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) |