Persona: Reference — all staff
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Plain-language definitions for terms used in Fitness360.
Membership period#
The span from start date to end date (inclusive) for one membership record. A member can have many historical membership rows; the latest defines current validity.
All dates are IST calendar dates — midnight boundaries in India Standard Time, not UTC timestamps.
Plan type#
| Type | Meaning |
|---|---|
| GYM | General floor / gym access |
| PT | Personal training package |
Plans also have duration (e.g. 30 days) and price (₹).
Active vs expired#
| Status | Meaning |
|---|---|
| Active | Today is on or before membership end date |
| Expired | End date is before today — no valid membership unless renewed |
Overdue#
A member is overdue when they owe a renewal payment — tracked in Overdue Tracking after expiry or missed renewal. Distinct from merely expired (which is date-based).
Grace (attendance)#
A short period after membership expiry where check-in may still be allowed for operational reasons. Length depends on gym attendance rules — ask your admin.
Renewal already paid#
When payment for the next period is recorded before expiry, automated lifecycle reminders for that cycle are skipped — the member should not get “please renew” messages for a period already paid.
Lifecycle reminder type#
One of nine WhatsApp template slots (e.g. “2 days before expiry”, “7 days after expiry”). Each maps to a message template editable in Settings.
Template placeholder#
Text like {{name}} or {{expiryDate}} in a message template. Replaced with real member data when sending. Do not remove required placeholders when editing templates.
Duplicate payment protection (idempotency)#
The system detects likely duplicate payments (same member, similar amount, within a few days) to prevent double-charging and double-extending membership. Staff may see a warning when recording a second similar payment.
IST date#
India Standard Time calendar date used for all membership and payment business logic. A payment at 11 PM IST and one at 1 AM IST the next day are different business days.
Segment (campaigns)#
A filter defining who receives a campaign WhatsApp: e.g. all active members, or everyone expired 30+ days.
WABA#
WhatsApp Business API — Meta’s official API for business messaging. Fitness360 sends reminders through WABA, not through a staff member’s personal WhatsApp app.
Manual vs automated send#
| Term | Meaning |
|---|---|
| Manual | Staff clicked Send on a member |
| Automated | Daily schedule sent message without a click |
Assume employee view#
Admin-only preview mode showing the reduced sidebar employees see.
Member Protection#
Optional feature blocking edits to reserved system member IDs. Off by default in standard open-source installs.
Agent workspace#
Dashboard area for AI-assisted goals, approvals, and gym facts — supplements but does not replace staff judgment.
Bill vs payment#
| Term | Meaning |
|---|---|
| Payment | Money recorded in the ledger |
| Bill | Formal receipt/invoice document, often shared on WhatsApp or printed |