Configure Referrals

When to use this

Use this article when you need to configure Referrals in Topo. The main staff surface is Staff > Marketing > Referrals. It is written for Owners, Managers, Marketing.

What this covers

• Program on/off

• Description

• Reward catalog

• Eligibility rules tied to segments

• Staff-managed rewards rather than automatic crediting

Before you start

• Use a staff role that can view referrals. Applying, dismissing, restoring, or changing rewards may require manager permissions.

• Create reward options and eligibility rules before processing the queue.

• Review the referrer, referred member, current access, and prior rewards before applying anything.

• Remember that rewards are staff-managed; Topo tracks state but does not require automatic crediting.

• Add notes when a reward decision needs context for another staff member.

Steps

1. Open Referrals settings.

2. Turn the program on or off.

3. Edit the member-facing program description.

4. Create active reward options such as account credit or other manual rewards.

5. Create eligibility rules tied to segments when only some referrals should be reviewed.

6. Review the referral queue after setup.

What happens after saving or completing this

• Topo saves the record in your gym account and updates the related staff screens.

• Member-facing visibility, checkout behavior, access, email delivery, inventory, or reports may change depending on the workflow.

• Review the affected profile, checkout, signup page, report, or audience before considering the task complete.

Common issues and fixes

• Bulk send is disabled: verify sender-domain setup and confirm the environment allows real marketing sends.

• Recipients are skipped: check subscription status, category preferences, selected lists, selected segments, and whether the audience has subscribed recipients.

• AI or automation content looks wrong: update the source Help Docs, templates, or sequence steps, then review the draft before sending.

Related articles

• Marketing Contacts Overview

• Build a Segment

• Configure Email Delivery