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Membership Administration via the Membership Admin Applet

The Membership Admin Applet is a powerful tool designed to manage member statuses, membership configurations, and ensure smooth operations within the Top Speed Fitness membership system. This guide provides a detailed overview of its features, workflows, and operational guidelines.

Key Features

Member Status Options

The applet allows administrators to manage a member’s current status through an intuitive dropdown menu. The available options are:

• Active: The member has valid access to gym facilities.

• Expired: The member's access has lapsed due to the membership end date being reached.

• Terminated: The membership has been permanently canceled by the admin.

• CNI (Customer Not Interested): Indicates that the member has chosen not to continue with gym services.

• Cancelled: Membership was explicitly canceled by the member or admin.

Membership Status vs. Member Status

• Membership Status: Controlled by system logic and includes hardcoded values like "Active" or "Expired." It is automatically updated based on points or end dates.

• Member Status: Fully configurable by users, allowing customization to meet specific operational needs (e.g., "Paused," "Suspended").

Membership Classes

Memberships are grouped into categories, each with its own configurations, such as access rules or point usage:

• Standard: General membership category.

• Blackie: A premium or special membership category.

Configuring Membership Details

The Membership Admin Applet includes several editable fields for tailoring membership records:

• Member ID: A unique identifier assigned to each member.

• Card Type: Specifies the membership card issued to the member.

• Membership Join Date: Indicates when the member was first registered.

• Membership Start Date: The start date of the active membership.

• Membership End Date: Specifies when the membership expires.

• Remarks: Allows admins to include notes or additional details about the member.

Compulsory Fields

To ensure proper data synchronization and functionality, the following fields must be completed when registering or updating a member:

• Membership Class

• Phone Number

• Member Name

• Membership End Date

• Identification Card/Passport Number

Membership Status Workflow

Automated Status Updates

The system uses processors to automate membership status updates:

• Zero Points: The MembershipStatusUpdateZeroAccessPointProcessor changes the status to Inactive when a member’s points balance reaches zero.

• Expired Memberships: The MembershipStatusUpdateExpiredMembershipProcessor sets the status to Inactive when the membership end date has passed.

Managing Access

• Members with an Active status have full access to gym facilities.

• Status automatically updates to Expired or Inactive when the end date or point balance criteria are met.

Customizing Member Status

Admins can override or update statuses manually to reflect specific operational needs. For example, a member opting out of services can be marked as CNI (Customer Not Interested).

Using the Membership Admin Applet

Filtering Members

The Member Listing feature allows administrators to:

• Filter members by class (e.g., Standard, Blackie) or status (e.g., Active, Expired).

• Quickly locate memberships nearing expiration for renewal follow-ups.

Membership Points Integration

• For GYM PER ENTRY memberships:

  • Each gym entry deducts one point.

  • When the balance reaches zero, the system automatically updates the status to Inactive.

  • Admins can adjust point expiration dates as needed.

• For GYM MEMBERSHIP:

  • The system tracks the membership end date and updates the status to Expired when the period ends.

  • Suspension periods extend the membership end date while temporarily blocking access.

Operational Workflow

Data Synchronization

• Membership data syncs between the third-party software (SDP) and the gym’s local database (BLG).

• Accurate syncing depends on ensuring all compulsory fields are correctly populated during registration or updates.

Automated Processors

Key automated processors include:

1. CreateDoorAccessMembershipProcessor:

   • Adds new members with mandatory photo uploads.

   • Runs every minute.

2. UpdateDoorAccessMembershipProcessor:

   • Updates member details in SDP whenever changes are made.

   • Runs every minute.

3. MembershipStatusUpdateZeroAccessPointProcessor:

   • Updates status to Inactive when points reach zero.

   • Runs every minute.

4. MembershipStatusUpdateExpiredMembershipProcessor:

   • Updates status to Inactive when the membership end date is reached.

   • Runs once daily.

5. CreateDoorAccessMembershipPerEntryProcessor:

   • Updates SDP when new or adjusted reward points are added.

   • Runs every minute.

Best Practices for Administrators

1. Maintain Accurate Records:

   • Ensure all compulsory fields (e.g., Membership Class, End Date) are filled during registration or updates.

2. Regularly Review Member Status:

   • Use the Member Listing feature to track memberships nearing expiration.

3. Manual Overrides:

   • Use the Remarks field to document manual status changes or notes for specific members.

Conclusion

The Membership Admin Applet simplifies the management of memberships, statuses, and configurations within the Top Speed Fitness system. By automating workflows while providing manual customization options, the applet enables administrators to ensure seamless member access and efficient operations.