Create a Walk-In Member

When to use this

Use this article when you need to create a Walk-In Member in Topo. The main staff surface is Staff > Members > New Member modal, Staff > Dashboard. It is written for Front Desk, Managers.

What this covers

• Required profile fields

• Duplicate detection

• Staff-created member versus self-signup

• Emergency contacts

• Sending sign-in or waiver links

• Member magic-link behavior after staff creation

Before you start

• Open Staff > Members > New Member modal, Staff > Dashboard.

• Use a staff role that can view or edit members for the action you are taking.

• Check the selected location when reviewing front-desk access. Some member lists and check-in options are filtered by recent visits or location-scoped access.

• Confirm the correct location is selected before check-ins, guest entries, kiosk handoff, or POS sales.

• Keep the member profile open when resolving blockers so you can verify waivers, access, payment status, and notes in one place.

Steps

1. Open Members and start a new member from the modal or dashboard action.

2. Enter the required name and contact fields; add phone and date of birth when available.

3. Review duplicate warnings before saving.

4. Add emergency contact and profile details if your gym collects them at the desk.

5. Save the profile, then send the member sign-in or waiver link if needed.

6. If the member is a minor, collect guardian information before relying on waiver status.

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

• If a duplicate warning appears, open the existing profile before saving a new one.

• Staff-created adult members may receive a waiver email automatically when a signup waiver applies.

• Minors need guardian handling; do not expect a minor to complete the same portal steps as an adult.

• Check-in is blocked after a sale: payment does not override missing waivers, archived status, frozen access, expired proficiency, or wrong-location access.

• The member is not found: search by full name, email, phone digits, and QR token before creating a new profile.

• A family or guest check-in has mixed results: resolve each person separately because waivers, access, age, and proficiency can differ inside one group.

Related articles

• Use the Member Directory

• Resolve Check-In Blockers

• Sell Access from POS