Add Your First Member

Members are the students at your school. This guide walks through adding someone from scratch and getting them properly set up: profile, membership, and ready for billing.

Note

The Members list shows everyone in your school’s database, including contacts (parents/guardians), staff, and students. Kanri assigns each person a type automatically based on their role. When you’re just getting started, don’t worry about this — add your students and Kanri will keep them organised.

Before you start

You’ll need at least one program set up before you can assign a membership.

Step 1: Create the member profile

1. Go to Members in the main navigation.
2. Click New Member.
3. Fill in the member’s details:
   • First name and Last name (required)
   • Family status: the member’s marital or family situation (Single, Married, Common Law, etc.) — optional
   • Sex: optional
   • Birthday: used for the Birthday report and age-based filtering
   • Phone number: used for SMS messages
   • Email address: used for login, receipts, and messages
   • Can manage self: turn this on if the member should be able to log in to the Member Portal to view their own profile, attendance, and documents
4. Click Save.

Tip

You don’t need to fill in everything right now. You can always edit the member later to add missing details.

Step 2: Add a contact (for junior members)

If the member is a child or has a parent or guardian who should receive communications or be associated with their account, add them as a contact.

1. Open the member’s profile and go to the Contacts tab.
2. Click New Contact.
3. Fill in the contact’s details. You can either create a new person or link to someone who is already a member in the system:
   • First Name, Last Name, Email, Phone: the contact’s details (when creating a new person).
   • Relationship: how they’re related to the member (Parent, Child, Sibling, Spouse, Friend, or Other).
   • Can Manage: turn this on if the contact should be able to manage the member’s account, such as making payments on their behalf.
   • Receive Communications: turn this on if the contact should receive messages sent to this member.
4. Click Save.

See Contacts for more detail on how contacts work.

Step 3: Assign a membership

A membership is an enrolment record that links a member to a program. Without one, the member can’t check in at the kiosk or appear in program-based reports.

1. Go to the Memberships tab on the member’s profile.
2. Click New Membership.
3. Select the Program to enrol them in.
4. Select their starting Level (if your program uses levels).
5. Set the Status. This defaults to your school’s active membership status, so you usually won’t need to change it.
6. Optionally, enter a Sessions Remaining count if this membership has a fixed number of sessions. Leave it blank for unlimited.
7. Click Save.

Member numbers and kiosk check-in

Every member is automatically assigned a unique 6-digit number when their profile is created. Members can use this number — or search by first name — to sign in at the kiosk. See Member Number for more detail.

The number is displayed at the top of the member’s profile. Members can quote it to staff, or look it up themselves on the Member Portal.

Next step

With a member profile and membership in place, you’re ready to set up billing. The next guide walks you through creating a billing plan and attaching a subscription.

Set up billing →