Step by step
Sign up a new member
Add the member's details, have them sign the waiver and the health questionnaire on the screen, then join them to a plan. Kila raises the first invoice with the joining fee.
A new member gets the next member number, signs the waiver and the health questionnaire on the screen, and joins a plan. Kila raises the first invoice, with any joining fee, the moment they join.
Open Gym › Members and tap New member
The Front desk has a New member button too. Both open the same form.
Type the member's name and phone
Fill in Full name and Phone (M-Pesa): “Renewal prompts and reminders go here.” Add what else you have: Email, National ID or passport, Date of birth, Gender, an Emergency contact with their Emergency phone, and their Goals. Take or choose a photo puts their face on the card and on the front desk screen.
Tick Send offers and news to this member only if they agree: “Only with their consent (Data Protection Act). Renewal reminders go either way.”
Tap Save and sign the waiver
Kila gives the member the next number, such as GYM-00222, and opens the waiver straight away: “Next: the waiver, then a membership, pass or pack.”
Have the member read the waiver and sign in the box
The member signs with a finger or the mouse. Check the name under Name of the person signing. The box says Signed. once there is a signature.
Tap Save signed
Kila says Waiver signed (version 1). The waiver is kept with the member, with its version and the date it runs until. Kasarani Fit Club has members sign it again every year.
Go through the health questionnaire
Tap Health questionnaire, answer each question with the member (Yes or No), have them sign, and tap Save signed. Kila says Health questionnaire saved. “Health answers are sensitive personal data: kept apart and seen only by staff given the right.”
Tap Join a plan and choose the plan
Choose the Plan. Its joining fee shows under it, such as Joining fee KES 1,000 on the first invoice.
Choose how they pay, then tap Join
Paid by is M-Pesa prompt, Cash at the desk, Card, Standing order or On account (company). For a prompt, check Phone for prompts: “The member, a parent or the company contact.” Tap Join. Kila says Joined and raises the first invoice: KES 5,500 for the Monthly membership with its joining fee.
Check the member's page
It says May come in on Monthly membership, and the membership shows Active with the date it renews. The member can check in now.
Not available yet
Kila raises each invoice with eTIMS, which runs in test mode today: the invoice says eTIMS test mode - not a valid fiscal receipt.
Someone already has the phone number
Link to this section: Someone already has the phone numberThe number is on another record. Search Gym › Members for it first: they may be a member already.
M-Pesa prompts are not set up
Link to this section: M-Pesa prompts are not set upThe member has joined and the invoice is raised, but no prompt went to their phone. Take the payment at the desk: Take a membership payment. With M-Pesa prompts set up, Kila sends the prompt for the first invoice to the Phone for prompts as they join. Until Kila’s M-Pesa connection is live (Integrations and API says Prompts not connected), it sends none: Joined says “M-Pesa prompts are not connected to Safaricom yet”, and you take the payment at the desk the same way. See Take M-Pesa.
The member leaves without signing the waiver
Link to this section: The member leaves without signing the waiverTheir page says No signed waiver. Have the member sign it now. and the front desk refuses them until they sign: open their page and tap Sign the waiver. See Check a member in.
Good to know
Member numbers are given in order. The owner sets how they start (GYM- at Kasarani Fit Club) under Gym set-up, on Rules: Member numbers start with. Print the member’s card from their page with Print card.
- Check a member in: what the desk sees when the member comes in.
- Sell a day pass or visit pack: for visitors who do not join a plan.
- Membership consultant: signing up members and selling plans.
Next: take the first payment, unless an M-Pesa prompt paid it: Take a membership payment.