---
title: How do I set up a new member manually?
description: "Add a new member manually with the Create a Member wizard: email, account details, package, payment method, prorated first invoice and review."
---
[Skip to content](https://knowledge.octivfitness.com/how-do-i-set-up-a-new-member-manually-without-the-sign-up-widget#main-content)
English
Show submenu for translations
[More support](https://knowledge.octivfitness.com/kb-tickets/new?hsLang=en)
Open main navigation
Close main navigation
- English
Show submenu for translations
- [More support](https://knowledge.octivfitness.com/kb-tickets/new)
- Contact us
Contact us
How can we help you?
- There are no suggestions because the search field is empty.
1. [Help Center](https://knowledge.octivfitness.com/?hsLang=en)
2. [Members](https://knowledge.octivfitness.com/members?hsLang=en)
3. [Profiles & Setup](https://knowledge.octivfitness.com/members?hsLang=en#profiles-setup)
# How do I set up a new member manually?
## Add a new member yourself using the five-step Create a Member wizard.
You can add a new member yourself, without them signing up through your sign-up widget. Go to **Members \>\> Manage** and click **Create New**. The **Create a Member** wizard then takes you through five steps: **Email**, **Account**, **Package**, **Payment** and **Review**.
### Step 1: Email
1. Enter the member's **Email Address** and click **Look Up**.
2. Click **Continue**.
What happens next depends on the email address:
- **"User not found":** the person is new to Octiv, so you'll enter all their details in the next step.
- **An existing Octiv account is found** (for example, they're a member at another facility): you'll see their name and "Their existing Octiv account will be linked to this facility." Their name and email are filled in and locked, so you only need to add the details for your facility.
- **They're already a member at your facility:** the wizard will flag it.
### Step 2: Account
Fill in the member's details:
- **Name** and **Surname**
- **Mobile Number** (required)
- **Date of Birth** and **Gender**
- **Primary Location:** the location the member mainly trains at.
- **Programme**
- **Assigned Staff Member:** the staff member responsible for this member.
If you see "Some additional fields are required for this facility", fill in the extra fields shown. These are the fields your facility has made mandatory under **Settings \>\> Sign Up \>\> Mandatory Information**, such as the member's address or ID number. Then click **Next**.
The member is added to your member list as soon as you finish this step. If you close the wizard after this point, the member stays in your list as **Active** with no package. You can add one later. See [How do I add a package to a member's profile manually?](https://knowledge.octivfitness.com/how-to-add-a-package-to-a-members-profile-manually?hsLang=en)
### Step 3: Package
1. Choose the member's package. Use the **All**, **Recurring** and **Limited** tabs or the search box to find it.
2. Set the package **Start Date**. An **End Date** isn't required.
3. Click **Next**. To add a package later instead, click **Skip, Add Later**.
### Step 4: Payment
Choose the member's **Payment Method**. The fields that follow depend on the method:
- **Cash/EFT/Card:** limited packages are invoiced once off. Recurring packages are invoiced based on your facility settings or the member's billing date.
- **Debit Order:** a fixed amount is debited from the member's bank account on the selected debit date each month. Choose the **Debit Date** and enter the member's bank details: **Bank**, **Account Type**, **Account Number** (their bank account number, not a card number), **Account Name** and **Branch Code**.
- **Card Subscription:** recurring payments are charged to the member's card on the billing date. Choose a **Billing Date**. If you don't, the package start date becomes the billing date.
- **Upfront Payment:** a once-off payment collected upfront to cover a set period. Enter the **Payment Method**, **Payment Amount**, **Payment Start Date**, **Payment Period Type** and **Payment Period**. Finishing this step creates a paid invoice for the member.
- **Manual Invoicing:** invoices are created and sent manually, with no automatic billing. Members on this method can't buy packages through the Octiv app.
- **No Payment:** the package is provided at no cost to the member.
### Prorated first invoice
For Cash/EFT/Card and Manual Invoicing, you can tick **Would you like to generate a prorated invoice for this package?** Use this if the member's billing date is different from their package start date.
1. Enter the **Invoice Amount**. Octiv shows the package price and a suggested prorated amount to help you.
2. Under **Payment Type**, choose either:
- **The member has already paid:** Cash, Card, EFT, Debit Order or Cheque.
- **The member has not yet paid:** Request adhoc payment, or Just generate an invoice.
3. Under **Send invoice on submission?**, choose **Yes** or **No**.
See [How do prorated or partial billing charges work?](https://knowledge.octivfitness.com/how-do-prorated-or-partial-billing-charges-work?hsLang=en)
### Discount
To give the member a discount, choose it under **Discount**. A discount applies to this package only and doesn't carry over to future packages.
Click **Next**.
### Step 5: Review
Check the member's details, package and payment method. To change the package or payment, click **Edit** next to it. When everything is correct, click **Create a Member**. The member is then created as an active member.
### After you've added the member
- To send the member's contract or waiver, go to **Members \>\> Manage**, tick the box next to them and click **Send Contract** or **Send Waiver** under **Bulk Actions**. See [How do I create, send, and renew a member's contract?](https://knowledge.octivfitness.com/how-do-i-create-send-and-renew-a-members-contract?hsLang=en)
- The member gets a welcome email from your facility. It contains a link to create their password, using the email address you entered. The link is valid for 24 hours. After that, they can use the forgot password link on the login page. The email also has links to download the Octiv app for iOS, Android and Huawei.
- If the member doesn't get their welcome email, see [How do I resend a confirmation or welcome email to a member?](https://knowledge.octivfitness.com/how-do-i-resend-a-confirmation-or-welcome-email-to-a-member?hsLang=en)
For an overview of how members join, including through the sign-up widget, see [What is the member sign-up journey?](https://knowledge.octivfitness.com/members-sign-up-journey?hsLang=en)
- [Getting Started](https://knowledge.octivfitness.com/getting-started?hsLang=en)
- [Members](https://knowledge.octivfitness.com/members?hsLang=en#main-content)
- [Attendance & Tracking](https://knowledge.octivfitness.com/members?hsLang=en#attendance-tracking)
- [Packages & Billing](https://knowledge.octivfitness.com/members?hsLang=en#packages-billing)
- [Profiles & Setup](https://knowledge.octivfitness.com/members?hsLang=en#profiles-setup)
- [Contracts & Waivers](https://knowledge.octivfitness.com/members?hsLang=en#contracts-waivers)
- [Staff Management](https://knowledge.octivfitness.com/staff-management?hsLang=en)
- [Leads](https://knowledge.octivfitness.com/leads?hsLang=en)
- [Packages](https://knowledge.octivfitness.com/packages?hsLang=en#main-content)
- [Lead Drop Ins](https://knowledge.octivfitness.com/packages?hsLang=en#lead-drop-ins)
- [Member Packages](https://knowledge.octivfitness.com/packages?hsLang=en#member-packages)
- [Location specific packages](https://knowledge.octivfitness.com/packages?hsLang=en#location-specific-packages)
- [Scheduling](https://knowledge.octivfitness.com/scheduling?hsLang=en)
- [Accounts](https://knowledge.octivfitness.com/accounts?hsLang=en#main-content)
- [Member Billing & Payments](https://knowledge.octivfitness.com/accounts?hsLang=en#member-billing-payments)
- [Your Octiv Subscription](https://knowledge.octivfitness.com/accounts?hsLang=en#your-octiv-subscription)
- [Payment Gateways](https://knowledge.octivfitness.com/payment-gateways?hsLang=en#main-content)
- [GoCardless](https://knowledge.octivfitness.com/payment-gateways?hsLang=en#gocardless)
- [Stripe](https://knowledge.octivfitness.com/payment-gateways?hsLang=en#stripe)
- [Paystack](https://knowledge.octivfitness.com/payment-gateways?hsLang=en#paystack)
- [Three Peaks](https://knowledge.octivfitness.com/payment-gateways?hsLang=en#three-peaks)
- [Netcash](https://knowledge.octivfitness.com/payment-gateways?hsLang=en#netcash)
- [Store](https://knowledge.octivfitness.com/store?hsLang=en#main-content)
- [Products](https://knowledge.octivfitness.com/store?hsLang=en#products)
- [Point of Sale (POS)](https://knowledge.octivfitness.com/store?hsLang=en#point-of-sale-pos)
- [Sales](https://knowledge.octivfitness.com/store?hsLang=en#sales)
- [Comms](https://knowledge.octivfitness.com/comms?hsLang=en)
- [Reports & Data](https://knowledge.octivfitness.com/reports-data?hsLang=en)
- [Check in](https://knowledge.octivfitness.com/check-in?hsLang=en)
- [Workouts](https://knowledge.octivfitness.com/workouts?hsLang=en)
- [Octiv Explore](https://knowledge.octivfitness.com/octiv-explore?hsLang=en)
- [Vitality](https://knowledge.octivfitness.com/vitality?hsLang=en)
- [Settings](https://knowledge.octivfitness.com/settings?hsLang=en#main-content)
- [Integrations](https://knowledge.octivfitness.com/settings?hsLang=en#integrations)
- [Add-ons](https://knowledge.octivfitness.com/add-ons?hsLang=en)
- [For Members](https://knowledge.octivfitness.com/for-members?hsLang=en)
[](http://www.octivfitness.com)
[mailto:email@email.com](mailto:email@email.com)
Copyright © 2026, Octiv