Members and subscriptions

Three things to know first

• Dates are inclusive. A subscription from 6 October to 5 November is also valid on 6 October and on 5 November.
• Archive is not delete. "Archive" hides a person or item from the lists and is undone with "Restore". "Delete" (in red) removes it for good: the program always asks for confirmation and says what will disappear.
• A subscription's status is worked out from its dates: you do not update it. Every day the program knows who is active, expired or suspended.

Creating subscription plans

A plan is a type of subscription you sell: "Open monthly", "Quarterly", "10-entry pass". You create it once and sell it as often as you like.

1. Menu Gym → Plans → New plan.
2. Enter the Name and Price (comma or full stop are both fine).
3. Choose the Type: Time-based (valid for a period) or Entry pass (enter the Number of entries, 1 to 999).
4. Set the Duration in months or days. For entry passes it is called Valid for: for example 10 entries within 3 months.
5. Leave On sale ticked and press Save.

At the bottom of the page set the default joining fee: the amount suggested on someone's first sale, which you can change case by case.

How the expiry date is worked out: with a duration in days, the last day is start + days − 1; with a duration in months, it is the day before the same date N months later. Example: from 6/10 for 1 month → until 5/11; from 31/1 for 1 month → until 28/2 (29 in leap years).

Adding a member

1. Menu Gym → Members → New member.
2. Fill in at least Name and Last name. Everything else is optional: date of birth, tax code, sex, email, phone, address, postcode, town, province and notes.
3. Press Save: the member's record opens.

• The tax code is optional, but two members cannot share one. It is stored in capitals.
• Write the phone number with the international prefix (for example +44 7…): it is needed that way to send the card on WhatsApp.

The member list

• Search: by first name, last name (either order), tax code or phone.
• Filters: All, Active, Suspended, Expired (including used-up passes), No subscription. Tick Show archived to include archived members.
• Columns: subscription status (with "7 of 10" for passes), expiry date (already moved by any suspensions), certificate and phone.
• Certificate column: "Missing" or "Expired" in red; the date in amber if it expires within 30 days, green if later.

The member record

• At the top: current subscription, expiry date and medical certificate, and the Sell subscription, Edit, Archive/Restore and Delete buttons.
• Subscription history: each subscription with dates, price, joining fee, suspensions, any cancellation and refund, and the action buttons.
• Classes: upcoming bookings (with Cancel) and past ones, marked "Present", "No-show" or "Waiting list".
• On the side: Personal details, Medical certificate, QR and PIN for check-in, Upcoming appointments and Linked athlete.

Recording a medical certificate

1. In the member record, Medical certificate box, choose Non-competitive or Competitive.
2. Enter the expiry date.
3. Press Record certificate.

• The latest certificate counts, meaning the one with the furthest expiry; it is valid up to and including its expiry date.
• If you delete a certificate recorded by mistake, the previous one applies again.
• The program warns about a missing or expired certificate when you book a class, when the member checks in, in the Overview and in the Schedule (pink "Certificate expires" entry). It never blocks: you decide.
• No files are attached: keep the certificate copy as you normally do.

Selling a subscription

1. In the member record press Sell subscription.
2. Choose the Plan (only plans on sale are listed) and the Start date (usually today).
3. If it is this person's first subscription, the Joining fee appears, pre-filled with the default. Change it or clear it (empty counts as 0).
4. Check the New expiry line and press Confirm.

cronowiz Studio is not a till: it records price, joining fee and any refunds, but not payments received, instalments, receipts or invoices. Reports show the month's Sold amount.

Renewing

1. On the subscription in the history, press Renew.
2. Choose the Plan: usually the same one, but you can change it.
3. Choose when it starts: From expiry (the new one begins the day after the old one ends, no days lost) or From today (only if the old one has already expired or been used up).
4. Press Confirm. Renewals have no joining fee.

A subscription is renewed once: the renewal itself becomes the subscription to renew next time.

Suspending and resuming

A suspension "freezes" a subscription, for example after an injury: the suspended days are added to the expiry date.

1. On the subscription press Suspend, enter the first day of the suspension and a reason.
2. When the person comes back press Resume and enter the last day of the suspension. The program suggests yesterday, so someone returning today can train today.

• While the suspension is open, the expiry moves forward one day every day.
• The record shows the Base expiry, the original one, next to the moved date.
• Only a subscription active on that date and not yet renewed can be suspended, one suspension at a time.

Cancelling

1. On the subscription press Cancel.
2. Enter Cancelled from (usually today) and the Reason.
3. If you give money back, enter the amount in Refund: it is only recorded and subtracted from Sold in the reports.

• A subscription that already has a renewal cannot be cancelled: cancel the renewal first.
• Cancelling a subscription that has not started yet voids it.
• An open suspension is closed automatically on the day before the cancellation.

Entry passes

• Every check-in recorded during the pass period uses one entry. The list and the record show how many are left, for example "7 of 10".
• The last entry (the 10th of 10) is fine; from the next one the check-in is flagged "Subscription not valid".
• A pass with zero entries becomes Used up and counts as expired: it shows up among the deadlines to follow up and can be renewed From today.
• A pass also expires at the end of its validity, even with entries left.

Archiving or deleting a member

• Archive (recommended when someone stops coming): they disappear from the lists, their future bookings are cancelled and whoever was on the waiting list moves up; their QR and PIN stop working. All history stays and reports remain correct. Restore brings them back.
• Delete: permanently removes the person with certificates, subscriptions, suspensions, bookings and appointments. Use it only for data-entry mistakes or at the person's request.