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Members Portfolio (Staff)
Overview
The Members Portfolio gives you a view of all members whose services are assigned to you, so you can track session consumption, monitor service status, and stay on top of upcoming and past appointments — all from one place.
What You Can Do
- View all members with a service assigned to you
- Track hours and sessions remaining per member
- Monitor service statuses and expiry dates
- View last and next appointment dates
- Modify staff assignments and cancel services (if enabled by your admin)
Step 1 — Navigate Your Members Portfolio
Go to Members > Members Portfolio from the main navigation.
You will only see members whose services are assigned to you.
Columns
| Column | Description |
|---|---|
| Member | Member name — click to open their full profile |
| Service Type | e.g. Packs, Recurring |
| Service | Package name and category |
| Assigned Staff | Your name as the assigned staff member |
| Total Hours | Total hours included in the service |
| Hours Left | Hours remaining for the service |
| Service Status | Active (green) / Planned / Stopped / Inactive (grey) / Cancelled (red) |
| Start Date | Date the service started |
| End Date | Date the service expires |
| Last Appointment | Date of last completed appointment |
| Next Appointment | Date of next scheduled appointment, or "Not scheduled" |
Filters
- Search bar — search by member name or service
- All services — filter by service name
- All categories — filter by service category
- All service types — filter by type (Packs, Recurring, etc.)
- All service statuses — filter by Active, Planned, Stopped, Inactive, Cancelled
- Start date — filter by service start date
- Appointment date — filter by range of last and next appointment date
Step 2 — Actions (if enabled by your admin)
Depending on your gym's settings, you may have access to the following actions from the ⋮ action menu on the right of each row:
Modify Assignment
- Click ⋮ > Modify assignment
- Select the service to modify from the dropdown
- In the Assign or unassign staff dropdown, select a new staff member or No staff
- Click Confirm
⚙️ Service Setting: If "Allow to change professional after the purchase" is set to No in the service settings, the unassignment option will not be allowed for that service. To enable staff unassignment, an admin must update this setting to Yes in the service configuration.
Cancel a Service
- Click ⋮ > Cancel service
- The cancel service modal opens, showing:
- Cancellation date
- Refund type
- Amount paid / Amount used
- Total hours / Total hours used
- Amount refund
- Reason for cancellation (optional)
- Adjust the refund type if needed, add an optional note, and click Confirm
If these actions are not visible in your menu, they have not been enabled for your role. Contact your admin.
Step 3 — View Your Report
Go to Reports > Members > Member Portfolio to see your personal KPIs and a detailed breakdown of your assigned members.
You can only view data for your own assigned members.
Filters
| Filter | Description |
|---|---|
| Date Range | Select a custom date range or a preset. Defaults to the last 12 months |
Member Portfolio Overview
| KPI | Description |
|---|---|
| Active Members | Members with at least one active service assigned to you |
| New Members | Members newly assigned to you in the selected period |
| Lost Members | Members who left or had their service cancelled in the selected period |
| Inactive Members | Members with no active service currently assigned |
| Less than 3 Sessions Left | Members whose service has fewer than 3 sessions remaining |
| Retention Rate | Percentage of your members retained over the selected period |
| Churn Rate | Percentage of your members lost over the selected period |
Retention KPIs
Two charts display trends over time for the selected period:
- Retention Rate
- Churn Rate
Engagement KPIs
| KPI | Description |
|---|---|
| Total Sessions | Total sessions across all your assigned services |
| Sessions Used | Sessions already completed |
| Sessions Booked | Sessions scheduled but not yet completed |
| Avg Utilization | Percentage of total sessions used |
| Sessions Left | Remaining sessions available |
Detailed Member List
| Column | Description |
|---|---|
| Member Name | The member assigned to you |
| Service Name | Name of the service package |
| Service Type | e.g. Packs, Recurring |
| Service Category | e.g. Assessment, Gold PT, Elite PT |
| Service Status | Active / Planned / Stopped / Inactive / Cancelled |
| Total Sessions | Total sessions in the service |
| Sessions Used | Sessions completed |
| Sessions Booked | Sessions scheduled |
| Sessions Left | Remaining sessions |
| Utilization | % of sessions used for this service |
| Purchase Total | Total purchase value of the service |
Step 4 — Read the Service History
Every change to a service assignment or status is logged in the member's profile under Member History.
Log entry examples
| Action | Details |
|---|---|
| John Doe has changed the assigned staff for user Anna Hardy. | Physio 10 sessions (Sacha Pauline → David Beaudet) |