How do I set up a new member manually (without the sign-up widget)?
Creating a member profile directly from the admin panel
The Create Member flow is a five-step wizard: Email > Account > Package > Payment > Review.
Navigate to Members > Manage > Create New to begin.
Step 1 — Email
Enter the member's email address. Octiv checks for an existing profile. If one is found, the account details are pre-filled in the next step.
Step 2 — Account
Enter the member's personal details: first name, last name, phone number, gender, date of birth, and primary location.
Step 3 — Package
Select a package from the list. Use the All, Recurring, or Limited tabs to filter. Set the Start Date for the package — this can be today or a future date, allowing you to sign a member up in advance of their actual start date. An End Date is optional.
Note: To skip package assignment and let the member choose in the app, click Skip, add later. The member is created without a package and placed on a No Payment payment method — they will not be billed until they select a package in the app. When they do, they will be prompted to choose a payment method in line with your facility's sign-up settings.
Step 4 — Payment (Billing Details)
Select a Payment Method from the dropdown. The options available depend on the package type and your facility's payment gateway settings.
Limited packages
When a limited package is selected, the payment method is automatically set to Cash/EFT/Card and cannot be changed during member creation. Limited packages are invoiced as a once-off charge. Once the member is active in the app, they can switch to any payment method enabled in your sign-up settings.
Billing Date
Optionally enter a Billing Date. If no billing date is entered, the package start date becomes the default billing date going forward.
Prorate
If the billing date differs from the package start date, a Would you like to generate a prorated invoice for this package? checkbox appears. Tick it to generate a prorate invoice covering the partial period before the member's regular billing cycle begins. This option applies to card subscription and cash/EFT payment methods.
Note: Debit order prorate is not controlled by this checkbox. For debit order members, prorate is determined by your facility's sign-up settings under Settings >> Sign Up — either automatic (calculated and added to the next debit batch) or manual. If a manual prorate is required for a debit order member, it must be added separately after the member has been created.
Discount
Under the Discount section, select a discount type from the dropdown and enter a Discount Amount if applicable. The discount types available are those your facility has configured under Settings >> Accounts. Discounts are available for all subscription-type payment methods, including card subscription.
Note: For card subscription, the discount applies across all current and future packages for this member. For Cash/EFT/Card (limited packages), the discount applies to this package only and does not carry over to future packages.
Step 5 — Review
Review the member's details and click Submit to create the profile. An invoice is generated automatically at the point of creation regardless of the payment method selected.
Sending the Welcome Email
After creating the profile, send the member their welcome email so they can set a password and log in to the Octiv app.