Adding Members Manually

Overview

Adding members manually is the most common way to enroll someone at the front desk or over the phone. GymPoint's member creation form walks you through capturing contact details, assigning a membership plan, and collecting payment in a single flow.

Step-by-Step: Adding a New Member

Step 1: Open the Add Member Form

1. Navigate to Members in the left sidebar.
2. Click the Add Member button in the top-right corner.
3. The new member form opens in a dialog or full-page view.

Step 2: Enter Required Information

The following fields are required to create a member record:

• First Name — The member's first name.
• Last Name — The member's last name.
• Email Address — Used for login to the member portal, receiving invoices, and communications.

GymPoint checks for duplicate email addresses. If a member with the same email already exists, you will be notified and given the option to view the existing record instead.

Step 3: Fill in Optional Details

While not required, these fields help you maintain complete member records:

• Phone Number — Mobile or home phone for SMS communications and emergency contact.
• Date of Birth — Useful for age-based reporting and birthday communications.
• Address — Full mailing address.
• Emergency Contact — Name and phone number for emergencies.
• Notes — Free-text field for any relevant details about the member (e.g., "Referred by John Smith" or "Has knee injury, avoid high-impact classes").

Step 4: Assign a Membership Plan

Under the Membership section of the form:

1. Select a plan from the dropdown. This list shows all active membership plans you have created.
2. Choose a start date. This defaults to today but can be set to a future date.
3. If the plan has a trial period, the trial will begin on the start date.
4. If the plan has a setup fee, it will be shown as a separate line item.

You can skip this step if you are creating a member record without an active membership (for example, a lead you are converting or a drop-in visitor).

Step 5: Collect Payment Information

If you assigned a membership plan that requires payment:

• Poynt Terminal — If a Poynt terminal is connected, you can swipe, tap, or insert the member's card directly. The terminal handles PCI-compliant card capture.
• Card on File — Enter card details through the secure Poynt Collect form embedded in the page. The card is tokenized immediately and never stored in plain text.
• Skip Payment — Choose to bill later if the member will pay on their next visit or if the plan has a trial period.

Step 6: Custom Fields

If you have configured custom fields for your organization, they will appear at the bottom of the form. Fill in any applicable custom data (e.g., T-shirt size, referral source, experience level).

Step 7: Save the Member

Click Save Member to create the record. GymPoint will:

• Create the member profile.
• Activate the assigned membership plan (if one was selected).
• Process the initial payment (if payment was collected).
• Send a welcome email to the member with portal login instructions.

After Adding a Member

Once the member is created, you are taken to their profile page where you can:

• View and edit their contact information.
• See their membership status and billing details.
• Add notes or attach documents.
• Assign a rank or belt (for martial arts gyms).
• Check them in for their first visit.

Tips

• If you are enrolling several members at once (e.g., during a sign-up event), consider using the CSV import feature for bulk enrollment.
• Double-check the email address before saving. Members use their email to log in to the member portal.
• If a member does not want to provide an email, you can enter a placeholder, but they will not be able to access the portal or receive automated communications.