Members Portfolio (Gym Owner & Admin)

Overview

The Members Portfolio gives gym owners and admins a complete operational view of all services with an assigned staff member across all members, with the ability to assign, reassign, unassign, and cancel services — all from one place.

This feature is designed for gyms that offer staff-specific services such as personal training, massage therapy, physiotherapy, or any service where a member works with a dedicated staff member.

What You Can Do

Assign a staff member to a service at the point of sale
View all active, planned, stopped, inactive, and cancelled services with an assigned staff member across your gym
Reassign or unassign staff from a service at any time
Cancel a service directly from the portfolio
Track session consumption, service dates, and appointment history per member
Filter and search across your entire service roster
View staff engagement KPIs and detailed member lists per staff member

Step 1 — Assign a Staff Member When Selling a Service

A staff member can be assigned at the moment of sale. This is available in three places:

From the Member Profile:

Go to the member's profile > Services tab
Click Add new service
Fill in the service details
In the Assigned staff dropdown, select a staff member if applicable
Click Confirm

From the POS:

Open the POS and select the member
Select the service to sell
In the Assigned staff dropdown, select a staff member if applicable
Complete the sale

When creating a new member:

During new member creation, if a service is sold, the Assigned staff dropdown appears
Select a staff member if applicable before saving

Notes:

The Assigned staff field is optional. By default, no selection is shown

The No staff option is always available

The dropdown shows all staff members

Staff can only be assigned within their own location — cross-location assignment is not permitted

Step 2 — Navigate the Members Portfolio

Go to Members > Members Portfolio from the main navigation

What You See

The portfolio displays members with assigned services and their staff assigned. Members with multiple services appear as a single collapsed row — click to expand and view each service as a sub-row underneath.

Columns

Column	Description
Member	Member name — click to open their full profile
Service Type	e.g. Packs, Recurring
Service	Package name and category (e.g. 10 massages — Massotherapy)
Assigned Staff	Staff member assigned to this service. Shows — if unassigned
Total Hours	Total hours or sessions 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

Use the filters at the top to narrow your view:

Search bar — search by member name, service, or staff name
All services — filter by service name
All categories — filter by service category
All service types — filter by type (Packs, Recurring, etc.)
All staff — filter by assigned staff member
All statuses — filter by Active, Planned, Stopped, Inactive, Cancelled
Start date — select a date range to show only services whose start date falls within that range
Appointment date — filter by range between last and next appointment date

Step 3 — Reassign or Unassign a Staff Member

You can change the staff assignment on any service at any time.

Reassign (single service)

In the Members Portfolio, find the member row
Click the ⋮ action menu on the right of the row
Select Modify assignment
The modal opens — select the service you want to modify from the dropdown (shows all current and past services with an assigned staff member for that member)
In the Assign or unassign staff dropdown, select the new staff member
Click Confirm

Unassign (single service)

Follow the same steps above
In the Assign or unassign staff dropdown, select 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.

Bulk reassignment / unassignment

Select multiple member rows using the checkboxes on the left
Click Modify assignments (top right)
The bulk modal opens, showing a table of all affected services (Member, Service, Status, Assigned staff)
In the Assign or unassign staff dropdown, select a new staff member or No staff
Click Confirm

Step 4 — Cancel a Service

In the Members Portfolio, find the member row
Click the ⋮ action menu on the right of the row
Select 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

Note: Cancelled services remain visible in the member's service history but cannot be reactivated. The member can no longer use a cancelled service to book appointments.

Step 5 — View Staff Reports

The Member Portfolio report gives gym owners and admins an overview of member activity and engagement KPIs broken down by staff member.

How to Access

Go to Reports > Members > Member Portfolio.

As a gym owner or admin, you can view the report for any staff member in your location. Staff members can only see their own report.

Filters

Filter	Description
Date Range	Select a custom date range or a preset (e.g. Last 12 months).
Staff Dropdown	Select one or more staff members to filter the report. All staff are selected by default

Member Portfolio Overview

This section shows a summary of members whose services are assigned to the selected staff for the chosen date range:

KPI	Description
Active Members	Members with at least one active service assigned to the selected staff
New Members	Members newly assigned to this staff 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 members retained over the selected period
Churn Rate	Percentage of 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 services assigned to the selected staff
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

A full table shows the breakdown by member and service:

Column	Description
Staff Name	The assigned staff member
Member Name	The member assigned to this staff member
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 (shows "Unlimited" for unlimited services)
Utilization	% of sessions used for this service
Purchase Total	Total purchase value of the service

Note: Services with unlimited sessions display "Unlimited" in the Sessions Left and Total Sessions columns, and "N/A" in the Purchase Total column where not applicable.

The Detailed Member List can be exported using the download icon (↓) at the top right of the table.

Step 6 — Read the Service History

Every change to a service assignment or status is automatically logged and visible 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)