Total Spent is bookings paid, till sales, membership payments and paid invoices, minus completed refunds. Wallet top-ups don't count.
• The tabs show the most recent records: the last 20 bookings, 15 orders, 20 payments and 10 payment links.
• Health notes (injuries, allergies, conditions) are seen and written only by staff allowed to see health details, such as trainers.
• Who can do it:
  • Add Client, edit and delete each need their own clients permission.
  • New Booking needs permission to create bookings.
  • Sell Membership needs permission to sell memberships. Switching Renews automatically needs permission to update memberships.
  • Payment Link, Take out and the Payment Links tab need permission to manage finance.
  • The Fitness tab needs fitness permission, and fitness tracking must be on for your gym.
  • The owner can do everything.

Common questions

Why can't I book or sell to a client?
Their status is Suspended or Blacklisted. Change it back to Active if that is right.

The Sell Membership or Payment Link button is missing. Why?
You don't have that permission. Ask the owner.

Does the Export take only the page I see?
No. It takes every client that matches your search and filters.