The Member Settings page lets you configure how your system manages member accounts, notifications, documents, and custom fields. These options control what members can see, how information is collected, and how you organize member data.
Go to Settings in the Main Menu
Select → Members
Member Portal
Control what members can access and manage through their online accounts. Some options include enabling the member portal, allowing profile edits, showing payments or membership cards, and managing renewal or cancellation permissions. Learn about Adding and Managing Content in the Member Portal.
Member Notifications
Manage automated messages and alerts that help you stay connected with members. Send welcome emails to new signups, birthday greetings, and renewal reminders, or display upcoming birthdays on the dashboard. You can also receive notifications for new member messages and track absences based on check-in activity. Additional member notifications can be customized in Settings→Email→Manage Email Content.
Member List Settings
Personalize your main member list display by selecting how many members appear per page, and set your preferred default sort order—either by join date, first name, or last name. This helps you quickly find and organize member information to best suit your workflow. You can change the default sort order at any time.
Membership Settings
Adjust how memberships are managed and tracked across accounts to fit your gym’s specific needs.
-
Auto-Adjust Family Pricing and Discounts: Apply discounts for linked family accounts automatically.
-
Membership Expiration Report: Receive a weekly summary of memberships set to expire.
-
Membership Staff Notifications: Send internal alerts to staff when memberships are created, frozen, or canceled. This feature is especially useful if payments are processed outside of Gymdesk, ensuring your team stays updated on account changes.
-
Deduct Bookings from Remaining Sessions: Decide if bookings are counted against each member’s available sessions, reducing their remaining session balance in real time.
-
Allow Members to Recharge Memberships During Check-in: Allow members to renew or recharge memberships at check-in when sessions run out.
-
Count Members with Membership as "Active Members" in Member Growth Reporting: Control how active memberships are defined for reporting.
Document Settings
Control how membership documents and waivers are signed and delivered. With these customizable options, you ensure your document process fits your gym’s workflow and compliance needs.
- Require guardian signature for minors: If enabled, members who are considered minors will require a guardian signature on their waiver / contracts. You can also set what is the age for minors in your location.
- Require both guardian and minor signature: If enabled, both signatures will be required for members who are of minor age.
- Email membership contracts for signature: If enabled, an Email asking for contract signature will be sent when you assign a membership that requires that signature.
- Email signed copy: You can determine who receives a signed copy to their Email after a document has been signed.
Sign-up Forms
Create and manage the forms members use to join or register for trials. You can edit existing forms, add new ones, and control notifications for new sign-ups. Learn about Managing and Creating Member Sign-up Forms.
Custom Member Fields
Create additional fields to collect information not included in the default member profile. Choose the field type and specify whether it applies to members, leads, or both. This can include information such as t-shirt or outfit size, weight class, and any other question you may want to ask during sign-up.
Custom Member Statuses
Create your own status labels to categorize members beyond the default options. Useful for tracking stages like “Paused,” “In Trial,” or any custom workflow your gym uses.
Manage Tags
Set up and manage tags to label your members and leads, making it simple to filter, group, and generate reports throughout your account. Visit Tag Management to discover various ways to apply tags that help streamline your gym’s operations.
Import / Export / Merge
You can import member data from other software via a CSV file format. CSV is short for Comma-Separated-Values, and most spreadsheet or database applications can provide data in this format.
Manage your member data with tools to keep your records clean and organized:
-
Import data: Upload member or membership information using CSV files.
-
Export data: Download your member list or documents for backups or reporting.
-
Merge duplicates: Combine duplicate member or lead profiles into a single record.
See Data Imports for a comprehensive guide on migrating various types of data into Gymdesk.