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Your Member Records

In one line: One searchable list of everyone who trains at your gym, with a membership number handed out automatically.

Why this matters

The paper book works right up until it doesn't. Someone says "I'm Asha, I paid last month" and you page through three months of handwriting while a queue builds behind her. The spreadsheet is better, until two people have it open and you realise you have Asha Mwakyusa on row 40 and A. Mwakyusa on row 310, both paying, both counted.

The cost is not just time. It is money you cannot see. If you don't know who is on your list, you don't know who has stopped coming, who owes you, or how many members you actually have when someone asks. Every other useful thing in Kazafit — check-in, selling a plan, chasing a balance, sending a message — needs one clean list underneath it.

This is that list. Your front desk finds a member in seconds — by name, or by the number they read out over the counter. Adding a new one takes under a minute. And every member gets a proper membership number, so you never have to invent a numbering scheme on the back of a receipt.

What you can do

  • Everything about a member on one row. Their name, phone, membership number, wallet balance, what they owe you, and any notes you've written — on your phone at the front desk or your laptop at home.
  • Find anyone in seconds. Pick what you're searching on — name, phone or email — and type. The list narrows as you go. (Gender is a Male/Female picker rather than a typed search.) Searching by name or phone checks both at once, so if a member gives you their number instead of their name, you still land on them.
  • Your staff can add members and fix mistakes themselves. They can register someone or correct a typo on the spot, without waiting for you. Adding opens a short three-step form; editing opens the same form already filled in.
  • Delete safely. Removing a member asks you to type their name letter-for-letter first, so a stray tap can't wipe their history.
  • Hand out real membership numbers automatically. Every member gets their own number the moment you save them — no two are ever the same, and you never have to invent a numbering scheme. Press copy to paste it into a message or read it out.
  • Sign up children and spouses under the paying parent. Choose Minor (Under 18) or Dependent and the phone requirement drops away, so you don't have to invent an email and a phone number for a nine-year-old.
  • Let walk-ins register themselves. Print a QR poster for reception. People enter their own details on their own phone and get their membership number on screen.

How to get started

  1. Open All Members from the sidebar. Nothing else needs to be set up first — you can add members before you've created any packages.
  2. Press Register Member.
  3. Step 1 — Personal Info. Enter Full Name, choose Member Type (Standard for a normal adult member), then Email Address and Phone Number. Press Next.
  4. Step 2 — Body Measurements. Choose Gender and enter Height (cm). Weight (kg) is optional. Press Next.
  5. Step 3 — Membership Details. Pick their Language (English or Swahili) and add any Internal Notes — things like "trains mornings, pays cash". Press Register Member.
  6. Their membership number is already there when the list refreshes. Use the copy button beside it to paste or read out.
  7. To fix a record later, press the pencil icon on their row and Save Changes. To remove one, press the bin icon and type their name into the confirmation box.
  8. For a child or dependent: register the paying parent first as Standard. Then register the child, set Member Type to Minor (Under 18) or Dependent, leave the phone blank, and on step 3 type the parent's name into Parent or Guardian and pick them from the list that appears.
  9. For the self sign-up link: open Company Profile and save your gym details — until you do, the Member Sign-Up Link section reads "No link yet — save your profile to create one". Once saved it shows your link and a QR code. Use the copy icon beside the link to paste it into WhatsApp or your social pages, or press Download or Print on the QR code for a reception poster. Note that this link opens on a public Check-In screen with self sign-up beside it — see the warning in Good to know.

Good to know

  • Gender and height are required when you or your staff add someone, and so is phone unless the member is a Minor or Dependent. Height is not enforced on the self sign-up form, so members who register themselves can arrive without one.
  • Phone numbers and email addresses must be unique within your gym. If you type a phone number or email that another member already has, Kazafit tells you before saving. When you edit an old record you can leave the phone blank — you won't be forced to invent one.
  • You cannot add member photos. No screen offers it today.
  • You can show between 5 and 30 members per screen. Pick the number from the rows-per-page control above the list.
  • Deleting a member is permanent — and any staff login can do it. Delete removes the member together with their subscription history and their invoices. Typing their name to confirm is the only thing standing in the way; there is no owner-only lock on it. Only give admin (Owner) logins to people you trust with that.
  • The Export button only shows for owners, but the export isn't locked to them underneath. A staff account that goes looking can still pull the full members-and-invoices spreadsheet, so treat that list as something any staff login could reach.
  • "Fully Dependent" behaves like Standard today. Despite the name, picking it gives you no Parent or Guardian field, so the member is not attached to any payer — and you still have to enter their phone, just as you would for a Standard member. To link a child or dependent to whoever pays for them, use Minor or Dependent instead.
  • The guardian must already exist before you can attach a dependent to them — the search only finds members who are already in your list. And there is no way to turn a Minor into an independent member later; no screen offers that today.
  • Older records may show an orange "No ID yet" badge. Press the green key icon on their row to issue a number. That button is owner-only and only appears for members without one. You cannot regenerate a number, change one, choose your own format, or issue them in bulk.
  • Anyone with your sign-up link can add a member — or record a check-in. The link opens on a public Check-In screen, and self sign-up sits right beside it. There is no approval queue and no review step: a self-registered person appears in your list straight away, and anyone who knows a membership number can mark an attendance. Treat the link the way you'd treat a key to the front door.
  • Self sign-up creates the record only. It does not sell a plan and it does not take payment; someone still has to put them on a membership. A dependent signing up this way needs the guardian's Parent Membership Number, and that guardian must already be in your gym or the sign-up is rejected.

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