> For the complete documentation index, see [llms.txt](https://btwb.gitbook.io/btwb/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://btwb.gitbook.io/btwb/admin/clients/managing-clients.md). # Managing Clients Use the Clients page to find, filter, and sort your gym's clients, add new ones, and act on a whole list of clients at once. ### Overview The **Clients** page (**Gym → Clients** in the sidebar) lists everyone connected to your gym. Tabs group clients by status, you choose the columns you see, the **Filters** drawer narrows the list, and **List Actions** works on the whole list or on the clients you select. Click a client to open their detail page. Owners, admins, and staff with access to Clients can open the page. *** ### Step-by-Step: Adding a Client ![Adding a new client from the Clients page](https://283006627-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FZrefv5JliAQavbeRiIvd%2Fuploads%2Fgit-blob-2f718228553916cf83fdc2a56a61e321d8436740%2Fadd-client.gif?alt=media) #### 1. **Click Add Client** * Click **Add Client** at the top of the page (**Add** on a phone). * Enter the client's **email address**. BTWB checks whether a btwb account already exists for that email. #### 2. **Choose the Path BTWB Offers** What happens next depends on the email: * **No account found** — you'll see "A btwb account with this email was not found. Please create a new account." Click **Create New** to open the new-client form. * **An account exists** — click **Request to link account** to send a request to link their existing btwb account to your gym. The client appears on your list as **Pending** until they accept the emailed invitation (the link is valid for 14 days). Use **Resend Request** from their row menu if it expires. * **Already your client** — instead of creating a duplicate, BTWB offers **View existing client** (opens their detail page), **View pending client** (they haven't accepted their invitation yet), or **View Archived Client**. #### 3. **Fill In the New-Client Form** * Required: **First Name**, **Last Name**, **Gender**, **Date of Birth** (you can type it directly; the format, `MM/DD/YYYY` or `DD/MM/YYYY`, follows your language setting). * Optional: **Phone Number**, address fields, and **Emergency Contact** name and number. * Click **Create**. #### 4. **The Client Appears on Your List** * Clients you create this way are connected to your gym immediately — there's no invitation to accept. BTWB emails them a **Claim Your btwb Account** email with a link to set their password, so they can log into the btwb app. * They start as a **Lead**: connected to your gym, but no membership plan yet. Selling them a plan (row menu → **Add Membership Plan**) makes them **Active**. *** ### Finding a Client The search box at the top (**Name or e-mail**) searches all of your clients as you type. Turn on **Include archived clients** at the bottom of the results to search archived clients too. Pick a client to open their detail page. *** ### Status Tabs | Tab | Who's in it | | ------------ | ------------------------------------------------------------------------------------------- | | **All** | Every client who isn't archived, including scheduled, paused, pending, and declined clients | | **Leads** | Clients connected to your gym who don't have a membership plan yet | | **Active** | Clients with a current membership plan | | **Past Due** | Clients with a past-due payment on any plan, even if another of their plans is active | | **Inactive** | Clients whose plans have all ended | | **Archived** | Clients you've archived. Restore them from here. | Each tab shows how many clients it holds across your whole gym. Switching tabs clears your filters and anything you've selected. A client's status comes from their membership plans, so it changes on its own as plans are sold, start, pause, end, or fail to charge. You never set it directly. *** ### Columns and Sorting On the **All** tab, click **Columns** to choose what you see: **Status**, **Member Since**, **Last Visit**, **Total Classes**, **Phone**, **Date Added**, **Payment Method**, **Membership Plans**, **Latest Charge**, and **Next Charge**. The client's name and email always come first. The other tabs show a set of columns that suits them, such as plans and charges on **Active** and **Past Due**. * Click a column heading with arrows to sort by it, and click it again to reverse the order. You can sort by name, **Member Since**, **Last Visit**, **Total Classes**, **Date Added**, and **Date Joined**. * The list starts sorted by **Member Since**, newest first. * BTWB remembers your columns and sort in this browser. * On a phone, use **Fields** to choose which details show under each name, and **Sort** to change the order. * Click a client's email or phone number to copy it. * The list shows 20 clients per page. *** ### Filters Click **Filters** to open the filter drawer. Each filter applies as soon as you choose it: * **Status** (on the **All** tab) — any mix of Lead, Active, Scheduled, Paused, Past Due, Pending, Inactive, and Declined. * **Member Since** and **Date Added** — the last 90 days, 12 months, or 3 years, or a custom range. * **Last Visit** — the last 7 or 30 days, over 30 days ago, or a custom range. * **Total Classes** — 10+, 50+, 100+, or your own minimum and maximum. * **Memberships** — search for and pick one or more plans. * **Latest Charge** — past-due charges only. * **Payment Method** — card, bank account, or none. * **Demo** — male or female. The **Filters** button shows how many filters are on, and the count above the list changes to "filtered clients". Click **Clear all** in the drawer to remove every filter. Filters are part of the page's address, so you can bookmark or share a filtered list. *** ### Selecting Clients and List Actions To work with a group of clients, select them first: * On a computer, tick the box at the left of each client. * On a phone, press and hold a client, then tap the others. * Click **N selected** above the list to clear your selection. To act on everyone in the current tab and filters, don't select anyone. Then click the **⚡** button (**Actions for this list**) to open **List Actions**. The drawer says how many clients it will act on: * **Export list** — Emails you a CSV of the clients. See [Exporting Clients](#exporting-clients). * **Copy Email Addresses** — Copies the clients' email addresses, separated by commas, ready to paste into an email. * **Request Payment Method** — Emails clients a secure link to add a payment method themselves. Choose who gets it: **All Clients with no payment methods**, **Only Active Clients with no payment methods**, **Only Leads with no payment methods**, or **Only filtered clients**. * **Send Claim Email** — Sends the "Claim Your btwb Account" email, with a link to set a password, to one client or to your filtered list. * **Archive** — Archives the clients who can be archived, and skips anyone with an active membership or an upcoming class or appointment. The confirmation tells you how many will be skipped and why. * **Remove** — Permanently removes the clients who can be removed: pending and declined clients, and leads who have never attended. Removal can't be undone. * **Import Clients**, at the bottom — Adds clients from a CSV file. See [Importing Clients](/btwb/admin/clients/importing-clients.md). > 💡 **Tip:** For **Request Payment Method** and **Send Claim Email**, the filtered option uses your search and the **Filters** drawer, but not the tab you're on or the clients you've selected. To send to a narrow group, set it with filters, such as **Status** on the **All** tab. *** ### The Row Menu Click the **⋯** at the end of a client's row: * **View client** — Opens the client's full record: plans, payments, attendance, and documents. * **Add Membership Plan** — Opens the Sell Membership flow with this client already chosen. * **Resend Request** — For **Pending** and **Declined** clients, sends a fresh invitation email. * **Archive** — Moves the client to the **Archived** tab, and you can restore them later. It appears only when the client has no active, past-due, paused, or scheduled plans and no upcoming class reservations or appointments. End or cancel those first. * **Remove** — Permanently removes a client who never became a member: pending and declined clients, and leads with no attendance. This can't be undone. > ✅ **Tip:** When in doubt, Archive instead of Remove — archiving keeps the client's history and can be reversed at any time. *** ### Exporting Clients **Export list** emails a CSV to your email address. It covers the clients you've selected, or everyone in the current tab and filters if you haven't selected anyone. The CSV has the same columns every time, whichever columns you show on the page: name, email, birthday, gender, address, phone, emergency contact, membership plan, payment methods, status, date created, member since, last attendance date, and total attendance. Total attendance counts both class and appointment check-ins. *** ### Archived Clients Open the **Archived** tab to see archived clients. Click **Restore** on a client to move them back to your list. See [Archiving & Restoring Clients](/btwb/admin/clients/archiving-and-restoring-clients.md). *** ### Gyms Without an Active BTWB Subscription If your gym doesn't have an active BTWB subscription, the Clients page is simpler: * A **Status** filter with **Active**, **Inactive**, **Pending**, and **Declined**, in place of the tabs and the filter drawer. * One column with each client's name, email, and status. * An **Actions** menu with **Send Claim Email**, **Export Clients**, **View Archived Clients**, and **Import Clients**. * In the row menu, **Deactivate** and **Activate** remove or restore a client's btwb access. *** ### Notes for Admins and Coaches * Adding a client through **Create New** automatically emails them the **Claim Your btwb Account** email (see [Client Automated Emails](/btwb/admin/clients/client-automated-emails.md)). If they can't find it, send it again from **List Actions → Send Claim Email**. * Clients created here get a btwb account automatically, so the email address must not already belong to one. * The tab counts cover your whole gym, while the count above the list follows your search and filters. *** ### Related Articles * [The Client Detail Page](/btwb/admin/clients/the-client-detail-page.md) * [Managing a Client's Membership](/btwb/admin/clients/managing-a-clients-membership.md) * [Importing Clients](/btwb/admin/clients/importing-clients.md) * [Archiving & Restoring Clients](/btwb/admin/clients/archiving-and-restoring-clients.md) * [Client Automated Emails](/btwb/admin/clients/client-automated-emails.md) * [The Dashboard](/btwb/admin/the-dashboard.md) --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. 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