Adding & Managing Members

Adding & Managing Members

Members are at the centre of everything in Bliply. There are multiple ways to add members to your gym.

Methods for Adding Members

• Manual Entry — Click + Add Member from the People section. Fill in name, email, phone number, date of birth, and optionally assign a membership immediately.
• Bulk Import (CSV) — Upload a spreadsheet from People → Import. The AI-powered importer automatically maps your columns to Bliply fields, validates the data, and shows a preview before importing. Supported fields include name, email, phone, membership type, start date, and custom fields.
• Self Sign-up — Members register themselves through your branded sales page or join link. They select a membership, enter their details, sign any required waivers, and pay via Stripe.
• Join Links — Generate unique URLs for specific membership plans from Memberships → Share. Share these links on social media, in emails, or via QR codes. Each link pre-selects the membership plan.

Member Profile Tabs

Each member has a detailed profile with the following tabs:

• Overview — Contact information, current membership status, attendance statistics, engagement score, and key dates (joined, last visited).
• Memberships — Active and historical plans, remaining credits, freeze periods, and membership actions (upgrade, downgrade, cancel, freeze).
• Attendance — Complete booking and sign-in history across all classes and sessions. Filterable by date range.
• Payments — Full transaction history including invoices, refunds, and failed payments. Download individual invoices as PDF.
• Communication — Log of all emails and messages sent to this member.
• Notes — Private internal notes visible only to staff. Useful for coaching notes, injury history, or special requirements.
• Legal — Signed waivers and contracts with digital signatures, timestamps, and IP addresses. A "safe view" masks sensitive data for everyday use.
• Activity — Workout results, personal records, and heart rate session data.
• ♀ Female Insights — If the member has enabled Female Training Insights and granted coach visibility, this tab shows their Body Intelligence Score, cycle data, recent check-ins, and AI insights. Visibility depends on the member's privacy setting (Private, Insights Only, or Full Data). See the dedicated "Female Training Insights for Coaches" article for details.

Subscriptions Cancelled in Stripe

If a member's subscription is cancelled directly in Stripe (from the Stripe dashboard, after all payment retries fail, or by Stripe's automatic test-mode clean-up), Bliply ends the membership and tells you straight away:

• A warning alert on your gym dashboard naming the member and the reason.
• A push and bell notification to gym admins.
• An entry in the member's activity log and a "Subscriptions cancelled in Stripe" section in your daily payment digest email.

Bliply also runs a daily check for memberships that are still live but whose Stripe subscription has ended (for example if a Stripe message was missed). These are flagged the same way but the membership is left unchanged so you can decide whether to end it or set up a new one.

Account Credit and Pending Adjustments

The Credits & adjustments card on a member's Billing tab shows everything waiting to affect their next payment:

• Pending rows are credits or charges queued for the next invoice (for example a payment date change or hold credit). They change to Applied once that invoice is paid.
• Account credit (tagged "Stripe balance") is money Stripe holds on the customer. Stripe uses it automatically on the next invoice, including manual invoices.
• Items tagged "Added in Stripe" were created in the Stripe dashboard rather than Bliply.
• The Next payment box shows what Stripe will actually collect on the next date.

When you create a manual invoice for a member with account credit, you can choose Use account credit (the default) or Charge card instead. Charging the card leaves the credit on the account for the next payment. If an invoice is fully covered by credit you'll see "Paid from account credit" and nothing is charged to the card.

Undoing a Payment Date Change

If a payment date change was made by mistake, staff can undo it while the adjustment is still pending — that is, before the next payment on the new date has been taken. On the member's Billing tab, a pending payment date credit or charge shows an Undo button. Undoing removes the pending credit or charge from Stripe and restores the member's original billing date, as if the change never happened. The row stays in the list labelled Reversed for the audit trail, and the undo is recorded in the member's activity log.

Once the adjusted payment has been taken, the change can no longer be undone — money has moved, so use a normal date change instead. Members can always change their date again themselves from the app; the Undo button is a staff correction tool for mistakes.

Member Statuses

• Active — Current paid member with full access.
• Trial — On a trial membership (time-limited).
• Lead — A prospect captured from a form or manual entry. Not yet a paying member.
• Inactive — Membership lapsed or cancelled.
• Suspended — Payment overdue. Booking is blocked until resolved.

Family Members

Add family members under a primary member account. Family members (previously called "dependants") share the parent's billing — all subscription charges for a family member are automatically billed to the parent account's Stripe customer. Each family member has their own full profile, bookings, attendance, and app access. Family members cannot have family members of their own (no nested chains).

Billing Sponsors

For non-family payment arrangements, use Billing Sponsors. A billing sponsor is a member who pays for another member's subscriptions without a parent-child relationship. This is useful for corporate sponsorships, partner arrangements, or any case where one member covers another's fees.

• Billing sponsor links can only be created or removed by Gym Admins.
• Once linked, all future subscriptions for the beneficiary are automatically charged to the sponsor's payment method.
• Both sponsor and beneficiary can view their billing relationship status on their profile.
• The billing priority for any subscription is: 1. Parent account → 2. Billing Sponsor → 3. Member's own payment method.

Searching & Filtering

The People list supports search by name or email, and filtering by membership status, membership plan, role, and tags. Phone numbers are masked for Staff users to protect member privacy.

Privacy requests on a member's profile

Each member profile has a Privacy & SAR tab (Gym Admins and Managers only). Use it to log and prepare a Subject Access Request with the SAR Prep Assistant — see the article SAR Prep Assistant: Handling a Subject Access Request in Legal & Compliance. Erasure requests are handled separately using Anonymise personal details on the Overview tab.