Members! customer manual#

Applies to: Members! 2.0 (Unreleased)
Audience: studio owners, administrators, and front-desk staff
Manual status: public preview

Members! is an iPhone and iPad app for managing members, memberships, classes, bookings, attendance, supported payments, and member QR cards.

Members! is currently a pre-release product. Complete device, printer, payment, server, backup, and migration checks before using it with real customer data.

Contents#

1. Before you start
2. First setup
3. Move around Members!
4. Membership plans
5. Members and memberships
6. Classes and bookings
7. Check-in
8. Member Mode on iPad
9. QR cards, Apple Wallet, and printing
10. Payments
11. Reports and CSV exports
12. Data and privacy
13. Troubleshooting
14. Support

Before you start#

You need:

• an iPhone with iOS 26 or an iPad with iPadOS 26;
• camera access for QR scanning and photos;
• an iPad passcode, Touch ID, or Face ID before using Member Mode;
• a configured SumUp account and compatible terminal if you take card payments;
• a compatible Epson or Star receipt printer, or an Apple system printer, if you print member cards.

Members! stores its operating data locally on the device. The local app remains usable if internet access is interrupted. Online staff sign-in, synchronization, and real Apple Wallet passes require the secure Members! server, which is not yet a deployed production service.

Before a live rollout, agree who owns the device, backups, access control, payment account, printer support, and customer support.

First setup#

Complete the following in order:

1. Open Today, then select Settings.
2. Under Studio, enter the studio name and choose EUR, GBP, or USD as the default currency.
3. Under Check-in cameras, choose whether the rear owner scanner should stay active while staff use other parts of the app.
4. Create the membership plans the studio sells.
5. Open Classes > Class setup and add reusable class names, teachers, and rooms.
6. If card payments are required, connect the SumUp merchant account under Settings > SumUp payments.
7. If receipt printing is required, configure and test an Epson or Star printer under Settings > Printing.
8. Configure the secure Members! server and staff sign-in only when a production server address and owner bootstrap code have been supplied.

Move around Members!#

• Today shows today's check-ins, classes, renewals, revenue, schedule, and recent arrivals.
• Check In scans or enters member codes and can attach attendance to a selected class.
• Members stores member profiles, memberships, attendance, QR cards, and Wallet access.
• Classes manages the timetable, bookings, attendance, teachers, rooms, and recurring sessions.
• Reports shows attendance, revenue, membership health, and class, teacher, and room performance.
• On iPad, the Manage sidebar also provides direct access to Membership Plans, Class Names, Teachers, and Rooms.

Membership plans#

Create plans before selling or assigning memberships.

1. Open Members and select Membership plans, or use Manage > Membership Plans on iPad.
2. Select New plan.
3. Enter the plan name and, if useful, an audience such as “65+” or “Under 18”.
4. Choose Unlimited or Session pack.
5. Set the price, currency, validity period, and number of visits for a session pack.
6. Set weekday and weekend access. At least one must be enabled. Access times may cross midnight.
7. Select Save.

Editing a plan does not rewrite memberships already sold. Open an existing plan and turn off Available to sell to stop future sales while preserving previously purchased memberships.

Members and memberships#

Add a member#

1. Open Members and select Add member.
2. Enter first name, last name, and a unique member code.
3. Add contact information and notes if needed.
4. Optionally add a photo with the camera, paste an image, or copy the current image.
5. Select Save.

Use search to find a member by name or member code. Open a profile and select Edit member to update it. Turning off Active member prevents check-in without deleting the member's history.

Sell or assign a membership#

1. Open the member profile.
2. Select Add membership or Renew.
3. Choose an available plan and check the purchased terms.
4. Confirm the start date. An unlimited renewal of the same plan is suggested to start when the current one expires so paid time is not lost.
5. Take payment through the connected SumUp terminal.

The membership is activated only after SumUp confirms payment. Members! stores the payment status and transaction reference, not card details.

A member can hold more than one membership. At check-in, Members! automatically uses an eligible membership that expires first. If it is a session pack, one visit is deducted. Previously sold terms remain attached to that membership even if its plan is later edited.

Classes and bookings#

Prepare reusable class details#

Open Classes > Class setup to manage:

• Class names, including a photo or activity artwork, default duration, and notes;
• Teachers, including contact details and an optional photo;
• Rooms, including one default room.

Items marked unavailable stay in existing records but cannot be chosen for new scheduling.

Schedule a class#

1. Open Classes and select New class.
2. Choose a saved class name, teacher, and room, or enter the details manually when available.
3. Set the start, duration, capacity, and optional notes.
4. To create a series, enable Repeat weekly, choose the number of weeks, and add one or more weekly day-and-time slots.
5. Select Save.

Each recurring occurrence has its own roster and attendance.

Manage bookings and attendance#

1. Open a class and select Manage bookings.
2. Search for active members and select everyone who is booked.
3. Select Save.
4. During or after the class, set each booking to Booked, Attended, Absent, or Cancelled.
5. After the class ends, Mark remaining as absent changes every still-booked reservation to absent.

When check-in is attached to a class, the matching booking is marked attended. If the member was not booked, an attended booking is added.

Check-in#

1. Open Check In.
2. Choose General admission or select today's or tomorrow's class.
3. Hold the member's printed or Wallet QR code in the rear-camera frame. Alternatively, enter the printed member code and select Check in.
4. Read the result before assisting the next member.

Possible results include:

• Welcome: check-in was recorded. One visit is deducted from the session pack used.
• Already checked in: the same member was recorded within the last 90 seconds, so another visit is not deducted.
• Payment required: no usable membership is available. Staff can offer the walk-in payment flow.
• Membership not valid now: a membership exists but its day or time rules do not allow access.
• Inactive member: reactivate the member only after staff verify that this is appropriate.
• Member not found: check the manual code or use a current QR card.

If Keep owner scanner active is enabled, the rear camera can continue scanning while staff use other tabs. A scanner status button appears when it needs attention.

Member Mode on iPad#

Member Mode provides a privacy-limited, front-camera self check-in screen on iPad. It is not available on iPhone.

Before starting, set an iPad passcode, Touch ID, or Face ID. In Check In, select the class first, then select Member Mode. The member can scan a QR code or enter a member code. Only the latest result is displayed, and it disappears automatically.

When automatic handover is active, tilt the iPad toward the member to enter Member Mode. Tilt it back and authenticate to return to owner screens. The Owner button also requires authentication. Apple Guided Access can add a stronger system-level kiosk lock.

Do not leave owner screens visible on an unattended device. Member Mode reduces exposure but does not replace staff supervision or device security.

QR cards, Apple Wallet, and printing#

Every member profile contains a QR card and printed member code.

• Select Share to send the QR card using the iOS share sheet.
• Select Print to use the configured Epson or Star receipt printer, or System Print for Apple printing.
• Select Apple Wallet to preview or request a pass when the secure server is available.

Use Replace QR Code only when the existing card is lost, copied, or should no longer be trusted. Replacement immediately invalidates the current QR credential and disables its legacy QR code. Print or send the replacement afterward. A previously issued Wallet pass also needs replacement or refresh through the configured server.

Epson or Star receipt printer#

1. Switch on and connect or pair the printer.
2. Open Settings > Printing and choose Epson or Star.
3. Use Find Printers and select the device. Epson also accepts an IP address or host name. Star accepts the connection identifier from its information sheet.
4. Choose 58 mm or 80 mm paper and whether to cut after printing.
5. Select Print Test Ticket.

Discovery and printing can use compatible Ethernet, Wi-Fi, Bluetooth, BLE, or USB connections. Some classic Bluetooth and USB models require vendor MFi approval. A successful simulator or network check does not certify every physical printer model.

Payments#

Members! uses the official SumUp iOS SDK for supported card-terminal payments.

• Connect the merchant under Settings > SumUp payments.
• Membership purchases use the price and currency saved with the selected plan.
• A walk-in check-in can create a one-visit pass after a successful single-class payment. The current walk-in flow charges in EUR.
• Simulator payments are clearly marked tests and do not move money.
• Tap to Pay on iPhone is planned but is not currently available. It also is not available on iPad.

Never store card numbers, merchant credentials, affiliate keys, or authentication codes in member notes.

Reports and CSV exports#

Open Reports and choose the reporting period. Members! shows:

• attendance and daily attendance trend;
• successful-payment revenue;
• new members;
• finalized reservation no-show rate;
• active, expiring, upcoming, expired, and depleted membership health;
• class, teacher, and room capacity, bookings, attendance, absences, and rates.

Use Export CSV to share attendance or class, teacher, and room performance files. CSV files can contain customer or operational data. Share them only with authorized recipients and store them securely.

Data and privacy#

• Member, membership, class, attendance, and payment-reference data is stored locally with SwiftData.
• Diagnostic logs must not contain member data.
• Card details are handled by SumUp and are not stored in the Members! database.
• Online synchronization and Wallet services require authenticated access to the secure Members! server.
• The current product does not yet provide a finished production backup service or full multi-device conflict handling.

Use device passcodes, restrict staff access, install trusted operating-system updates, and define an operational backup and recovery procedure before storing real customer data. Treat exported CSV files, member photos, contact details, notes, and attendance as private data.

Troubleshooting#

The camera is unavailable#

Open the iPhone or iPad Settings app, find Members!, and allow Camera access. Close other camera activity and return to Members!. On iPad, leave Member Mode before trying to use the rear owner scanner.

A member cannot check in#

Check that the member is active, the QR card is current, and a membership is within its start and expiry dates. Check remaining sessions and the weekday, weekend, and time restrictions. Try the printed member code manually. If there is no usable membership, sell a plan or use the authorized walk-in payment flow.

A session was not deducted twice#

This is expected if the second scan happened within 90 seconds. Duplicate protection records only the first check-in and prevents a second session deduction.

The wrong membership was used#

Members! automatically selects the eligible membership that expires first. Review all memberships on the member profile, including access rules and remaining sessions.

A printer is not found#

Confirm that the printer is switched on, connected to the same permitted network or paired with the device, and supported by the selected Epson or Star driver. Scan again. For Epson network printers, try the IP address or host name. For Star, verify the identifier on the printer information sheet. Print a test ticket before printing member cards.

A payment cannot start#

Open Settings > SumUp payments. Confirm the affiliate configuration, merchant connection, terminal pairing, network access, and SumUp account status. Do not create a membership manually after an uncertain charge. First confirm the transaction in SumUp, then follow the studio's reconciliation procedure.

Member Mode will not open or close#

Set a device passcode and enable Touch ID or Face ID. Confirm that the iPad front camera is available. Use the Owner button and authenticate. If Guided Access is enabled, leave it using the studio's approved device procedure.

Wallet or synchronization is unavailable#

The secure Members! server may not be configured or reachable. Local operations can continue, but do not promise a Wallet pass or completed synchronization until the server connection is restored and verified.

Support#

For help with Members!, email support@waiterone.net. Include the app version, device model, iOS or iPadOS version, and a description of what happened. Never email card details, passwords, authentication codes, or unnecessary member data.