Members and their passes

Choose Leden in the menu. At the top is the total number of members. Each row shows the name, the phone number and e-mail address, and a pill: Account gekoppeld (account linked: the member has an account and can log in) or Nog niet aangemeld (not signed up yet: the member was added by the studio but has not created an account). Click a row to open the member profile.

The list is sorted by surname. Searching and filtering:

• Zoek op naam (search by name) searches first and last names, also on a part ("bra" finds Bram) and regardless of capitals or accents. Searching by e-mail address or phone number is not possible.
• Filter has four settings: Alle leden (all members), Nog geen account (no account yet), Geen geldige kaart (no valid pass: members who cannot book today, because they have no pass, an expired or used-up pass, only a trial class under review or declined, or only a suspended pass) and Opgeschorte kaart (suspended pass).

Below the fields it says how many members you are looking at, for example 4 van 13 leden (4 of 13 members). If your search yields nothing, it reads Geen leden gevonden. (no members found).

You do not have to add members yourself: anyone can sign up on your studio's member site. Adding is useful when you move members over from another system, or when someone is at the front desk and wants a pass right away.

1. Click Lid toevoegen (add member). A panel Nieuw lid (new member) opens.
2. Fill in Voornaam (first name), Achternaam (last name) and E-mailadres (e-mail address), optionally Telefoon (phone), and choose the Taal van de berichten (language of the messages): Nederlands or English. The member gets all e-mails in that language.
3. Click Toevoegen (add). You see <name> is toegevoegd en heeft een uitnodiging gekregen. (has been added and has received an invitation).

What happens:

• The member is in the list as Nog niet aangemeld. There is no account and no password yet.
• The member gets the e-mail You've been invited to join <studio> with the button Sign up. With it the member creates their own account with the same e-mail address. Bookasport then links that account to the details you entered, including any passes you have already issued. The name and language the member enters themselves overwrite what you had entered.
• You can issue a pass and book the member in immediately after adding. Booking confirmations go to the e-mail address as normal, even without an account.

Does the member already have an account at another studio that uses Bookasport? Then they do not need to sign up again: logging in on your member address with their existing password is enough, once you have added the member.

Messages: Er bestaat al een lid met dit e-mailadres (a member with this e-mail address already exists; each address can occur once per studio), Ongeldig e-mailadres (invalid e-mail address) and Voor- en achternaam zijn verplicht (first and last name are required).

There is no button to resend the invitation. A member who has lost the e-mail can use Forgot your password? on the member site; as long as there is no account yet, Bookasport then sends the invitation again.

Click a member. At the top are the name, e-mail address and phone number and the account status. Below, under Rittenkaarten en abonnementen (class passes and memberships), are all passes of this member, newest first: class passes, single classes, the trial class and the passes that belong to a membership. Per pass you see the product name, the number of ritten over (classes left) or onbeperkt (unlimited), the end date and a status:

Status	Meaning
Actief (active)	Usable. Note: an expired or used-up pass also shows as Actief, with a past date or 0 classes left. Whether a member can book today is shown by the filter Geen geldige kaart in the member list.
In behandeling (under review)	A trial class request still to be reviewed (see Trial classes).
Opgeschort (suspended)	Blocked by the studio, or automatically after a chargeback.
Afgewezen (declined)	A declined trial class request.

What you do not find on the profile: the booking history, upcoming bookings, waitlist places and the member's language. A membership is managed under Abonnementen (see Managing memberships); from there a link leads to this profile.

Changing a member's details

That is not possible in the back office. A member changes their own name, phone number and language under My profile on the member site. Even the member cannot change the e-mail address themselves; ask Bookasport for that. Deleting a member or resetting their password is not possible for the studio either: a member resets their password themselves with Forgot your password?.

With Rittenkaart toekennen (issue a class pass) you give a member a pass without the member paying through Bookasport, for example after a cash payment, as a gift or as a correction.

1. On the member profile, under Rittenkaart toekennen, choose the Product and click Toekennen (issue).
2. The pass is in the list immediately as Actief.

The pass is exactly what the product describes: the product's number of classes and validity, valid from today. You cannot pick your own number of classes, validity or start date, and no payment is recorded. The list contains active products only; the trial class (which goes through a request) and memberships (which the member starts themselves) are not in it. The same product can be issued more than once.

If it says Nog geen actieve producten om toe te kennen (no active products to issue yet), first create a product under Producten.

Do not issue a pass for a payment that is still on its way at Mollie; as soon as that payment is processed, Bookasport creates the pass itself (see Payments and the Mollie connection).

With Opschorten (suspend) you block an active pass, for example after a payment problem or a refund. With Heractiveren (reactivate) you switch a suspended pass back on.

What suspending does:

• The member can no longer book with this pass. Without another valid pass the member sees Your pass or membership is blocked. Please contact the studio. and the pass shows on My account as Temporarily blocked.
• If the member still has another valid pass, they simply book with that.
• Bookings already made stay in place.
• If a place frees up on a waitlist, the member is skipped and gets an e-mail about it.
• The classes and the end date stay as they are; the validity is not extended on reactivation.

If the pass belongs to a membership with an outstanding payment, you cannot reactivate it. The screen then points to Buiten Mollie betaald (paid outside Mollie) on the membership page.

What you cannot do with a pass: delete it, add or subtract classes, or extend the end date. To accommodate a member, issue a new pass.

If a member has several passes, Bookasport chooses itself, in this order:

1. A pass that belongs to a running membership.
2. Then class passes with a finite number of classes, before unlimited passes.
3. Within those, the pass that expires first.

The pass must be valid on the day of the class, not just today. On a timely cancellation the credit goes back to the same pass, even if that has expired in the meantime. If the studio cancels a class, the credit always comes back. A member who does not show up loses the credit.

One e-mail address is one account for the whole platform, but the details per studio are separate. You see only the details, passes and bookings of your own studio, and another studio sees nothing of yours.