Custom Fields for Member Data

Overview

Every gym has unique data needs beyond standard contact information. GymPoint's custom fields let you define additional data points that appear on member profiles, such as T-shirt size, referral source, martial arts experience level, or anything else specific to your business. Custom fields also power filtering and segmentation so you can target communications and reports to specific groups.

Creating a Custom Field

1. Navigate to Settings > Members > Custom Fields.
2. Click Add Custom Field.
3. Fill in the field configuration:

Field Name

Give the field a clear, descriptive name (e.g., "T-Shirt Size", "Referral Source", "Years of Experience"). This label appears on the member profile form.

Field Type

Choose from the following types:

• Text — A single-line text input. Best for short, free-form answers.
• Dropdown — A predefined list of options the user selects from. Best when you want consistent data (e.g., "Referral Source" with options like "Google", "Friend", "Walk-in", "Social Media").
• Date — A date picker. Useful for tracking dates like certification expiry or anniversary dates.
• Checkbox — A true/false toggle. Good for flags like "Waiver Signed" or "Photo Release Approved".

Dropdown Options

If you selected Dropdown as the type, enter each option on a separate line. You can reorder options by dragging them. Options can be added or removed later without affecting existing member data.

Required Field

Toggle the Required switch on if this field must be filled in when creating or editing a member. Use this sparingly to avoid slowing down the enrollment process.

Display Order

Set the order in which this field appears relative to other custom fields on the member profile. Lower numbers appear first.

4. Click Save Field.

Where Custom Fields Appear

Member Profile

Custom fields appear in a dedicated Custom Fields section on every member profile. Staff can view and edit these values when viewing or editing a member's record.

Add Member Form

When adding a new member, custom fields appear at the bottom of the enrollment form. Required custom fields must be completed before saving.

CSV Import

Custom fields are available as mapping targets during CSV import. If your CSV has a column matching a custom field, you can map it during the import process.

Editing and Deleting Custom Fields

Editing

1. Go to Settings > Members > Custom Fields.
2. Click the custom field you want to edit.
3. Modify the name, type, options, or required status.
4. Click Save Changes.

Changing a field's type (e.g., from Text to Dropdown) may affect existing data. GymPoint will warn you if existing values cannot be automatically converted.

Deleting

1. Click the three-dot menu next to the field.
2. Select Delete Field.
3. Confirm the deletion.

Deleting a custom field permanently removes it and all associated data from every member profile. This action cannot be undone.

Using Custom Fields for Filtering

Custom fields become powerful when combined with GymPoint's member filtering tools.

Filtering the Member List

1. Go to Members and click the Filter button.
2. Select a custom field from the filter criteria.
3. Set the condition (e.g., "T-Shirt Size equals Large" or "Waiver Signed is true").
4. Apply the filter to see only matching members.

You can combine multiple custom field filters with standard filters (membership status, join date, etc.) for precise segmentation.

Using Filters for Communications

When creating an email or SMS campaign under Marketing > Communications, you can target members based on custom field values. For example, send a message to all members whose "Experience Level" is "Beginner" to promote an introductory class series.

Best Practices

• Keep the number of custom fields manageable. Too many fields slow down data entry and reduce completion rates.
• Use Dropdown fields instead of Text fields whenever the answers should be consistent. This makes filtering and reporting more reliable.
• Review your custom fields quarterly and remove any that are no longer being used.
• Make fields required only when the data is essential for your operations.