# Your member base and the **customer record**

Everything about a person on one screen: what they have booked, what they owe, how much balance they hold and what they have signed. And an access credential from minute one.

- **URL:** https://sporttia.com/en/features/member-records
- **Product:** Sporttia, sports facility management software
- **Data updated:** 2026-08-31

## On screen: The screen where the front desk settles almost everything

- Bookings, payments, balance, memberships and keys are one click away, without changing section.
- The counters say at a glance how many keys they hold, how many passes and what they have signed.
- «Print card» produces the membership card with the access code already on it.
- The verified-details badge lets you reserve places for people who have handed in their paperwork.

## What usually happens

- Member details spread across a spreadsheet, a notebook and the memory of whoever is on reception.
- Nobody remembers whether this person ever signed the data protection form.
- Children enrolled in the child's name and charged to the parent, with no link between the two.
- Paperwork asked for twice because nobody knows whether it was already handed in.
- New members who wait days to get in because somebody has to issue them a card.

## The front desk answers without hunting

### What they booked, what they owe, what they hold

Their bookings, their outstanding payments, their balance, their memberships and their courses. One screen, no other section to open.

### Notes any member of staff can see

«Data protection form still unsigned» appears under their name in the list, so whoever serves them knows without opening the record.

### You ask for whatever your rules require

From an email and a name up to an ID number, an IBAN or a guardian. Each center decides what is mandatory.

## A new member gets in on day one

A record created during the product audit, without issuing any credential or configuring anything:

|  | Before | After |
| --- | --- | --- |
| Credentials | None. The record did not exist | Two: a PIN and a QR code |
| Who issued them | — | The system, on creating the record. Nobody asked for them |
| What they can do | — | Get in through whichever entrances apply to them |

A member who has just signed up can get in from minute one, without waiting for a card to be printed or coming back another day. And their card with the code downloads from the record itself.

- **1** — screen to answer everything people ask at the desk
- **2** — access credentials issued automatically when the record is created
- **13** — optional details you can require, depending on your own rules

## Data protection, handled

### What they sign is filed

Whatever text the center needs, signed by the member and stored on their record. Findable by name the day somebody asks for it.

### Signed on a tablet, at the desk

The member signs on the tablet as they sign up and the document lands inside. No paper and no scanner.

### It can be required before booking

If the consent has not been accepted, the booking does not complete. It stops being the formality everyone forgets.

## Children, families and verified details

### The child signs up, the parent pays

The place is in the child's name and the amount is charged to the guardian. It is what a council needs to account for a children's academy.

### Details checked by the center

A verified record lets you reserve places for people who have handed in their paperwork. If they change their details, it stops being verified.

### Members keep their own details current

When they change phone number they update it themselves, and the center receives it. Or not, if you would rather keep what you checked at the desk.

## Compatible hardware

- **Lector RFID de sobremesa.** Para asociar tarjetas y pulseras a la ficha del usuario desde el mostrador.
- **Tableta de firma digital.** Captura la firma del usuario en los consentimientos, que quedan archivados en su ficha.

## What members sort out themselves

Desde la app gratuita, sin pasar por el mostrador.

- Register on their own, with their email or with Google.
- Keep their details current without calling the center.
- Sign consent forms from their phone.
- Manage their children and pay for them.
- Carry their card with the access code in the app.

## What you should know

- A center can remove a record from its own list, but cannot close the person's account on the platform: that decision is theirs.
- Verification attests to specific details. If the member changes them, they have to be checked again.
- The photo on the record is for identifying people at the desk. There is no facial recognition at the entrances.

## Frequently asked questions

### Why does a registered user not appear in my list?

Because a Sporttia account is one account for the whole platform, and a record at your center is a different thing. For them to appear, the user has to follow your center, or you add them yourself. That is also the step that creates their record.

### When does a new member get their access credential?

The moment their record exists. The system issues a PIN and a QR code on its own, without anyone asking, so they can get in on day one without waiting for a card to be printed.

### How is data protection handled?

Through consents: the center defines the text, the member signs it — on a signature tablet if you have one — and the document is filed on their record. You can also require acceptance before a booking completes.

### What details can I require at registration?

Sporttia only requires a first name, a surname and an email. Each center can require up to thirteen more depending on its own rules: ID number, phone, address, date of birth, IBAN and so on.

### Can an adult be invoiced for a child's activity?

Yes. The child's payment is charged to the guardian and counts in their accounts, while the place stays with the child. It is what you need to account for a children's academy.

## More information

- Full feature catalog: https://sporttia.com/en/features.md
- Getting started: https://sporttia.com/en/getting-started.md
- Landing page by center type: https://sporttia.com/en/sports-management-software/councils.md
- Landing page by center type: https://sporttia.com/en/sports-management-software/sports-academies.md
- Landing page by center type: https://sporttia.com/en/sports-management-software/gyms.md