Why convert rather than re-sign #
When someone in your system as a prospect signs up for a paid membership, always convert the existing prospect record instead of creating a new member account from scratch. Converting preserves the prospect history (lead source, contact notes, prior interactions) and avoids creating a duplicate account. See Duplicate accounts for context.
Find the prospect record #
Before starting the conversion, locate the prospect using the same tools you use for member accounts:
- Quick Member Search: use the search icon in the top right of My Club Business. Prospects appear alongside members in the results.
- Member Management application: open the Member Management app from the My Apps page and search by name, phone, email, or alternate ID.
For the full search procedure, see Search and find accounts.
Convert a prospect to a member #
From the prospect's record, use the Convert to Member action. This opens Member Enrollment with the prospect's information pre-populated. From there:
- Select the member offer you want to enroll the prospect into.
- Review and confirm member and cardholder information. Update anything that has changed since the prospect record was created.
- Confirm contract terms and payment terms.
- Capture the member's signature and complete enrollment.
Once signed, the prospect record becomes the member's account. All prior prospect history stays linked to the new membership.
Manage prospect accounts #
Prospect accounts can be viewed, edited, and contacted in the same Member Management screens used for members. Use the prospect record to:
- Update contact information and lead source.
- Record notes from staff conversations.
- Schedule the prospect into events (see the Scheduler section under Member profile).
- Adjust communication preferences for marketing and follow-up texts and emails (see Communication preferences).
Prospect waivers #
If your club requires prospects to sign a waiver before using the facility (for example a guest waiver for a free-trial visit), add a prospect waiver template through your offer setup. Once the waiver is in place, prospects can sign it at check-in or during their first visit, and the signed waiver is attached to the prospect record. When you convert the prospect to a member, the waiver history carries over.
For configuring the waiver content and signature collection, see your offer setup workflow in Offers and enrollment.
Need help? #
Contact your ASF account manager at clientsupport@asfpaymentsolutions.com or (301) 304-8841.