Membership for a person who already exists

In Omoplata every person exists only once. If someone is already in the system - as the parent of a child, as a former member, as a customer with a punch card or as a trainer - you do not create the person again. You give their existing profile a membership. This guide shows the right way for each situation.

The rule in two sentences

Which situation do you have?

How you notice that the person already exists

Omoplata recognises a person by their email address. In your club, each address belongs to exactly one profile.

You get a message. If you enter an address that is already in use under Create Member or when converting a lead, The email has already been taken appears. This is not an error you need to work around. It tells you that this person is already in the system. Cancel and go through their profile instead.

You search first. This is how you find an existing person:

• Search bar on the left in the navigation: It finds all people, including parents without a membership of their own. These are marked Responsible.
• Members list: It only shows members. If your search finds nobody there, the Other users block appears below with matching parents and staff - open the profile from there.
• Through the child: Open the child's profile, then Profile › Responsibles, and click the parent's name.

A parent wants to train themselves

The parent is already in the system as the responsible of a child: with name, email address, and usually an address and a payment method too. All they need is a membership of their own.

1. Open the parent's profile - through the search bar or through the child's profile (see above).
2. Click Memberships. It says No memberships found.
3. Click Create Membership.
4. Choose the plan. If the dialog shows the wrong plans, click Change at the top and choose the right member type, for example adults.
5. Check Starts at, Charge day and Amount, and the fees.
6. Choose the Contract type (see below) and click Create.

This is what happens:

• No second profile. The parent keeps their profile, their email address and their login. They are now also a member and appear in the members list.
• The payment method is carried over. The dialog does not ask for it: the payment method the parent already uses to pay for their child also applies to their own membership.
• The multi-membership discount is already included. If you have set up a discount for several memberships under Settings › Plans, the child's membership counts. The amount is prefilled accordingly, with a note below it.
• The app shows both side by side: their own membership and the children. More on this under Dependents.

Another child for a parent who already exists

The child is a new person, the parent is not. So you create the child and enter, for the responsible, the address Omoplata already knows.

1. Go to Members and click Create Member.
2. Choose the Member type or the age group for children. Only then does the Responsible block appear.
3. Enter the child's first and last name. The child's email address can stay empty.
4. In the Responsible block, enter the parent's email address - exactly the one that is already in the system.
5. Omoplata recognises the address right away: first and last name are filled in, and below it says This email is already registered. The responsible will be ….
6. Choose the plan, start date and charge day as for any new member.
7. In the Payment information step, Omoplata shows the parent's Existing payment method. You enter nothing and click Next.
8. Choose the Contract type and click Create Member.

The child is now attached to the same parent as their sibling. The parent pays for both with the same payment method, signs the contract and sees both children in one login.

Good to know:

• Leave the filled-in name as it is. Whatever you change in the first and last name in the Responsible block is changed in the parent's profile.
• It also works if the parent is a member or a trainer themselves. Only the email address matters.
• The way always goes through the child. On the Dependents page in the parent's profile you see the children, but you cannot create a new one there.
• The multi-membership discount for the second or third child is prefilled in the amount if you have set it up.

A member gets another or a new membership

This applies to a member who adds a second membership, and to a former member who comes back after a cancellation. In both cases the profile with all its data is still there.

1. Open the member's profile. You find former members in the members list when you set the status filter to All, or through the search bar.
2. Click Memberships and then Create Membership.
3. Choose the plan, Starts at, Charge day and Contract type, and click Create.

The new membership appears as its own card. Cancelled memberships stay under Inactive - with their contract and their billing.

If the member is a child, the parent keeps paying: the payer is always the primary responsible, and the contract goes to them.

Punch card holders, shop customers and trainers

Anyone who has only bought a punch card or bought something in the shop is already in the system as a person - just without a membership. The same applies to trainers.

1. Search for the person. You find punch card holders and shop customers in the members list with the filters No membership or Pass holders.
2. Open the profile, click Memberships and then Create Membership.
3. Choose the plan, start date, charge day and contract type, and click Create.

Punch cards, purchases and invoices stay in the same profile. A trainer stays a trainer and is also a member.

A lead who already exists as a person

A parent whose child trains with you books a trial class for themselves through your website. Now there is a lead with an email address that already belongs to a profile. If you click Create Member on the lead, The email has already been taken appears - because converting always creates a new person.

This is what you do:

1. Open the existing person's profile and create the membership there, as described under A parent wants to train themselves.
2. Go to Leads and drag the lead's card into the Converted column.
3. Confirm Mark as converted? Omoplata shows you the member with the matching data. No second member is created - the lead is only closed.

The contract type

When you create the membership, you choose how the contract is signed:

Until it is signed, the membership has the status New, and nothing is billed. With the signature it becomes active. The differences and the withdrawal period are described under Register a new member.

What is carried over - and what is not

The Create Membership dialog is shorter than the wizard for new members, because most of it is already in the profile.

On the tablet: the station recognises the person by itself

If someone signs up on the tablet station and enters an email address that is already in the system, the station asks: We already know this email. Below it shows what Omoplata knows about the person - for example which children they are responsible for and that payment details are already on file.

• Yes, it's … - the person gets the membership added to their existing profile.
• Someone else - back to the input, to use a different address.

Frequently asked questions

Can a parent sign up themselves or another child in the app?

No. In the app and in the portal, parents see their children and memberships, but they cannot take out a new membership. You do that at the club - through the profile, the wizard or the tablet station.

I created a second profile by mistake. What now?

Decide which profile stays - usually the older one, which has the children, the payment method and the invoices. Create the membership there and delete the profile you created by mistake through More actions. If it already has an active membership, cancel that first - a profile with an active membership cannot be deleted.

The parent has a new email address now.

Change the address in the parent's profile under Profile. Do not create a new profile with the new address.

The mother is stored as the responsible, and now the father wants to train.

The father is a different person. If he is already in the system as a further responsible, open his profile and create the membership there. If he is not in the system yet, create him through Create Member.

Next steps

• Register a new member - the wizard for new people and the contract options in detail.
• Dependents - children, primary and further responsibles, billing in the family.
• Manage memberships - pause, cancel, change the plan.
• Manage leads - from the trial class to a member.