Associated memberships allows you to limit rosters to members who are currently enrolled in specific memberships. If the students are not in those specific memberships, the rosters will NOT show.
For example, trial students may see limited class availability because the system only displays classes with available spots for their trial membership. If a class roster is full, it will not appear as an option for booking.
Proper configuration of these associations ensures that students gain access to the appropriate classes and attendance credits are deducted accurately.
If a student or member reports seeing only certain class time slots or limited availability, ensure their membership is associated with the desired rosters and check if the roster has available spots for booking.
If contacts are missing from an updated roster, it may be because changes to membership templates only affect new students or memberships moving forward. Existing students need to be manually added to the updated roster. Additionally, it’s a good practice to check for any changes made to the roster by reviewing staff activity logs.
When all active memberships are associated with all rosters, any attendance check-in for a class will result in a deduction of credits from any membership listed on the student’s profile. To prevent unintended deductions:
Associate only specific memberships, such as class pack memberships, with relevant rosters.
Ensure unlimited monthly plans are linked appropriately to provide unrestricted access.
Manually update rosters when modifying membership templates to ensure all students are included.
Regularly review membership settings to understand pricing differences and their potential financial impact.
Use staff activity logs to troubleshoot any unexpected changes to rosters or memberships.
Additionally, even members on unlimited plans may encounter an "exceeded classes" message if their membership template includes weekly class limits for specific programs. To resolve this, navigate to the membership template settings and adjust or remove the weekly class limit for the affected program. Attendance records are retained in the students' profiles even if they are removed from a roster. Removing a student from a roster does not delete their attendance records; it simply makes their attendance no longer visible on the roster since it is no longer active for them. Removing a membership template from associated rosters or changing a student’s membership does not affect past attendance records. Existing attendance entries remain on the student profiles. Financials are only affected if the new membership has a different price. To determine the impact, compare the payment amounts in the settings of the old and new memberships.
Note: Leave blank to allow anyone regardless of membership to attend. If you associate memberships and a student is not on that membership, they will NOT see the roster.
For instance, trial students can be assigned to a membership that is only associated with specific classes to limit their access.
By default, all users can view all rosters unless specific visibility restrictions are applied in the Member App.
To enable restricted roster visibility based on memberships:
Use the Member App to restrict visibility to memberships
Go to Left Side Menu Bar > Settings > under Member App section > Attendance: to manage booking allowance and if associated memberships will impact visibility.
Populate the "Associated Memberships" field for each roster to ensure that only applicable rosters are visible.
The only time you want to associate a roster to a membership is if you have a membership that needs to track credits like a punch card type or trial membership.
Memberships define which classes and rosters are visible and accessible to users, ensuring that students can only access classes associated with their specific membership.
This will allow the student to select the roster and then it will count credits towards the membership connected to the roster.
Examples include linking class pack memberships for specific rosters and ensuring unlimited plans provide unrestricted access.
To customize class access and visibility for different user groups, create and assign memberships tailored to the classes you want specific users to access, link rosters to the appropriate memberships, and adjust settings in the Member App to enable or restrict broader access as needed.
The "Associated Memberships" feature is crucial during enrollment as it directly affects the rosters visible to students. For broader access:
Link memberships to rosters, or
Choose the "Show All Class Rosters" option during enrollment setup
Left Side Menu Bar > Attendance > Attendance Setup > Roster Setup
Under "Attendance by Roster" page, click "edit roster".
On "Class Roster" page, scroll down until you see "Associated Memberships" and here you can associate memberships to the roster.
Note: Verify that the "Show All Class Rosters" option is enabled if general access to all rosters is required.