Members and leads

Invite or add a member

On the web

1. Open your gym and go to Members.
2. Tap Invite, enter their first and last name and email, and Send invitation.
3. They get an email to create their account, or a link to accept if they already have one. Accepting makes them an active member. Copy link gives you the same link to text them.

Add member is for someone the gym knows before they have an account: add them as a Lead, or as a Pending member you'll invite later.

On the phone

Profile › My gym › Members › Add member: enter the name and email, choose the status, and leave Send an invitation on to email them. If the email can't go, you can Share link or Copy link instead. The member list shows each person's invitation: Invited, Invitation expired, Invitation withdrawn or Not invited.

Owners, admins and the front desk can add and invite. Coaches can find members and read their pages.

Join requests

Requests from your join page wait at the top of Members under Waiting for approval, with when they asked and the plan they want.

• Approve emails them an invitation. The plan they chose starts when they accept.
• Reject turns the request down.

Someone who paid online on the join page doesn't wait here: paying lets them straight in.

Member statuses

Lead

Asked about the gym. Sees the gym, the timetable and documents to sign.

Pending

Waiting to become a member. Same as a lead, and can pay by card.

Trial

On a trial. Gets everything.

Active

A member. Gets everything.

Frozen

Membership on hold. Can read, cancel bookings, chat, do challenges and pay, but not book.

Cancelled

No longer a member.

Archived

Kept for the records, out of the way.

The filters along the top of Members match: Current, Active, Trial, Pending, Leads, Frozen, Cancelled and Archived. Export CSV downloads the list.

A member's page

Tap a member to open their page. Its tabs are Profile, Membership, Attendance, Appointments, Documents, Notes & tasks, Invoices and Messages. From here you can:

• Invite them, or Approve and invite a request.
• Sell a plan, Change plan, Freeze and Unfreeze, or Cancel it. See Selling a plan.
• Collect card: email them a link to save a card for their membership.
• Record paper signature for a waiver they signed before CrossAdapt.
• Add note and Add task (with a due date) for the desk. Open tasks across every member are on Leads › Follow up.
• Archive them.

On the phone, a member's page shows their memberships, documents and recent classes, and their invoices for roles that see money.

Importing from another system

Bring your members across from the system you're leaving with Members › Import (owners, admins and front desk).

1. Export your roster as a CSV from your old system. It needs an email and a first name (or a name) at least; the member's id there, last name, phone, status, birth date and join date come across when present.
2. Choose the file and tap Preview. You'll see exactly what would happen: new members, ones already here, memberships started, and any lines skipped, with the reason.
3. Tap Import.

Nobody is emailed. Imported members land on the roster with their status, without accounts. Invite them when you're ready. Running the same import again is safe: it fills in what's missing and never duplicates anyone.

An import file (.json) brings class attendance and PRs too. Members' PRs wait on their records: someone signing up for the first time gets them automatically, and someone who already uses CrossAdapt is asked whether to merge them into their history. Email support@crossadapt.app to ask whether there's an import file for your old system.

Leads

A lead is someone who asked about the gym: at the door, on the phone, from a friend. They have no account until you invite them.

1. Leads › Add lead: name, email and phone.
2. Book trial class gives them their first class free, as a guest, without a membership or the booking windows (a full class waitlists them). Booking it makes them a trial member.
3. Invite to join sends them an invitation, with a plan if you choose one.
4. Follow up sets a task to get back to them. The Follow up list shows the desk's open tasks, overdue first.

Each lead shows its stage: New, Join request or Trial.

Dashboard and reports

Your gym's dashboard is the first page when you open it on the web: active members, trials, leads and what's been collected, the newest members, who hasn't been in for 14 days, and this week's milestones (PRs, firsts, birthdays, anniversaries, round-numbered classes) so you can mark them.

Reports has two views, each with Export CSV:

Attendance

By class type, weekday and hour; fill rate, no-show and late-cancel rates.

Retention

Members at risk (not in for a number of days), and members gained and lost by month.