V2: Membership Participant Contacts

Learn how to manage membership participant contacts with custom views, filters, and tracking tools in V2.

 

Table of contents

 

Permissions and accessibility

Staff access:

• Admin: Full access
• Manager: Full access
• Staff: No access

MyStudio plan restrictions:

• Starter: no access to in-app messaging
• Filter limits
  • 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 general 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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What is a membership participant?

A membership participant is a customer who is registered for one of your memberships.

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Membership participants table

Access membership participants table in V2

To access the membership participants table in V2: 

1. Login to V2.
2. Go to contacts > participants.
3. Make sure you’re in the “memberships” tabs at the top of the page.

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Customizing the membership participants table

You can customize the membership participants table by:

• Required columns that cannot be unpinned from the table:
  • Participant
  • Customer
  • Rank
  • Skill progress
• Toggle columns on/off, reorder them, or pin them to stay visible. Available columns include:
  • Membership, Membership option
  • Registration date, Registration method
  • Mobile phone, Email
  • Birthday, Age
  • Last advanced, Last attendance
  • Attendance limits, Attendance progress
  • Total attendance count
  • Attendance last 14/30 days
  • Source
  • Paid marketing ID
  • Attendance credits
  • Classes attended
  • Attendance remaining
  • Registration remaining
• Page size: Show 5, 10, 20, or 50 entries
• Search: Use name or contact info to find membership registrations more quickly

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Membership participants communication

Send an email or mobile message to membership participants by:

1. Going to contacts > participants.
2. Accessing the membership subcategory from the top.
3. Check the box next to the desired membership participants.
4. Click either email or mobile message above the table.
5. Compose and send your message.

 

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How to add to eligibility list

The eligibility list is part of our new rank center. It lists participants who are eligible to test in a ranked event for level advancement. To add participants from the membership participant list:

1. Go to contacts > participants.
2. Access the membership subcategory from the top.
3. Check the box next to the participants you want to add to the eligibility list.
4. Click the “+ more” button above the table
5. Click “add to eligibility list” and confirm.

To find the eligibility list afterward, go rank promotions > eligible participants.

 

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What is paid marketing id?

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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Editing membership registration

To edit a membership registration, including status changes, membership transferrals, payment edits, and more, you will need to do so from V1 for now.

1. Login to V1.
2. Go to all customers > program participants.
3. Click on the name of the participant.
4. Make edits to the registration.

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Edit rank

You make simple edits for a membership rank in V2 directly from the table.

1. In V2, go to contacts > participants.
2. Access the membership subsection at the top.
3. Find the participant registration and click on the rank listed in the table to edit a rank forward or backward.
4. Choose the date the participant received this rank.

 

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Bulk updating ranks

To bulk update ranks for membership participants:

1. Go to contacts > participants.
2. Access the membership subcategory from the top.
3. Check the box next to the participants whose rank you want to update.
4. Click “update rank” above the table.
5. Select the advancement date.

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Edit skill progress

You mark skill progress for a membership rank complete in V2 directly from the table.

1. In V2, go to contacts > participants.
2. Access the membership subsection at the top.
3. Find the participant registration and click on the skill progress (example “1 of 2”) listed in the table to mark any skills as completed.

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How to add skills for memberships

If you need skill requirements for memberships, you will add these from V1. Check out our article for more information: Membership Options: How to add levels/ranks.

 

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How to see attendance remaining

You can see a participant’s remaining attendance for the attendance limit time period from the V2 membership participants table.

1. In V2, go to contacts > participants.
2. Access the membership subsection at the top.
3. Locate the attendance remaining column in the table.

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Difference between attendance credits, classes attended, attendance remaining, and registration remaining

 

• Attendance credits: 
  • The amount of class credits students are allowed to attend over a time period.
• Classes attended: 
  • The amount of classes a student has attended according to their attendance credits. 
  • For example, if a student has attendance credits of “3 classes per week” and this column cell says “2 this week,” then the student has already attended 2 classes this week out of the 3 allowed.
• Attendance remaining: 
  • The amount of classes left to attend according to the student’s attendance credits. 
  • For example, if a student has attendance credits of “3 classes per week” and this column cell says “1 class credit,” then the student has 1 more attendance credit for the week, and you can expect the classes attended column to say “2 this week.”
• Registration remaining:
  • The amount of classes the student is able to register for according to the student’s attendance credits. 
  • For example, if a student has attendance credits of “3 classes per week,” their classes attended column says “2 this week,” their attendance remaining column says “1 class credit,” but this column says “0 credits,” then the student has already registered for a class this week that has not taken attendance yet.

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Filters

You can filter the membership participants table by:

• Programs
• Status
• Levels/ranks
• Ages
• Attendance count
• Last attended
• Attendance limits
• Event registration
• Registration date
• Membership end date
• Birthday
• Sources

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Benefit of filters

• Who's stopped attending so you can check in early
• Spot members who are ready to renew
• Catch class packs before they run out
• Celebrate birthdays with personal touches
• Fill events by following up with those not signed up
• Stay ahead of expiring memberships

Less guessing. More action. All your most important lists, ready when you need them.

 

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Saving a filter 

To save a filter for membership participants:

1. In V2, go to contacts > participants.
2. Access the membership subcategory from the top.
3. Click the “more filters” button above the table.
4. Select the desired filters.
5. Click “save new filter.”
6. Name the filter and select whether you want to “email report for this filter.”

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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Editing a filter

To update saved filters with different or new filter options:

1. In V2, go to contacts > participants.
2. Access the membership subcategory from the top.
3. Click on the pinned saved filter.
4. Open the filter options from the “more filters” button.
5. Edit the existing applied filters or add additional filters.
6. Click “update filter.”

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Changing pinned filters above 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 only 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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Sending filter reports

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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Editing filter reports

To turn the reports on/off:

1. In V2, go to contacts > participants.
2. Access the membership subcategory at the top.
3. Click “manage filters” above the table on the right.
4. Turn the “email report” toggle on/off to pause or activate any existing saved filters.

 

To edit the report frequency or recipients:

1. In V2, go to contacts > participants.
2. Access the membership subcategory at the top.
3. Click “manage filters” above the table on the right.
4. Click the three dots next to the filter.
5. Select “edit email frequency.” 

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Common filters

How to see who hasn’t attended classes

To see who hasn’t attended classes, you will utilize the attendance count filter.

1. In V2, go to contacts > participants.
2. Access the membership subcategory at the top.
3. Click “more filters” above the table.
4. Click the “attendance count” filter drop down.
5. Select “attended.”
6. Enter the fields with “exactly” “0” within the time frame you are looking for.

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How to see a list of on hold students

To see a list of on hold students, you will utilize the status filter.

1. In V2, go to contacts > participants.
2. Access the membership subcategory at the top.
3. Click “more filters” above the table.
4. Click the “status” filter drop down.
5. Select “on hold.”

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How to get a report of students’ birthdays for the month

If you’d like to prepare for students’ birthdays for the month, you will utilize the birthday filter.

1. In V2, go to contacts > participants.
2. Access the membership subcategory at the top.
3. Click “more filters” above the table.
4. Click the “birthday” filter drop down.
5. Select “this month.”
6. Save the filter.
7. Give the filter a name and toggle the “email report for this filter” to “on.”
8. Select to send the report once a month and to send on the first day of the month.
9. Select which staff the report will send to.

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How to see whose membership is ending soon

To see whose memberships are ending soon, you will utilize the membership end date filter.

1. In V2, go to contacts > participants.
2. Access the membership subcategory at the top.
3. Click “more filters” above the table.
4. Click the “membership end date” filter drop down.
5. Select how far in advance you want to see the membership end date.

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Frequently asked questions (FAQs)

How to migrate members

At this time you will need to migrate members from V1. Check out our article here for more info: Membership Migration 

 

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Where do I see pending memberships?

To see pending memberships from registrations that were sent to customers to sign later:

1. In V2, go to contacts > participants.
2. Access the membership subcategory at the top.
3. Click “more filters” above the table.
4. Click the “status” filter drop down.
5. Select “on hold.”

 

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