Membership One — Trainer Manual

This guide is for trainers and coaches who use the Membership One platform to manage their schedules, track attendance, and interact with members.

1. Getting Started

1.1 Logging In

Your club admin creates your trainer account and provides you with login credentials (email and temporary password). On first login, you are prompted to set a new password.

Open the Membership One app or web portal.
Enter your email and password.
Click Log In.

Because your account has the Trainer role, you are directed to the Trainer Dashboard after login.

1.2 Trainer Dashboard Overview

The trainer dashboard gives you a focused view of your daily work:

Section	Content
Today's Courses	Your courses scheduled for today with time, location, and registered participants
Upcoming Week	Your full schedule for the next 7 days
Attendance Summary	Attendance rates across your courses (this month)
Certification Alerts	Certifications expiring within the next 90 days

From the dashboard, you can tap any course to go directly to its detail view.

2. Your Profile

2.1 Profile Information

Navigate to Profile to view and edit your trainer profile. Your profile is visible to members when they browse courses.

Editable fields:

Field	Description
Bio	A short description of yourself, your training philosophy, and experience
Specializations	Tags for your areas of expertise (e.g., Yoga, CrossFit, Rehabilitation, Strength Training)
Certifications	Professional certifications with issuing organization and expiry date
Photo	Profile photo displayed on course cards and your public profile
Hourly Rate	Your hourly rate (visible only to admins, not to members)
Phone	Contact phone number (visible only to admins)

2.2 Updating Your Profile

Navigate to Profile.
Tap Edit.
Update any field.
Tap Save.

Changes to your bio, specializations, and photo are reflected immediately on course listings visible to members.

3. Schedule Management

3.1 Weekly Availability

Your availability is stored as a structured weekly schedule (JSONB). It defines which days and time slots you are available for courses. Your admin sets your initial availability during account creation, but you can request changes through your admin.

3.2 Assigned Courses

Navigate to My Courses to see all courses assigned to you. Each course shows: - Course name and description - Schedule (day, time, recurrence) - Location (room or area) - Max participants and current registration count - Your assignment status

Courses are assigned by your club admin. If you need to be reassigned or substituted, contact your admin.

4. Course Management

4.1 View Participants

On any course detail screen, the Registrations tab shows all registered members: - Member name and member number - Registration date - Status (Registered or Waitlisted)

4.2 Mark Attendance

On the course detail screen, navigate to the Attendance tab for each session date:

The system shows a list of all registered members for that session.
Tap the checkbox next to each member who is present.
Alternatively, tap All Present to mark every registered member as attended in one action.
Tap Save Attendance.

Attendance records are saved immediately and visible to both the member and the admin.

4.3 Bulk "All Present"

For courses where all members typically attend, the All Present button saves time. Tap it once, then uncheck only the absent members. This is the recommended workflow for high-attendance courses.

5. Session Notes

5.1 Per-Course Notes

After a session, you can add notes about the overall session:

On the course detail screen, navigate to the Notes tab.
Tap Add Note.
Enter your note (e.g., "Focused on cardio endurance. Increased interval duration by 10 seconds.").
Tap Save.

Notes are timestamped and associated with the session date. They are visible to admins and to you.

5.2 Per-Member Notes

You can also add notes specific to an individual member within a course:

On the course detail screen, tap a member's name in the Registrations tab.
Tap Add Note.
Enter your observation (e.g., "Knee strain — modified squats to half-depth.").
Tap Save.

Per-member notes help you track individual progress, limitations, and milestones over time.

5.3 View Note History

All notes (session-level and member-level) are stored chronologically. You can scroll through past sessions to review your notes and track progress.

6. Member Interaction

6.1 Limited Member Profile

As a trainer, you can view a limited version of member profiles for members registered in your courses. You can see: - Name and member number - Age (calculated from birthday) - Emergency contacts (name, phone, relationship) - Active contracts (membership type only, no financial details) - Check-in history (recent facility visits)

You cannot see: email, address, phone, bank accounts, transaction details, or admin notes. This is by design for data privacy.

6.2 Emergency Contacts

On the member's limited profile, the Emergency Contacts section shows the name, phone number, and relationship of each contact. This information is critical for medical emergencies during training sessions.

6.3 Training History

View a member's attendance history across your courses. This helps you understand their training frequency and consistency.

7. Certification Management

7.1 Tracking Certifications

Your certifications are stored in your trainer profile. Each certification has: - Name (e.g., "CPR/First Aid", "ACE Personal Trainer", "Yoga Alliance RYT-200") - Issuing organization - Issue date - Expiry date

7.2 Renewal Reminders

The system checks certification expiry dates and displays alerts: - 90 days before expiry — Yellow warning on your dashboard - 30 days before expiry — Red alert on your dashboard - Expired — Marked as expired in your profile (visible to admins)

Your admin is also notified when your certifications approach expiry so they can plan for renewal or substitution.

7.3 Updating Certifications

When you renew a certification: 1. Navigate to Profile > Certifications. 2. Find the certification and tap Edit. 3. Update the expiry date (and issue date if applicable). 4. Tap Save.

8. Tips for Effective Use

8.1 Attendance Tracking Best Practices

Mark attendance during or immediately after each session while it is fresh.
Use All Present first, then uncheck absent members. This is faster than checking each member individually.
Consistent attendance tracking improves retention reports and helps your admin identify at-risk members.

8.2 Note Templates

Save time by using consistent note structures. Suggested template:

Session Focus: [topic]
Intensity: [low/medium/high]
Notable: [any incidents, achievements, or modifications]
Next Session: [plan for next time]

For per-member notes:

Observation: [what you noticed]
Modification: [any exercise modifications]
Follow-up: [action for next session]

8.3 Preparing for Sessions

Before each session: 1. Check the Registrations tab for your upcoming course. 2. Review the participant list and note any new members. 3. Review per-member notes from the previous session for returning members. 4. Check emergency contacts for new participants.

8.4 Communication with Admin

If you need to cancel a session, change your schedule, or report an issue: - Contact your club admin directly (phone or email). - If your organization uses the in-app support system, create a ticket under Help > Create Ticket with category "General".

Troubleshooting

Issue	Solution
Cannot see my courses	Verify your account has the Trainer role. Contact your admin if courses are not assigned.
Attendance not saving	Check your internet connection and tap Save again. Pull down to refresh.
Member not on participant list	The member may have cancelled their registration. Check with your admin.
Certification alert not showing	Verify the expiry date is entered correctly in your profile.
Cannot edit member profile	Trainers have read-only access to member profiles. Contact your admin for changes.

Contact Support

For account issues, contact your club administrator. For technical problems with the app, create a support ticket via Help > Create Ticket or email support@membership-one.com.