V2: Contacts Tables and Filters

Learn How to Manage Customers, Leads, and Participants with Custom Views, Filters, and Tracking Tools in V2.

 

Table of contents

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Permissions and accessibility

Staff access:

• Admin

  • Full access

• Manager

  • Full access

• Staff

  • No access

MyStudio plan restrictions:

• • Starter: save 3 filters
  • Growth: save 10 filters
  • Scale: save 20 filters
  • Legacy basic: save 3 filters
  • Legacy premium and white label: save 10 filters

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Contacts overview

What is the Contacts Section used for?

The Contacts section lets you manage three types of people:

• Customers – Paying adults responsible for memberships

• Leads – Interested prospects who haven’t signed up for a trial or membership yet

• Participants – Anyone enrolled in a trial, event, or membership

You can customize columns, filter views, and adjust how many entries appear per page in all sections.

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Customers

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What is a Customer?

• A customer is the primary person on the account, usually responsible for payments (for themselves or for a child).

What can I do in the customers section?

• Customize the columns:

  • Toggle columns on/off, reorder them, or pin them to stay visible

  • Available columns include:

    • Customer (First and last name) 

    • Type 

    • Participant(s) 

    • Member Portal 

    • Last Contact 

    • Total Payments 

    • Past Due 

    • Customer For 

    • Username 

    • Email 

    • Mobile Phone

• Page Size: Show 5, 10, 20, or 50 entries

  

• Search: Use name or contact info to find leads quickly

More features coming soon.

 

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Leads

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What is a Lead?

A lead is someone who’s shown interest in your program but hasn’t started a trial or joined yet.

What can I do in the Leads section?

• Customize the columns:

  • Always shown:

    • Name

    • Participant

    • Status

    • Program Interest

  • Additional Columns (toggle on/off):

    • Email

    • Opt-In Date

    • Paid Marketing ID

    • Phone

    • Source

    • Type

• Filters: Narrow by

  • Program Interest

  • Status

  • Opt-In Date

  • Source

• Page Size: Show 5, 10, 20, or 50 entries

• Search: Use name or contact info to find leads quickly

More features coming soon.

 

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Participants

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What is a participant?

Participants are anyone who has signed up for a trial, event, or membership.

 

Switch views using the tabs at the top:

• Trials

• Memberships

• Events

Each subsection has its own set of columns, filters, and search options.

 

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Trial Participants

 

What is a trial participants?

People currently enrolled in a trial program

What can I see in the trial participant section?

• Always-visible column: Name, Customer, Trial Program, Status

• Optional (toggle on/off):

  • Start Date

  • End Date

  • Registration Date

  • Registration Method

  • Phone

  • Email

  • Birthday

  • Age

  • Source

  • Paid Marketing ID
    

• Filters: Trial Program, Status, Age, Attendance, Registration Dates, Birthday, Source

• Page Size: Show 5, 10, 20, or 50 entries

• Search: Use name or contact info to find leads quickly

More features coming soon.

 

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Membership Participants

 

What is a membership participant?

Active students currently enrolled in a membership.

 

What can I see in the membership participant section?

• View Available Columns (Toggled on/off)

  • Participant

  • Customer 

  • Registration Date

  • Mobile Phone

  • Email

  • Birthday

  • Age

  • Rank

  • Skills Progress

  • Last Advanced

  • Last Attendance

  • Attendance Limits

  • Attendance Progress

  • Total Attendance Count

  • Attendance Last 14 Days

  • Attendance Last 30 Days

  • Registration Method

  • Source

  • Paid Marketing ID
    

• Filters: Narrow by

  • Programs

  • Status

  • Ranks/Levels

  • Ages

  • Attendance Count

  • Last Attended

  • Attendance Limits

  • Event Registration

  • Registration Date

  • Membership End Dates

  • Birthday

  • Source

• Page Size: Show 5, 10, 20, or 50 entries

• Search: Use name or contact info to find leads quickly

More features coming soon.

 

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Event Participants

 

What is an event participant?

People who signed up for a single event or event series

What can I see in the event participant section?

• Customize the columns (all optional/toggleable):

  • Participant Name

  • Primary Customer Name

  • Registration Date

  • Cancellation Date

  • Birthday

  • Age

  • Email

  • Mobile Phone

  • Event/Category

  • Quantity

  • Total Cost

  • Total Paid

  • Balance Due

  • Cancelled Future Payments

  • Paid Marketing ID

  • Level/Rank
    

• Use filters:

  • Filter by:

    • Event Type, Event Name

    • Status

    • Level or Rank

    • Ages

    • Program Registration

    • Birthday

    • Source
      

• Page Size: Show 5, 10, 20, or 50 entries

• Search: Use name or contact info to find leads quickly

More features coming soon.

 

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Quick Tips

• Pin important columns (like Status or Contact Info) so they stay visible when scrolling.
  
  
• Use filters and tabs to cut down time looking through long lists.
  
  
• Only 3 saved filter tabs can be shown at once — swap them out based on what you need this week.
  
  

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Frequently Asked Questions (FAQs)

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What’s the difference between a customer, lead, and participant?

• Customer: The primary account holder and is usually the paying adult.

• Lead: Someone interested in your program but not signed up for anything yet.

• Participant: Someone enrolled in a trial, event, or membership.

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Can I change which columns I see?

Yes. In every Contacts section, you can toggle columns on/off by clicking on the Columns setting button in the upper right corner of the page and selecting or unselecting the columns based on your preference.

Each section (Customers, Leads, Trials, Memberships, Events) has different column options based on what matters for that group.

 

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Can I change the order of the columns?

Yes. In every Contacts section, you can reorder the columns by clicking on the Columns setting button in the upper right corner of the page and dragging the columns in the order you prefer. You can also drag and drop them from the table directly.

Each section (Customers, Leads, Trials, Memberships, Events) has different column options based on what matters for that group.

 

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How do I search for someone?

Use the search bar at the top of each section.

• Works with names, email addresses, and phone numbers

• Updates results instantly as you type

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Can I filter the list to see only certain people?

Yes. In Leads and all Participant sections, you can:

• Create filters based on criteria like program, age, rank, or attendance

• Save filters for repeat use

• Pin up to 3 filters as tabs for fast access

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Can I save filters?

Yes! To save a filter:

• Access the table you want to apply the filter to.
• Open the filter options from the “more filters” button.
• Select the filters.
• Click “save new filter.”
• Select whether you want to send the filter as a report to staff.

 

Once saved, the filter will automatically create a pin above the table for easy access. If you save more than three filters, the third pin will be replaced automatically with the newly saved filter, but these can be changed out easily.

 

 

 

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How do I update filters?

To update saved filters with different or new filter options:

• Click on the pinned saved filter.
• Open the filter options from the “more filters” button.
• Edit the existing applied filters or add additional filters.
• Click “update filter.”
  
  

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How do I change which pinned filters appear on the table?

The system only allows 3 pins above the tables to appear at a time, but if your MyStudio plan allows you to save more than 3 filters across the customer tables, you can easily switch out which ones show:

• Click the “x” on the tab to remove it from the view.
• Click the “+” button to select which filter gets pinned.
  
  

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Why do you only allow 3 pinned filters?

We have limited saved pinned filters to 3 in order to allow seamless flow across devices including mobile views.

 

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Can I send a report to my staff with saved filter info?

Yes! When saving a filter, you will be prompted to select whether to send the filter as a report. If you turn this on, you will also be asked:

• Report frequency: select how often to send the report
  • Minimum: once a week
  • Maximum: once a year (12 months)

• Which staff gets the report

 

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Can I edit the frequency of filter reports or turn them off/on?

To turn the reports on/off:

• Click “manage filters” above the table.
• Turn the “email report” toggle on/off to pause or activate any existing saved filters.

 

To edit the report frequency:

• Click the three dots next to the filter.
• Select “edit email frequency.” You can also edit which staff receives the reports from here.

 

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Can I change how many people are shown at once?

Yes. In each section, you can select the rows per page dropdown at the bottom of the table to show 5, 10, 20, or 50 rows per page.

 

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Can I see which participants are active, dropped, or past due?

Yes:

• Use the status column or filters to track active, inactive, or dropped participants
• Use the past due column in customers to spot payment issues

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How do I track attendance or skill progress?

Use the Membership Participants section:

• View columns like Last Attendance, Attendance Progress, and Skills Progress to view this info. You can also use the filters and save them for reports.

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What does “Paid Marketing ID” mean?

Our scale plan members have access to connect their Google Ad and Facebook Pixel marketing ids. This column tracks which specific ad or marketing campaign brought someone in. It is useful for evaluating paid advertising efforts.

 

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I saved a filter. Where did it go?

• Saved filters appear as tabs above the list

• You can have up to 3 filters pinned at a time

• To change them, press Manage filters in the top right of the page

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