Overview

Your member profile in CORE is a powerful hub that gives you access to everything you need to manage a client's experience — from memberships and payments to notes, credits, alerts, and more. This guide walks through every section of the member profile, what the key icons mean, and how to take action when needed.

 

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Prerequisites

Before you begin:

• Make sure your user role has access to Client Files and Payments
• The client must have an existing profile (either created by them or by a staff member)

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Step-by-step instructions

Step 1: Open and navigate the client profile

1. Click Clients from the top navigation
2. Select the client (e.g. Dorothy Campbell)
3. At the top, you’ll see action icons:
   • Notes
   • Client Info
   • Schedule
   • Payments
   • Merge Clients
   • Send New Password
   • Update Status

Tip: Use Merge Clients if a client accidentally created two profiles — select the one to keep, search the duplicate, and merge it.

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Step 2: Manage client status and password

1. Click Send New Password to email a temporary password (random or custom)
2. Click Update Status to mark the client as:
   • Active
   • Alumni
   • Removed

⚠️ If changing status to Alumni or Removed, make sure:

• Their membership is cancelled

• No pending payments remain

  Otherwise, they may still be charged.

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Step 3: Use the Notes tab

1. Add Alerts to flag special info (e.g. Torn ACL – recovery in progress)

   These appear as icons when the client checks in

2. Add Public or Private Notes

3. Upload Files

4. Use Forms (if your brand utilizes them)

Tip: Notes don’t appear in the app — they’re viewable via the desktop widgets only.

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Step 4: View and edit client information

1. View Group Assignments, Primary Info, and Relations
2. Click the pencil icon to edit details
3. Add a Relationship Link (e.g. parent-child or shared payer)
4. Set up a Book-A-Buddy link if applicable

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Step 5: Manage communications and deletion

1. View subscription status — opt-ins and unsubscribes from emails and SMS
2. To delete a client:
   • Ensure all active memberships and packs are removed
   • Confirm there are no pending payments
   • Click Delete Account to fully remove the profile and data

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Step 6: Review agreements and policies

1. Click Agreements & Policies to see:
   • Terms they’ve agreed to
   • Signature timestamps
   • View/download PDFs of signed documents

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Step 7: Schedule and visit history

1. View:
   • Booked Sessions
   • Cancelled Sessions
   • Attendance/No-Shows
2. Use filters to narrow down by date or status
3. Add new sessions manually if needed

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Step 8: Dive into payments and packages

1. In Payments:
   • View active and archived packages
   • Use View History on a package to:
     • Add/deduct credits
     • Extend credit validity
   • Click the PDF icon for a payment report summary
2. In Memberships:
   • See payment history
   • View and edit payment method
   • Cancel or suspend the membership
   • Review scheduled payments, outstanding invoices, and pay-as-you-go items

Tip: Use the red dollar icon in the main client list to quickly spot failed or pending payments.

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Expected Outcome

You’ll be able to fully manage each client’s account — from profile info to alerts, bookings, payments, and subscriptions — all in one place. Keeping everything organized here ensures a smooth experience for both you and your clients.

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FAQs

Q: What’s the difference between 'Removed' and 'Deleted' status?

A: Removed just changes the status — the client still exists in your system. Deleted fully erases them once all memberships and payments are cleared.

Q: How do I send a client their invoice?

A: Go to Payments > Payment Log, click the eye icon, and then choose Send Invoice Email.

Q: Why do notes not appear in the app?

A: Notes are only visible via web widgets, not through the client-facing app.

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Still need help?

Reach out to our support team via [email protected]