Running a fitness club on a mental roster of who's paid, who's in their second month, who asked for the cardio-inclusive program, and whose fee has been frozen since January is how you end up with a six-month revenue gap you didn't see coming. The members are there. The relationship data just isn't anywhere you can use it.
The Enrollment Record as a Financial Document
Entrance feeze, Feeze, and feeze for month are the three fields that map the revenue structure for each member. The entrance fee is a one-time event. The monthly fee is the recurring unit. The Feeze field captures the promotional or adjusted rate — the member who came in on a three-month promotional rate has a different fee structure than the member on standard pricing, and that difference needs to be in the record rather than in someone's memory of what they offered at the point of enrollment.
Entrance date is the renewal calculation anchor. A member enrolled on March 15th is in a different billing cycle than one enrolled on March 1st, and both are different from the member whose fee was frozen for two months due to travel and whose actual billing resume date requires a date calculation, not a guess. With 200 members, those calculation differences add up to real revenue discrepancies at month end.
Training Profile as Retention Data
Flex, flex type, and with cardio or without cardio are the fields that turn the membership record into a service delivery record. A member enrolled in a flex program with cardio exclusion needs to be assigned to the right trainer and the right session schedule. If that preference is only in the front desk staff's head, it disappears the first time that staff member isn't there.
Hight and Weight at enrollment create the baseline for Body Photos — the progress documentation that, for most fitness club members, is the actual product they're paying for. A member who can see their baseline anthropometric data from enrollment next to their current measurements has a concrete representation of what the membership has delivered. That data is also what justifies a renewal conversation that isn't purely a fee discussion.
The Member at 500 Entries
In Dex number with Nick name and saved contact are the fields that keep the record navigable at scale. When the membership grows past the point where you know every member by face, Nick name is how the front desk staff navigates fast lookups. saved contact links the member's phone record directly — the call to remind someone that their membership lapses in three days happens in seconds rather than requiring a search across a contact list that isn't organized by membership status.
Age and Gender with Address round out the demographic profile. At 500 members, those fields enable the class scheduling decisions that matter operationally — knowing that 70% of your Thursday 7 AM class is women over 40 who are in the cardio-inclusive program shapes what you program and what equipment you maintain.