Register a new member

There are two ways to add a member to your club: using the admin creation wizard, or sending the member an onboarding link so they can register themselves. This guide covers both approaches in detail.

Option A: The member creation wizard

The creation wizard is the fastest way for an admin to register a new member on the spot -- for example, when someone walks in and wants to sign up immediately.

Step 1: Open the wizard

1. Navigate to Members in the sidebar.
2. Click the Add Member button in the top-right corner.

Step 2: Enter personal details

1. Enter the member's first name and last name.
2. Enter their email address. This is used for portal login, notifications, and invoices.
3. Enter their date of birth (optional but recommended -- it determines the correct demographic and age group for pricing).
4. Enter their phone number (optional).

For a child member

If the member is a minor:

1. The wizard detects this based on the date of birth or the selected demographic and prompts you for guardian information.
2. Enter the responsible's (parent/guardian) details: first name, last name, and email address.
3. The guardian's email must differ from the child's email to avoid duplicate login issues.
4. The guardian becomes the primary responsible and the default payer for the child's membership.

Step 3: Select a membership plan

1. The wizard shows the available plans filtered by the member's demographic and age group.
2. Select the plan (for example, "Jiu-Jitsu Adults").
3. Select the plan price based on the contract duration and billing frequency the member prefers (for example, "12 months, monthly, 89.00").
4. If only one option exists for a given selection (one contract duration, one frequency, one age group), it is selected automatically.

Step 4: Configure billing

1. Set the start date for the membership. This can be today, a past date, or a future date.
2. Select the payment day from the options your club has configured (for example, the 1st or 15th of the month). The first billing date is calculated automatically as the first occurrence of the chosen day after the start date.
3. Review the pro-rated charge: if the start date falls before the first billing date, a pro-rated charge is listed covering the partial period.
4. Review sign-up fees: if the plan has sign-up fees, they are listed with their names and amounts. A checkbox allows you to skip the sign-up fees if needed (for example, during a promotion).

Step 5: Set up the payment method

1. Select the member's payment method from the types your club has enabled (SEPA direct debit, bank transfer, cash, etc.).
2. For SEPA direct debit, enter the IBAN and account holder name. Omoplata attempts to look up the BIC automatically. A mandate is created with the current date.
3. For other methods, follow the on-screen prompts.

Step 6: Complete the wizard

1. Review the summary showing the member's details, selected plan, billing configuration, and payment method.
2. Click Create member to complete the registration.
3. The system creates the member, membership, initial transactions (including any pro-rated or sign-up fee charges), and the payment method.

Option B: Send an onboarding link

Instead of entering all details yourself, you can send the member a link to complete registration on their own. This saves time and ensures the member has portal access from day one.

Step 1: Create the member record

1. Navigate to Members and click Add Member.
2. Enter at minimum the member's name and email.
3. Complete the wizard (you can skip the membership step if your settings allow, or select a plan on their behalf).

Step 2: Send the onboarding invitation

1. After the member is created, Omoplata generates an onboarding link.
2. The link is displayed on screen for you to copy.
3. Optionally, an invitation email can be sent automatically to the member (or to their guardian if the member is a minor). A checkbox controls whether this email is sent.

Step 3: Member completes onboarding

When the member opens the onboarding link, they go through the self-service flow:

1. Welcome page -- they register with their basic information.
2. Membership selection -- they choose a plan and pricing (if not already selected by the admin).
3. Terms and contract -- they review and digitally sign the membership contract. A PDF is generated with their signature and your club's logo.
4. Payment setup -- they configure their payment method (SEPA, card, etc.) and accept payment terms.
5. Medical questions -- optional health questionnaire (if enabled).
6. Profile picture -- optional photo upload.
7. Completion -- they are redirected to the member portal dashboard.

After registration

Once a member is registered, several things happen automatically:

• Transactions are created based on the membership's billing schedule. If the membership starts in the past, historical charges are generated.
• Invoices are generated for each transaction.
• The member appears on the members list with their membership status, plan, and billing information.
• The member can log in to the portal (if they have an email) to view their schedule, billing history, and profile.

Verify the new member

1. Go to Members and search for the new member.
2. Click their name to open their profile.
3. Check the Memberships tab to verify the correct plan, price, and dates.
4. Check the Payment Methods tab to verify the payment method is configured.
5. Check for any warning icons (such as a missing payment method indicator).

Registering a child member

The process for registering a child follows the same wizard, with additional steps for the guardian.

1. Start the wizard as normal and enter the child's details.
2. When the system detects the member is a minor (based on age or demographic), it prompts for the primary responsible (parent or guardian).
3. Enter the guardian's name and email. If the guardian already exists in the system, they are linked automatically.
4. The guardian becomes the payer for the membership and receives all billing-related notifications.
5. Both the guardian and the child (if they have an email) get portal access.

Adding secondary responsibles

After the child member is created, you can add additional guardians (for example, a second parent, grandparent, or nanny):

1. Go to the child's member profile.
2. Find the responsibles section.
3. Add a secondary responsible by entering their name and email.
4. Secondary responsibles get portal access to view the child's profile, classes, and attendance, but they are not the payer.

For more on how primary and secondary responsibles work, see Dependents.

What to do next

• Manage memberships -- learn how to pause, cancel, or change a member's plan.
• Generate invoices -- understand how billing works after registration.
• Track attendance -- set up check-in so the new member can record their attendance.

For the full reference on the members list and member profiles, see Members and Member profile.