Who can see health notes?
Use roles to decide. Trainers can see health and diet; front-desk staff can be limited to status and payments. See security and data.
Member profiles
One member, one profile, everything on it
Every member in GetGymPOS has a profile that holds their contact details, printable member card, health record, diet notes, subscriptions with dates and payment status, attendance log and purchase history. Trainers read the health and diet notes; the desk reads status and balance.
- Definition Member profile
- A member profile is the single record of a gym member: who they are, how to reach them, what they have bought, when they trained and anything a trainer should know, such as injuries or diet. It replaces paper intake forms and separate spreadsheets.
6things on every profile
Is this a medical record?
No. The health record is for gym notes (injuries, goals, conditions a trainer should know). Don't store diagnoses or anything a member hasn't agreed to share. GetGymPOS does not claim HIPAA or medical-record compliance.
What does the member card show?
Name, member number and your gym branding, printed from the profile. Use it with a barcode scanner for faster check-in.
Member · M-1203Yearly · valid to Sep
Health Old knee injury (left). No deep lunges.
Diet High protein, 4 meals, no dairy.
Goal Strength block, 12 weeks.
What it looks like at the desk
An example of the member profiles screen with figures for a typical gym. Switch the country to see local currency.
Mock-up for illustration; the real screen follows the same fields.
Who uses member profiles?
Gyms with PT programmes
Trainers see injuries and diet before a session.
Kids' martial arts
Parent contacts and medical notes on the student.
Therapeutic yoga
Conditions noted so instructors can adapt poses.
How it works
How does member profiles work?
Add the member
Name, phone, email, date of birth, emergency contact.
Record health notes
Injuries, conditions and goals in the health record.
Add a diet
Specify the member's diet plan for their trainer.
Print the card
Generate and print a member card for quick lookup.
Straight talk
What it doesn't do (yet)
Saying no up front saves you a bad surprise after you switch.
- Not a medical records system and not HIPAA-certified; keep notes to what a trainer needs.
- Members do not log in to edit their own profile.
Price
Included from the Club plan
Member profiles is included in Club and every plan above it, at $109 a month per location. No per-member fees, no contract, 21-day free trial.
Show prices for
Set log · 8 reps
Member profiles: questions
What information can I keep on a gym member?
Contact details, emergency contact, health record, diet, subscriptions, attendance and purchases, plus custom fields if you need them.
Can I print member cards?
Yes, from each profile.
Can trainers see the member's diet?
Yes, if their role allows it. The diet sits on the profile.
Is member data private?
Can I import member photos?
You can add a photo to a member record so the desk recognises them.
Can I delete a member on request?
Yes. You control your member data and can remove a member's record if they ask, subject to keeping financial records your tax law requires.
Can I message members from the profile?
Contact details are there for a call or WhatsApp. Automated messaging comes with the bundle.
Does the profile show what they bought?
Yes. Sales linked to the member appear in their history.
Try member profiles on your own gym
Set it up in the free trial with your real packages and products. 21 days, no card.
