Members and plans

A member record gives the Booking Coordinator a stable identity for reservations and receipts. It holds the member number, name, contact address, join date and lifecycle status. A plan enrollment links that person to a reusable membership plan, with start and expiry dates and the sessions consumed and remaining. Those are separate decisions: an active member can have a paused or expired plan. Check both before confirming a place.

A reusable plan carries its price, allowance and validity period. The enrollment records the individual member’s dates and balance. The Studio Manager should agree which plan is offered before staff begin taking requests. If the policy changes, review current enrollments rather than assuming a changed plan name explains an existing balance.

• Identity. Keep one member number with the person used on bookings, plan enrollments and payments.
• Entitlement. Compare the enrollment’s active status and remaining sessions with the session requested.
• Lifecycle. Review paused, expired and closed members before treating a request as eligible.

Agree who may create members, who changes their status and who corrects an enrollment balance. Decide when an enrollment starts, how expiry is handled and who explains an exception to the member. The Booking Coordinator can prepare the record; the Studio Manager owns the confirmation decision. Use the same member identity on a booking and its payment so later reconciliation remains possible.

For an initial operating cycle, load the plans first, then members, then each member’s enrollment. Reconcile the sessions remaining against the studio’s prior register before inviting staff to confirm requests. A plan price is an offer in the catalogue; a booking-linked payment is a separate receipt record.

Suppose a member asks for a Friday session while her member record is active. Her enrollment is paused. The coordinator can see the member and the request, but the manager must settle the plan status before approving the booking. If an enrollment is active but its remaining balance is zero, the same review is needed. Do not change the remaining count simply to make the request pass. Record the agreed correction or a different eligible plan, then revisit the booking.

When the member arrives for an eligible confirmed booking, the Float Instructor records attendance against that booking. The linked enrollment shows the updated consumed and remaining sessions. The coordinator can then answer a later balance question from the enrollment and attendance evidence, rather than from memory or a payment amount.

• Active Member Directory — Find a member’s identity and status before opening their enrollment.
• Active Members — Work from the filtered member list when handling new requests.

Follow a booking from request to attendance. Prepare the first operating cycle.