Overview
The Members Portfolio gives you a view of all members whose services are assigned to you, so you can track session consumption, monitor service status, and stay on top of upcoming and past appointments — all from one place.
What You Can Do
View all members with a service assigned to you
Track hours and sessions remaining per member
Monitor service statuses and expiry dates
View last and next appointment dates
Modify staff assignments and cancel services (if enabled by your admin)
Step 1 — Navigate Your Members Portfolio
Go to Members > Members Portfolio from the main navigation.
You will only see members whose services are assigned to you.
Columns
Column | Description |
Member | Member name — click to open their full profile |
Service Type | e.g. Packs, Recurring |
Service | Package name and category |
Assigned Staff | Your name as the assigned staff member |
Total Hours | Total hours 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
Search bar — search by member name or service
All services — filter by service name
All categories — filter by service category
All service types — filter by type (Packs, Recurring, etc.)
All service statuses — filter by Active, Planned, Stopped, Inactive, Cancelled
Start date — filter by service start date
Appointment date — filter by range of last and next appointment date
Step 2 — Actions (if enabled by your admin)
Depending on your gym's settings, you may have access to the following actions from the ⋮ action menu on the right of each row:
Modify Assignment
Click ⋮ > Modify assignment
Select the service to modify from the dropdown
In the Assign or unassign staff dropdown, select a new staff member or 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.
Cancel a Service
Click ⋮ > 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
If these actions are not visible in your menu, they have not been enabled for your role. Contact your admin.
Step 3 — View Your Report
Go to Reports > Members > Member Portfolio to see your personal KPIs and a detailed breakdown of your assigned members.
You can only view data for your own assigned members.
Filters
Filter | Description |
Date Range | Select a custom date range or a preset. Defaults to the last 12 months |
Member Portfolio Overview
KPI | Description |
Active Members | Members with at least one active service assigned to you |
New Members | Members newly assigned to you 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 your members retained over the selected period |
Churn Rate | Percentage of your 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 your assigned services |
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
Column | Description |
Member Name | The member assigned to you |
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 |
Utilization | % of sessions used for this service |
Purchase Total | Total purchase value of the service |
Step 4 — Read the Service History
Every change to a service assignment or status is logged 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) |