In this article, you'll learn how to create a new member.
Contents
- Prerequisites
- Starting the member creation wizard
- Checking for existing and former members
- Entering personal data
- Entering contact details
- Adding a photo and codes
- Entering membership information
- Entering payment details
- Reviewing and saving the member
- Creating a prospect instead of a member
Fast lane
- Go to Members.
- Click Create member at the top right.
- Search for the person's name to rule out a duplicate, then continue.
- Fill in personal data, contact details, and (optionally) a photo and codes.
- Enter the membership information, choose a payment method, and add the matching payment details.
- Review the summary and save the member.
Prerequisites
Permission: Create members.
Starting the member creation wizard
Go to Members and click Create member at the top right to open the member creation wizard.
Depending on your permissions, an ID document reader may also be offered on this first step.
Checking for existing and former members
Before you create a new member, search for the person's name. If they were already stored as a customer before (for example as a former member), they appear in the search results. Click Reactivate and the person loses the Former member status instead of being created a second time.
Tip: Even if the person is completely new, you can already enter their name at this step. The data carries over to the next step when you click Next.
Entering personal data
On the Personal data step, enter the member's name, date of birth, and other personal details. You can also assign a card number here.
Entering contact details
On the Contact details step, enter the address, email address, and phone number.
Adding a photo and codes
On the Photo and codes step, take a photo of the member or upload one from your files. You can also assign codes to the member here.
Entering membership information
On the Membership information step, choose the payment method, then the rate, term, and billing interval (for example monthly). A preview shows when and in what amount payments will be due over the contract period.
Available payment methods are Cash, Direct debit, Bank transfer, Credit card, and, depending on your setup, TWINT. The payment method you choose determines which payment-details step is shown next.
The billing details behind the preview (for example the default due date, contribution, and notice period) are shown on a second tab.
You can also choose who pays for the membership: the member themselves, another studio customer, or an external person. This option is always available on this step, regardless of the rate or contract type chosen.
Entering payment details
Which step appears here depends on the payment method chosen in Membership information:
- Direct debit – Bank account step: enter the account holder and IBAN. If the IBAN is valid, the BIC and bank are filled in automatically; alternatively, enter the bank code and account number directly. Click Request SEPA mandate to generate the SEPA mandate reference number. If you upload a SEPA document, you find it again afterward in the member's Documents area. Studios billing in GBP with an active card-payment provider may see a BACS details step here instead.
- Credit card – Credit card details step: enter your card details as prompted. The exact fields shown here depend on the payment provider configured for your account.
- Cash or Bank transfer – no separate payment-details step.
Reviewing and saving the member
The Summary step lists all entered data once more. Go through it with the member and check that everything is correct before you save.
Once saved, the member's detail view opens. The contract is also stored in the member's Documents area, from where you can download it.
Tip: On tablet devices, the member can sign the contract and SEPA mandate digitally.
Creating a prospect instead of a member
Creating a prospect follows the same steps as creating a member (personal data, contact details, photo and codes, summary), just without the membership and payment steps.