Managing Members
The Members page is your athlete and staff management hub. Add new members, track medical information, manage roles, and monitor membership status all in one place.Overview
BoxApp’s member management system handles:- Athlete profiles with emergency contacts
- Medical history tracking
- Role-based permissions (Athlete, Coach, Receptionist, Admin)
- Membership plan assignment
- Waiver status tracking
- Payment monitoring
Member Roles
Available Roles
| Role | Permissions | Use Case |
|---|---|---|
| Athlete | View schedule, book classes, see own stats | Regular gym members |
| Coach | All athlete features + view member lists, manage sessions | Training staff |
| Receptionist | Check-in members, view schedules, manage bookings | Front desk staff |
| Admin | Full system access, settings, billing, member management | Box owners/managers |
Adding New Members
Only users with Admin role can add new members to the system.
Open Add Member Dialog
Click the “ADD MEMBER” button in the top-right corner. This opens the member creation form.
Enter Basic Information
Required Fields
- First Name: Athlete’s first name
- Last Name: Athlete’s last name
- Email: Valid email address (must be unique)
- Role: Select from dropdown (defaults to Athlete)
- Platform login credentials
- System notifications
- Password resets
Add Medical Information (Optional)
Medical History
Record any conditions coaches should know about:- Injuries or limitations
- Heart conditions
- Asthma or breathing issues
- Recent surgeries
- Medication that affects training
Set Emergency Contact (Optional)
Emergency Contact Fields
- Contact Name: Full name of emergency contact
- Phone Number: Contact phone with country code
Configure Account Access
Enable Account Checkbox
When checked (default), the system:- Creates a full authentication account
- Sets initial password to:
BoxApp2026! - Forces password change on first login
- Links account to your box with selected role
- Creates profile only (no login access)
- Useful for family accounts or inactive members
- Can be enabled later
Submit and Confirm
Click “ADD MEMBER” to create the profile.The system:
- Calls the
create-memberEdge Function - Validates email uniqueness
- Creates auth account (if enabled)
- Links member to your box
- Sets role permissions
- Returns success or detailed error
The initial password
BoxApp2026! is temporary and must be changed on first login for security.Viewing Members
Search and Filter
At the top of the member list: Search Bar: Type to filter by:- First name
- Last name
- Email address
Desktop Table View
The member table displays:| Column | Information |
|---|---|
| Member | Avatar, full name, email |
| Role | Badge showing permission level |
| Status | Active, Inactive, or On Hold |
| Waiver | Signed (green check) or Pending (red alert) |
| Joined | Account creation date |
| Actions | ”Details” button |
Status Colors
- Active: Default badge (primary color)
- Inactive: Red badge
- On Hold: Gray badge
Mobile Card View
On small screens, members display as cards showing:- Avatar with initials
- Name and email
- Status and role badges
- Waiver status indicator
- Tap any card to view details
Pagination
- 8 members per page
- Page numbers at bottom
- Previous/Next buttons
- Shows: “Showing 1-8 of 45 MEMBERS”
Pagination resets to page 1 when you use the search filter.
Member Detail View
Click “Details” or tap any member card to open the full profile:Header Section
Displays:
- Large avatar with initials
- Full name (bold, uppercase)
- Role badge
- Status badge
- Background gradient for visual hierarchy
Info Panel
Two-column grid showing:Left: Contact information
- Email address
- Join date
- Green check if signed
- Red alert if pending
Medical Background
Rose-tinted panel with stethoscope icon:
- Shows recorded medical history
- Defaults to “No medical history recorded” if empty
- Easily visible for coach safety reference
Membership Status
Displays active memberships:For each membership:
- Status (ACTIVE, EXPIRED, etc.)
- Start and end dates
- Color-coded badge
- Shows available membership plans
- Click any plan to select it
- “ASSIGN PLAN” button appears
- Automatic date calculation (start = today, end = today + duration)
Member Management Actions
Edit Member Information
Modify Fields
You can update:
- First name
- Last name
- Medical history
- Emergency contact name
- Emergency contact phone
- Role (if you have permissions)
- Status (Active/Inactive/On Hold)
Reset Member Password
Admins can reset passwords for members who are locked out:- Click the key icon in member details
- Confirm the password reset
- Password changes to:
12345678 - Member must change it on next login
Assign Membership Plan
Quick Assignment Flow:- Open member details (must have no active membership)
- Browse available plans displayed as cards
- Click to select a plan (highlights in primary color)
- Click “ASSIGN PLAN” button
- System automatically:
- Sets start_date to today
- Calculates end_date (start + plan duration)
- Creates membership record
- Links to athlete and box
- Sets status to ‘active’
Member Status Management
Status Types
Active
- Can book classes
- Receives all communications
- Shows in attendance lists
- Default for new members
Inactive
- Cannot book new classes
- Existing bookings remain
- Useful for: extended vacations, injuries, billing holds
On Hold
- Temporary suspension
- Typically for short-term breaks
- Membership duration may pause (depending on billing settings)
Changing Status
- Open member details
- Click “EDIT INFO”
- Select new status from dropdown
- Save changes
Status changes take effect immediately. Athletes will be notified of access changes on their next login.
Waiver Tracking
Waiver Status Indicators
Signed (Green):- ✓ Shield icon
- “WAIVER SIGNED” text
- Member can participate in classes
- ! Shield icon
- “WAIVER PENDING” text
- Should complete before training
Waiver Workflow
Waivers are typically:- Sent during onboarding
- Signed electronically by member
- Automatically recorded in profile
- Updated to “signed” status
Membership Plans
Plan Information Display
When assigning plans, each card shows:- Plan Name: “Monthly Unlimited”, “10-Class Pack”, etc.
- Duration: Days until expiration
- Price: Total cost
Plan Assignment Rules
- One active membership per athlete
- New assignment requires no active membership or expired membership
- Start date defaults to assignment date
- End date auto-calculates from duration
Analytics and Insights
At-Risk Indicators
The Members page integrates with Analytics to show:- Payment risk (unpaid invoices)
- Inactivity risk (no attendance in 10+ days)
- Membership expiration warnings
Best Practices
Onboarding New Athletes
Collect Information
During sign-up, gather:
- Legal name (as on waiver)
- Valid email
- Emergency contact
- Medical history
- Membership plan purchased
Create Profile
- Add member in BoxApp
- Enable account access
- Assign correct role (typically Athlete)
- Select membership plan
Send Welcome
The member receives:
- Welcome email (auto-generated)
- Temporary password
- Instructions for first login
- Waiver link (if applicable)
Coach and Staff Setup
When adding staff:- Use their work email
- Select appropriate role (Coach or Receptionist)
- Enable account access
- Skip membership assignment (staff don’t need plans)
- Set status to Active
Data Maintenance
Regular Cleanup:- Review inactive members quarterly
- Update emergency contacts annually
- Verify email addresses remain valid
- Clean up expired or inactive accounts
- Medical information is sensitive
- Limit access to need-to-know staff
- Follow local data protection regulations
Troubleshooting
Can't add member - email already exists
Can't add member - email already exists
This member may:
- Already have an account in your box
- Have an account in another box using BoxApp
- Have mistyped their email previously
Member can't login
Member can't login
Check:
- “Enable Account” was checked during creation
- They’re using the correct email
- They’re using the temporary password:
BoxApp2026! - Their status is set to “Active”
- Account creation completed successfully
Can't assign membership plan
Can't assign membership plan
Requirements for assignment:
- Member must have NO active memberships
- At least one plan must exist in your system
- You must have admin permissions
- Member must have Active status
Medical information not saving
Medical information not saving
Medical history is optional and saved during member creation or when editing. If it’s not persisting:
- Check for special characters that might break the form
- Try keeping entries under 500 characters
- Contact support if issue persists