Add a member

Add a new member to your studio manually.

ForOwnerManager
1

Go to Members

Click "Members" in the sidebar.

2

Click "Add member"

The required fields are Full name, Email, Phone, Date of Birth, and Gender (Female / Male / Prefer not to say). Address and Referred by are optional.

3

Save

New members start on the Drop-in plan with zero credits — change their plan from the member detail page once they purchase one. They receive an email with an "Open my account" button: one tap and they are in, with no password to set.

Limits
  • • The code is single-use and expires in about 30 minutes.
  • • The button in the invite email signs the member in with one tap for about an hour after it was sent. After that, or if it was already used, the same button emails them a code and asks for it — it never ends on an "expired" page, and older invite emails keep working.
  • • It only targets members who haven't signed in yet and who actually hold a pass or credits — members who've already joined, or who hold nothing, are never emailed.
Tips
  • • Phone, date of birth, and gender are required at create time so studios have the demographics they need for waivers, marketing, and emergency contact. Existing members imported before this change keep their original (possibly empty) values.
  • • To add many members at once, use CSV Import instead — required fields are optional in the importer so legacy data still flows through.
  • • If the email already belongs to someone in your studio (e.g., an instructor), the form links them as a member instead of showing an error — no duplicate account is created. This is the easiest way to let an instructor also take classes.
  • • Members can also sign up themselves through your booking page or widget.
  • • Use the "Check duplicates" button on the Members page to find members that share the same email, phone number, or name — helpful after importing from another system.
  • • Reading the members list: the Waiver column is the only column that uses colour, because it is the only one with something to do — an amber "Not signed" (or "Guardian needed" for a minor) means that member still owes you a signature. A date in grey is a signed waiver, and "Credits left" is the number of classes still on their pass.
  • • Change history: each member detail page has a Change history section at the bottom. Expand it to see when the member was added and every edit since — credit adjustments, status changes, plan changes, and profile edits — with who made each change and when.
  • • Clicking a member on the Members list first opens a quick summary card (credits, waiver, account status, last class). That card is only a snapshot — to see everything about the customer, click "View full profile" on the card. That opens the full member detail page with their classes/attendance history, passes, payments, retreat & event bookings, forms, and plan editing all in one place.
More detail

Need to (re)send the invite later? Open a member and click "Send invite" / "Resend invite", or tick several on the Members list and use the bulk "Send invite" action. To invite everyone in one go, leave all rows unticked and click "Invite all" — it sends to every member who has not joined yet, automatically batching large rosters (100 at a time) with a live progress count. The Account column shows where each member is in the lifecycle: "Imported" (added — e.g. via CSV — but no invite sent and no login yet), "Invited <date>" (an invite was sent but not yet used), or "Joined" (the member has signed in or signed a waiver). This is separate from the Membership column, which tracks their billing plan (Active / Paused).

Owners, managers with member access, and instructors can all do this.

In person at the studio? Instead of emailing an invite you can set a member up on the spot. Open a member who hasn't joined yet (or, as an instructor, find them on your class roster) and tap "Set up account" — a QR code and a short 6-character code appear. The member scans the QR with their phone camera (or goes to your app's /auth/claim page and types the code), picks a password, and their account is created and linked to their existing record — all their history and passes come with them.

What the member sees: the email says "<First name>, your <studio> account is ready" with one button, "Open my account". It opens "Welcome, <name>" with their name filled in (they can correct it) and one button, "Looks right". That is the whole setup: no password is asked. Classes you already booked for them and passes or credits you already gave them are there when they arrive. If your studio has a waiver, it is asked for next.

Member says the invite does not work? They do not need a new one. The button in any invite email still gets them in: when its one-tap sign-in has run out it emails a code and asks for it. They can also go to the sign-in page, type their email and press "Send me a code". "Resend invite" sends the button again if they cannot find the email.

A password is optional. A member who wants one adds it under Account → Password → "No password yet, or forgot it?", which confirms it is them with an emailed code. "Continue with Google" also works when their Google account uses the same email.

Someone who already has a Klasly account with a password (or Google) and is added by email gets the same email; the button simply signs them in. They are not asked to confirm their name again.

Large groups are sent 100 at a time and the banner tells you if any remain. Sending marks them as "Invited" in the Account column, just like a regular invite.

Members with passes or credits who haven't logged in? The Members page shows a "Send setup reminder" banner whenever there are members who hold unused value — an active pass or leftover credits — on an account they've never signed into. (That value is stuck until they open their account.) Click "Send setup reminder" to email exactly those members a friendly nudge that says what's waiting for them (e.g. "8-class pass" or "6 credits") with the same "Open my account" button as the invite.

Appointments: when your studio uses Appointments, the member detail page has an "Appointments" card under the edit form listing every 1-on-1 service this member has requested or booked — service, date and time, practitioner, and status (Pending, Confirmed, Completed, Cancelled, No answer …). It opens on Upcoming; Past walks back through their history. A home visit that includes an automatically-booked intake shows as one line starting at the intake's time, with an "Includes …" note, rather than as two bookings.

Retreats & Events: if the member has booked a retreat or event, the member detail page shows a "Retreats & Events" section listing each booking — the retreat name and room/option, its status, how much they've paid versus the total, and (for payment plans) how many installments are paid and when the next one is due. The top of the section totals what they've paid across all their bookings. Click any booking to open its full detail page, where you can see the complete installment schedule, send a payment link, mark an installment paid offline, or cancel. This works even for members who booked as a guest, since bookings are matched to their member record.

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Help Center - Klasly