Member statuses explained
Status controls what a person can do. Getting this right is what keeps unpaid people out of your classes.
| Status | Means | Access |
|---|---|---|
| Lead | In your system, not paying | Can be contacted; no booking or check-in |
| Trial member | In a free trial | Full member access |
| Member | Active, paying | Full access |
| Ex-member | Cancelled or lapsed | No access; history retained |
| Non-member | In your system but never a member | No access |
| Deletion pending | Requested account deletion | Retains access during the grace period |
| Deleted | Grace period elapsed | No access |
The rule that matters
A person cannot become an active member without both an active subscription and every required document signed.
That’s enforced in the database, not just the signup form. There is no path — including staff error or a bug in a form — that produces an active member who hasn’t paid or hasn’t signed.
If you try to set someone to Member and it doesn’t stick, one of those two is missing.
How people move between statuses
Lead ──── pays + signs ────► Member
│ │
│ ├── cancels ──► Ex-member
│ │
└── never converts ──► stays Lead (or Non-member)Trial members become Members automatically when their first payment succeeds.
Where statuses come from
| Source | Status set |
|---|---|
| Self-signup on your public page | Member (payment + waiver completed inline) |
| Staff adds them at the desk | Lead, then Member once you collect payment |
| Event registration by a non-member | Lead, source event |
| Downloaded the app, no gym | Non-member until they join |
| CSV import | Whatever you map |
Notes
- Ex-members keep their history. Check-ins, workout logs, PRs, and signed documents survive. If they come back, it’s all there.
- Deletion is different from cancellation. Someone who wants to stop paying should be cancelled, not deleted — deletion removes their data permanently after the grace period.
Related
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