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Portal Settings

Getting Started​

Navigate to Settings → Portal Settings in your admin dashboard.

⚠️ Important: Your portal will not function correctly until these settings are configured.

Use the search bar at the top of the settings page to quickly find any setting by name.

Settings are organized into collapsible groups. Click any group header to expand it; each group also contains collapsible sub-sections so you can focus on exactly what you need without scrolling through everything at once.

Branding & Basics​

Your business identity — name, timezone, colors, and homepage design.

Basic Information​

Core business details and branding for your portal.

Business Name​

The name of your business, displayed throughout the portal.

Timezone​

Used for scheduling classes, access control logic, and system time coordination.

The logo displayed throughout your portal (square image recommended).

Hero Banner​

A banner image that appears at the top of your portal for guests.

Public Description​

This message is shown to non-logged-in visitors on your portal homepage.

Portal Colors​

Customize the look and feel of your member-facing portal. Leave any field blank to use the default blue theme.

Primary Color​

The main color used for buttons, links, and key UI elements.

Secondary / Accent Color​

Used for highlights, hover states, and secondary elements.

The background color of your portal's navigation bar.

Navigation Text Color​

The text color used in the navigation bar.

Page Background Color​

The background color for the main content area of your portal.

Heading / Title Color​

The color used for headings and titles throughout the portal.

Homepage Builder​

Design your full public homepage with a drag-and-drop builder — hero sections, images, testimonials, calls-to-action, and a customizable membership levels display. Click Open Homepage Builder to get started.

See the Homepage Builder guide for full details.

Member Portal & Communications​

Messages shown to members and email sender / template settings.

Member Portal & Welcome Messages​

Settings related to the messages members and visitors see.

Dashboard Welcome Message​

Shown to members after logging in on their dashboard.

Welcome Email​

Sent to new members after they complete registration.

Upgrade Email (Optional)​

An optional email sent to members when they upgrade their membership level.

Class Booking Controls​

Two settings that change what members see on a class page. Both are on by default, matching how class booking has always worked — turn them off only if the behaviour below doesn't suit how you run classes.

Allow Booking Extra Tickets For Guests​

On (default): members choose how many tickets to buy and see a note explaining that guests without an account must sign a waiver before attending. This is how a parent books a second seat for a sibling.

Off: the quantity field disappears and every booking is one seat, for the member themselves. Use this when you need to vet people before they attend — for example when a class is pitched at a particular skill level and you want to check a newcomer is a fit before they turn up.

Turning this off also stops a member booking the same session twice. Once they hold a seat, the booking form is replaced with a short confirmation and a link to cancel from their dashboard. A class that runs more than one session on the same day still offers whichever session they haven't booked.

note

This is enforced when the booking is submitted, not just hidden on the page.

Show Recent Booking Activity​

On (default): class pages show a line such as "🎟️ 4 tickets purchased today across all dates". It counts tickets bought today by anyone for that class, across every date the class runs — it is a popularity signal, not a reflection of the viewer's own bookings.

Off: the line is hidden everywhere on the class page.

Members who already hold a seat never see this line. They see "✓ You are already booked for this class on this date" instead, so the two can't be confused.

Email Settings​

Manage sender information, notification recipients, and the email template.

Sender Name​

This name will appear in the "From" field of all system-generated emails.

Sender Email​

The email address used as the From: address on all system-generated emails sent to your members (welcome emails, payment failures, dunning notices, etc.).

This is also the gym default sender for CRM emails. To let staff send CRM email as themselves (for example harmon@yourgym.com), set up Sending Addresses.

Cannot be a @managememberships.com address.

Verifying your sender address​

ManageMemberships uses AWS SES to send email, which requires addresses to be verified before use. You can verify your own address directly from Portal Settings — no support ticket needed.

Steps:

  1. Enter your desired sender email and click Save Settings.
  2. Once saved, click the Verify button that appears next to the address.
  3. AWS will send a confirmation email to that address — click the link inside it.
  4. Return to Portal Settings; the status badge will update to Verified (you may need to refresh).

Status badges:

BadgeMeaning
UnverifiedAddress saved but not yet verified — emails fall back to the platform address
PendingVerification email sent; waiting for you to click the link
VerifiedAddress is active and all outbound emails use it as the From: address

Things to know:

  • You must save the address first before the Verify button becomes active. If you edit the address and haven't saved, the button is disabled.
  • Changing the address resets verification status immediately — you'll need to re-verify the new address.
  • Verification emails are rate-limited: one attempt every 5 minutes, maximum 5 per day. The verification link expires after 24 hours.
  • Until verified, all emails fall back to the default ManageMemberships platform address so your members always receive notifications.

Additional Payment Notification Recipients​

A comma-separated list of staff emails to alert when a member's payment fails.

Additional Lead Notification Recipients​

A comma-separated list of emails that receive new-lead notifications. The owner always receives them.

Additional Signup Notification Recipients​

A comma-separated list of emails told whenever someone creates an account, as well as the owner. Use it so managers hear about new signups too; otherwise only the owner is emailed. Each address is checked when you save, so a typo is caught straight away.

Email Template​

Reusable content (such as headers or footers) for pre-filling email campaigns.

Birthday Reminders​

Configure automated birthday notifications.

Enable Birthday Reminders​

Sends an email to you 7 days and 1 day before each member's birthday.

The reminder includes member names, emails, and days remaining.

Additional Recipients​

Comma-separated list of other emails that should receive birthday reminders.

Example: staff@example.com, manager@example.com

Membership & Billing​

Configuration for payment processing and membership enforcement.

Calendar Month Billing​

When enabled, billing aligns to calendar months rather than the member's signup date.

Split Processing Fees​

When checked, a small processing surcharge is added to member payments to share payment processing fees with them.

Cancellation Window (Hours)​

The number of hours before a class, event, or resource booking that a member is allowed to cancel. For example, setting this to 8 means members cannot cancel within 8 hours of the start time. Default is 24.

Consume Credits On​

Controls when class credits are deducted from a member's balance:

  • Check-in (default) — Credits are consumed when the member checks in at the kiosk or is marked as attended.
  • Booking — Credits are consumed immediately when the member books the class. If they cancel (within the cancellation window), credits are returned to the pack they were drawn from. See Class Credits & Packs.

Hide Self-Cancellation​

If enabled, members must contact you directly to cancel their subscriptions.

Failed Payments Before Inactive​

How many failed billing attempts will occur before a member is automatically marked inactive.

Tax ID​

If your jurisdiction requires tax collection, enter your tax ID here to enable automatic tax calculation on payments.

Charge Tax and Tax Rate​

Turn on Charge Tax to add sales tax to memberships, events, classes and resource bookings, then enter your Tax Rate as a percentage (for example, 7 for 7%). The tax collected on each payment shows in the Sales Tax report.

Email on Payment Failure​

Toggles whether or not to send an email to members when their payment fails asking them to update their payment method. Default is on.

Allow Ad-hoc Charges​

When enabled, staff can charge a member's card on file for any custom item or amount via the mobile app (e.g. coffee, tape, eggs) without needing a product in your catalog.

How it works:

  1. Open the mobile app and go to the Store / Purchases screen
  2. Scroll below the product list to the Custom Charge section
  3. Enter the item name and dollar amount
  4. Tap Charge Card — the card on file is charged immediately

Limits: Item name up to 100 characters. Minimum charge $0.50, maximum $500.00.

This setting is off by default. Turn it on only if you want staff to be able to charge arbitrary amounts.

Enhanced Payment Form (Apple Pay & Link)​

When enabled, the registration form uses Stripe's modern Payment Element with support for Apple Pay and Stripe Link in addition to standard credit card entry. This also enables 3D Secure (SCA) support for cards that require it.

Requirements:

  • Portal must use Stripe as the payment processor (not CardPointe)
  • For Apple Pay: your subdomain must be registered as a payment method domain in Stripe. Contact support to set this up.
  • Apple Pay only appears for users on Safari (iPhone, iPad, Mac) with a card added to their device's Wallet
  • Stripe Link appears for all users and enables one-tap checkout with saved payment info

When this toggle is off, the registration form uses the standard credit card input. Existing portals are unaffected — this is off by default.

Late Fee Amount​

A flat dollar amount automatically added to a member's invoice when their payment fails. The fee is only charged once per billing period — if payment fails multiple times in the same period, the fee is not duplicated. Leave empty to disable.

Late Fee Grace Period (days)​

How many days after the invoice due date before the late fee is assessed. For example, set to 3 and a member whose payment fails on the 1st won't be charged the late fee until the 4th. Leave empty (or set to 0) to charge the fee immediately on the first failure.

Charge a Pause Fee​

When enabled, a member whose subscription is paused is charged the Pause Fee ($) set on their membership level (see Membership Levels), once each billing period while they stay paused. Default is off.

It only applies to pauses you start after turning it on. For how the fee is charged, see Pausing a Subscription.

Maximum Pause Length (months)​

The longest a pause can last, as a whole number of months from 1 to 60. Leave it empty for no limit. When it's set, pausing a member needs a resume date no more than that many months away.

Suppress Owner Welcome Emails​

When enabled, the portal owner will not receive welcome email notifications for new member signups. Anyone in Additional Signup Notification Recipients still gets them.

Level for New Accounts from Booking Pages​

Lets visitors create an account and book in one go. When it's set:

  • A logged-out visitor on a class page gets I have an account and I'm new here right on the page, instead of "You must be logged in".
  • Someone sent to log in from an appointment or resource booking gets a New here? Create your account and book box under the login form.

Their new account joins this level. If the level has waivers (Members → Membership Levels → Associated Agreements), what happens next depends on where they signed up:

  • On a class page, they sign the waivers inside the Book this class box, under One more step before booking, and stay on the class page to book. See Signing Waivers on the Class Page.
  • From an appointment or resource booking, they sign on their dashboard first, then come straight back to what they were booking, signed in, to finish booking.

Only free or trial levels without an approval step or a minimum number of members can be picked. A class or resource only offers it when this level is allowed to book it; otherwise visitors see the usual Log In and Create Account buttons, and logging in still brings them back to what they were booking.

Leave it empty to keep the usual buttons everywhere.

Member Requirements​

Settings related to registration requirements.

Minimum Age​

Sets a minimum allowed age for registration.

Note: "Require Birthdate" must be enabled for this to apply.

Require Birthdate​

If checked, members will be required to enter their birthdate during sign-up.

Require Profile Picture​

When enabled, members must upload a photo at registration.

Especially useful for security or gym environments with 24/7 access.

Kiosk Waiver Free Membership Level​

Select the membership level given to new accounts created from the kiosk waiver sign-up (/kiosk/waiver). These people still sign the level's agreements.

Require Email Verification​

When enabled, members must verify their email address before accessing the portal.

Require Orientation Class​

When enabled, members must complete an orientation class before gaining full access. Select the required orientation class from the dropdown.

Store & Scheduling​

Public store, shipping, and calendar display options.

Public Store & Shipping​

Settings for your public-facing product store.

Enable Public Store​

When enabled, adds a /products page where anyone can browse and buy products without an account.

Offer Shipping​

When enabled, shipping options are available at checkout for physical products. Disabling this means only local pickup is offered.

Shipping Rate Type​

Choose between a flat rate per order or a flat rate per item.

Shipping Rate​

The dollar amount charged for shipping.

Calendar & Display Settings​

Settings that affect how the calendar and scheduling features are displayed.

Side-by-Side Event Overlaps​

When enabled, overlapping events on the calendar are shown side-by-side rather than stacked.

Resource Booking Buffer​

Turnaround time required between two bookings on the same resource, in minutes. A new booking can't start within this many minutes of an existing one ending, or end within this many minutes of one starting.

  • Default is 0, which allows back-to-back bookings — the previous behavior. Nothing changes for your portal until you set this.
  • Use it when a resource needs time between sessions: a cleandown, a reset, or a walk from one bay to the next.
  • This is the portal-wide default. An individual resource can override it — including setting its own buffer to 0 to keep running back-to-back while the rest of your resources have a gap. See Resources → Booking Buffer Between Sessions.
  • The buffer applies everywhere a resource is booked — members booking themselves, staff booking at the register, and rescheduling an existing booking. Packages that bundle several resources are the one exception.
  • On a resource using Let Members Pick Any Start Time, the buffer is what decides when the next person may start — book 11:10 on a 60-minute resource with a 10-minute buffer and the next opening is 12:20.

Max days ahead members can book classes​

How far ahead a member can book a class, counted in days from today. A member can book a class up to and including that many days from today, and not a day further. With 90, for example, a member can book a class 90 days from today but not 91. Find it in Settings → Portal Settings → Store & Scheduling → Calendar & Display Settings, right after Resource Booking Buffer.

  • Enter a whole number from 1 to 365. Leave it blank for no limit.
  • Every gym starts at 90, new and existing.
  • It only applies to members booking for themselves on the member portal: booking a class, joining a waitlist, and the Add another class for X% off? offer (dates past the limit are left out of its date list). It is checked when the member books or joins, not again when they are later promoted from a waitlist.
  • It applies to every member of the gym, whatever their membership level. It is separate from each level's Advance Booking Limit (per month), and if both would refuse a booking, the member sees the days-ahead message.
  • It never applies to staff, managers, owners or accountants, even when they book for themselves on the member portal. Staff can still book members into classes months ahead from Class Registrations and at the register, and promote them from a waitlist there or on the Class Calendar. That keeps classes that are scheduled far ahead, such as courses scheduled months ahead, bookable by staff.
  • A member who tries a later date sees You can only register for classes up to N days in advance. in red on the class page. N is the number you set. The page for that date still opens, and the booking is refused.
Important

Because every gym starts at 90, members of a gym that sells classes more than 90 days ahead can't book them until the owner raises this number or clears the box. If you schedule classes or courses far in advance, check this setting first.

Facility Closures​

Block specific dates or recurring days on the calendar system-wide (such as holidays or planned outages).

Members will not be able to register or check in on these dates.

Click Add Closure Date to add a new closure. Each closure can include:

  • Start Date and End Date
  • Recurring Day (optional, for weekly closures)
  • Closure Reason

Holidays (Booking Length Limits)​

The dates that count as holidays for each resource's Max Booking Length on Weekends & Holidays. It sits right after Facility Closures.

Click Add Holiday to add a new holiday. Each holiday has:

  • Date

  • Holiday Name (optional)

  • Holidays are single dates you enter by hand. There is no yearly repeat and no built-in holiday list.

  • A holiday is not a closure. The facility stays open and bookable, and only the booking length is capped, and only on resources that have a limit set. Facility Closures are unchanged.

  • See Resources → Weekend & Holiday Booking Length for how the limit works.

Features & Integrations​

Enable additional features and connect third-party services.

CRM & Automation​

Automatically create CRM prospects and sync leads via Trello and Zapier.

Auto-Add Free/Trial to CRM​

Automatically add free and trial members to the prospect CRM system.

Assign new leads to​

Who gets leads that arrive on their own — website forms, squeeze pages, Facebook, Google and Zapier:

OptionWhat happens
Rotate between staff (default)Each new lead goes to whichever owner, manager or staff member has the fewest open leads
Always the same personEvery new lead goes to the person you pick. If they're deactivated, leads rotate again
NobodyNew leads stay unassigned until someone picks them up

Staff only see their own prospects​

When on, staff see only the prospects assigned to them, plus unassigned ones, on the CRM board, the list and prospect pages. Owners and managers always see everything. Off by default.

Daily task email for staff​

When on, each morning between 7:00 and 11:00 AM gym time, each person with CRM access who has tasks due today or overdue gets one email listing them. Unassigned tasks, and tasks assigned to someone who can't get the email, go to the owner. Nothing is sent when there is nothing due or overdue. On by default, on the Starter plan and above. There is no per-person opt-out. See Daily task email for what the email contains.

Trello Integration​

Connect your Trello workspace to create cards automatically when new prospects enter the CRM.

  1. Trello API Key — from https://trello.com/power-ups/admin
  2. Trello Token — generate from the same page
  3. Trello Board — select which board to create cards on (loads after API key and token are saved)

Zapier Integration​

Connect Zapier to fire webhooks on class and resource bookings, or to accept incoming leads from Facebook Lead Ads, Google Ads, and other sources.

  • Zapier Webhook URL — fires on class/resource bookings
  • Zapier API Key — for Zapier polling triggers. Click Generate New API Key to create one.
How Lead Capture Works (Facebook, Instagram & Google Ads)​

Send leads from Facebook Lead Ads, Instagram, or Google Ads lead forms straight into your CRM pipeline using Zapier:

  1. In Zapier, create a Zap with Facebook Lead Ads (covers Instagram too) or Google Ads as the trigger.
  2. For the action, choose Webhooks by Zapier → POST.
  3. URL: https://<your-subdomain>.managememberships.com/api/zapier/prospects?domain=<your-subdomain>
  4. Headers: X-API-Key = your Zapier API Key (generate one above if blank, then Save first).
  5. Data fields: first_name, last_name, email, phone, source (e.g. "facebook"), notes.

New leads appear on your pipeline instantly, you get an email notification, and any drip campaign with the "API Lead" trigger enrolls them automatically.

Social & Messaging​

Connect Facebook & Instagram to capture leads and reply from your CRM inbox.

Facebook & Instagram Connection​

Connect your Facebook Page to capture leads from lead forms and reply to Facebook Messenger and Instagram DMs right from your CRM — no Zapier needed.

Requirements:

  • You must be an admin of the Facebook Page
  • Instagram DMs require a professional Instagram account linked to the Page

When connected, the panel shows your Page ID and Instagram link status. Use the buttons to:

  • Connect Facebook — start the OAuth flow to link your Page
  • Refresh Connection — re-run the connection to pick up a newly linked Instagram account or refresh tokens
  • Disconnect Facebook — unlinks the Page. Leads and messages stop flowing in; existing conversations are kept.

Analytics​

Google Tag Manager Container ID​

Add your GTM container ID (format: GTM-XXXXXXX) to track visitor activity on your portal. Find your container ID in your GTM workspace.

Chat Widget​

A floating "Message us" bubble on your public pages that turns anonymous visitors into CRM leads.

Enable Chat Widget​

When enabled, logged-out visitors to your homepage, blog, and landing pages see a floating chat bubble. Opening it reveals a short form — name, phone, and message. Each submission is captured as a prospect in your Prospect CRM (source: chat widget), with the visitor's message saved to the prospect's notes. If the phone or email matches an existing prospect, that record is updated instead of creating a duplicate.

The widget only appears to visitors who aren't logged in — your members won't see it.

Notification Emails​

Add up to 10 email addresses to alert whenever someone submits the chat widget form. The account owner is always notified regardless. This list is specific to the chat widget — it's separate from the Additional Lead Notification Recipients list used for Google, Zapier, and Facebook leads.

Submissions are rate-limited and bot-protected, so enabling the widget won't flood your CRM with spam.

Privacy & Access​

Multi-location management and resource visibility controls.

Multiple Locations​

Enable support for managing classes and events at multiple business locations. When enabled, a Location Management page appears under Settings.

Privacy Controls​

Enable visibility settings on resources (public, members-only, staff-only) and allow marking trainers as sensitive staff to hide them from member-facing pages.

Require Citizenship Verification​

Shows each member's citizenship verification status at the top of their member page, where staff can mark it verified.

Off by default. When it is on, the status also shows next to names on Class Registrations, on the printed roster and on the Bulk Check-In screen. See Citizenship Verification.

Require Safety Briefing​

Members who sign up from now on are flagged as needing the range safety briefing, and the register warns staff until it is cleared. Existing members are not flagged. Status shows at the top of the member page.

Off by default. When it is on, the status also shows next to names on Class Registrations, on the printed roster and on the Bulk Check-In screen. See Safety Briefing.

Points​

Reward members with points for showing up. Points power the member Leaderboard and can be awarded automatically, manually, or via triggers.

Show Public Leaderboard​

Adds a Leaderboard page and nav link to your member portal, ranking members by total points earned this month or year. On by default; turn it off to hide the page entirely.

Points per Check-in​

Points awarded for a general check-in. Leave empty to use the default (1). Set to 0 to disable.

Points per Class Attended​

Points awarded when a member attends a class. A class check-in earns this rate instead of the general check-in rate — never both. Leave empty to use the default (1). Set to 0 to disable.

First Class Booked Bonus​

A one-time bonus awarded when a member books their first-ever class. Leave empty to use the default (10). Set to 0 to disable. The bonus can only be earned once — cancelling and rebooking does not re-earn it.

Awarding Points for Other Events​

Want to award points for door scans, purchases, or other events? Create an Automation Trigger with an Award Points action. The Points settings section includes a built-in walkthrough.