Moving your members off a register book or spreadsheet

Before adding anyone, set your plans and their prices in Membership Setup — monthly, three-month, annual, whatever you sell — and any recurring discounts you give. The bulk-entry grid offers these plans and fills in each plan’s price, so a few minutes here saves typing the same amount two hundred times.

A member who pays an old price is not a problem: the amount can be changed on that member’s row.

• Name, as you want it on reminders and receipts.
• Their own mobile number. Metric holds one member per number and refuses a second member with the same one, so a parent paying for two children cannot be entered twice under one phone. Numbers must be Sri Lankan mobiles; they can be written with or without the leading 0 or +94.
• Their plan, and the amount if it differs from the plan’s price.
• The date their current paid period started — usually the date of their last payment in the book.

Go through the register once and write these down, or put them in a spreadsheet you can read from. If the book has no mobile number for a member, get one before you start typing: every member needs their own.

Metric works out each member’s next due date from the start date and the plan, exactly as it does for a new member. So enter the date of the member’s last payment, not the day they first joined the gym. A monthly member who last paid on 20 September is next due on 20 October, and that payment is recorded on 20 September — your history starts from the period they are in.

A member whose period has already run out — someone the book shows as overdue — is added as active and becomes expired the next morning, which is what the book already says. They appear on your Expired list with the days since their due date.

The bulk-entry grid takes a row per member: name, mobile number, plan, amount, start date and discount. Set the most common plan, start date or discount once with Apply to All, then change only the rows that differ. Each row is checked before you submit; after you submit, every row says whether the member was added and, if not, why — a number already in use, for example.

Before a batch can be registered, you confirm two things for it — that every member in it accepts Metric’s privacy policy and terms, and agrees to your gym’s rules — the same two confirmations as adding a single member. Collect that agreement from your members before you type them in.

Submit up to 50 members at a time. The grid works best on a computer; on a phone, Metric suggests a larger screen and still lets you open it.

Every member you add receives a welcome SMS straight away:

“Welcome to Your Gym, Nimal! Your monthly membership is active and we can't wait to see you training. Paid Rs.4,000. Next due 20/10/2026. Have a great time!”

The message names your gym, but it comes from a shared sender name rather than your own number. Tell them before you start — a notice at the desk, or a message from the gym’s own phone — so the text is expected rather than suspicious.

It also works as a check. A member whose due date is wrong will tell you, and it is easier to fix in the first week than at their first renewal. For members who are already overdue, the text will still say their membership is active; if that would confuse them, add them when they next come in to pay.

Every member counts as active at the moment they are added — even one who will be expired the next morning. Metric’s Lite plan holds up to 100 active members and Pro has no limit; once a gym reaches its limit, further rows are refused with a message saying so. The plans are on the pricing page.

Once your existing members are in, new ones need not be typed at all. Print your gym’s QR poster from Settings; a new member scans it, enters their name and mobile number, picks a plan, can take a selfie, and accepts your gym rules. Their screen shows the amount to pay — the plan price plus your admission fee, if you charge one.

The record is created the moment they submit: active, with the payment recorded and a welcome SMS sent. So take the money at the desk there and then. Self-registered members carry a NEW badge until someone at the desk verifies the entry — check the new ones each day against the cash you took.

The details are on the membership management page.

• Plans, prices and discounts set up first.
• Name, own mobile number, plan and last payment date for each member.
• Start date = the date of their last payment.
• Up to 50 members per batch, on a computer.
• Members’ agreement to the terms and your gym rules collected.
• Members told that a welcome text is coming.
• Plan limit checked before a large import.
• QR poster up for new members; NEW entries checked daily.