ℹ️ This article covers the client profile in the new Back Office and the Classic Back Office. It will be updated as we release more improvements over the coming months.
Members are now called clients in the new Back Office. "Member" now refers only to clients with an active membership.
In the new Back Office
Go to Clients > Profiles and select a client, or search for them using the search bar at the top of the page.
💡 For a full tour of the client profile, see New client profile: finding your way around.
Task | Where to find it |
Edit client information | Three-dot menu > Edit information |
Merge duplicate profiles | Three-dot menu > Merge profiles. See Merge duplicate client profiles |
Add a note, document, or task | Overview, right panel |
Add or remove tags | Overview > Tags |
Share a pass with another client | Overview > Linked profiles. See Share passes between linked profiles |
Bill a client | Bill at the top of the page |
View or manage memberships | Memberships tab |
View invoices | Billing tab |
Add or delete a payment method | Billing tab, right panel |
Archive a client | Three-dot menu > Archive |
To create or edit tag categories, go to Clients > Tags.
In the Classic Back Office
ℹ️ In the Classic Back Office, clients are still called members, so this section uses the names you see on screen.
Quick links
General management
Find a member: type their name in the search bar
Edit a member's profile: click the pencil icon on their profile
Bookings
Billing
Subscriptions
Find a member's profile
Option 1: from the Members list
Step 1: Click Members in the menu on the left. The list of members opens.
Step 2: Click View on the member's line.
Option 2: from the search bar
Step 1: On your bsport home page, use the search bar at the top right. You can search for members, teachers and more.
Results appear as you type.
Step 2: Click the member to open their profile.
The profile opens on the General tab.
General tab
Merge two duplicate accounts
Step 1: Click Merge.
Step 2: Search for the duplicate account.
Step 3: Use the left/right arrows to choose which details to keep.
⚠️ The account on the right will be deleted. The account on the left is the one that is kept.
Step 4: Click Save.
Edit a member's details
Click Edit to open and update the member's details.
Communication preferences
The member's communication channels are shown in this box. If the member has agreed to be contacted through a channel, the bell icon is active. If not, the bell is crossed out.
My Tags
Tags let you create categories to filter your members. To apply a tag, choose its category.
To add your own category, click the arrow, then + Create category.
Enter a name, then click the green save icon.
To create a sub-category, click the + on the same line as the category name.
💡 For example, a category called "Main sport" could have the sub-categories Fitness, Yoga and CrossFit.
Enter the sub-category name, then click the green save icon.
To delete a category or edit its sub-categories, click the three dots next to it.
Add a note about the member
You can add notes about a member, such as medical or personal information, to help you follow up with them.
Bookings tab
Click Bookings at the top of the page, to the right of General.
Mark a member as absent
Click Present to switch it to Absent.
Cancel a booking
Click the x next to the booking.
ℹ️ The credit is automatically returned to the member.
Sign a member up to a subscription
Click Subscribe at the bottom right of the page.
In the form that opens, fill in:
The subscription
The number of months it is valid for
The date of the first payment
Any special offer, such as free months or a discount on every invoice
A summary of the subscription appears at the end. Click Check at the bottom left of the page to go to payment.
Bill a member
Click Invoice at the bottom right of the page. See Billing tab below for the full steps.
Subscriptions tab
Click Subscriptions at the top of the page, to the right of Bookings.
Click the subscription you want to view.
A panel opens on the right with the invoice and bookings linked to the subscription. Click Associated invoice to open the invoice.
Mark a member as present or absent: click Present to switch it to Absent, or click it again to switch back.
Delete a booking: click the x to the right of Present, then click Confirm.
ℹ️ The credit is automatically returned to the member.
Billing tab
Click Billing at the top of the page, to the right of Subscriptions. From here you can:
Save your changes with the save icon
Print with the printer icon
Filter by ID, purchase date, amount or status with the icon on the far right
Create an invoice
Click Invoice at the bottom right of the page. Your basket is shown in the left panel and lists everything you add. To go back to the previous page, click Back at the bottom left.
Subscription
Choose the subscription to bill.
Choose the payment date.
Click Add to invoice. The subscription is added to the basket.
Add a discount if you need to.
Repeat to add more subscriptions.
My Store
Click My Store at the top right of the page, next to Subscription.
Choose the item to bill.
Click + Add to invoice.
To add a discount, type the amount at the bottom right, then click Add discount at the bottom left.
Repeat to add more items. To remove an item from the basket, click the bin icon next to it.
Take payment
Click € Payment at the bottom right of the page.
Choose the payment method and enter the amount.
If the member is paying by card, enter the card number.
Click Payment.
When the transaction is complete, click Save at the bottom right.
If the member has not paid the full amount, choose an invoice date: the remaining amount will be collected automatically on that date. Then click Confirm.
💡 You can split the payment across several methods by repeating steps 2 to 4. Each payment appears under Recorded payments. To delete one, click the bin icon next to it.
Record and download a transaction
To record a transaction, click the save icon on the invoice's line, then confirm.
⚠️ Once confirmed, the invoice can no longer be changed.
Once recorded, the save icon becomes a paperclip. Click the paperclip to download and print the transaction.
Change the payment method on an invoice
If the wrong payment method was used:
Open the member's profile and go to the Billing tab.
Click the invoice.
Click the back-arrow icon and choose the correct payment method.
Check that the change has been saved.
Cancel an invoice
If there is a mistake in the basket, click Cancel invoice. All products on the invoice are removed and the invoice is marked Cancelled.
Credit
To open the Credit section, click it at the top right of the page.
If the member pays more than the total
For example, the basket total is 20 + 20 + 15 = 55€. When you click Save, the Unbalanced invoice window opens. Click Confirm: the difference is debited from or credited to the member's account to balance it. You can also choose the invoice date after clicking Confirm.
For more on billing and passes, see the Products collection.