Understand Minors and Dependents
Learn how to understand Minors and Dependents in Topo, including minor versus dependent distinction.
When to use this
Use this article when you need to understand Minors and Dependents in Topo. The main staff surface is member profile, guardians/dependents. It is written for Front Desk, Managers.
What this covers
Minor versus dependent distinction
Guardian consent
Minor QR-only portal
Adult dependents have full portal access
DOB and age eligibility
Before you start
Open member profile, guardians/dependents.
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.
Use the member profile as the source of truth for contact details, access, waivers, notes, payment methods, and account credit.
Steps
Use date of birth to determine whether a member is a minor.
Use family group relationships to determine whether someone is a dependent.
Remember that a minor is not the same thing as a dependent; an adult can be a dependent and a minor can have guardian requirements.
For minors, confirm guardian information and waiver coverage before entry.
For adult dependents, use normal member portal and communication expectations unless your gym policy says otherwise.
What happens after saving or completing this
The change is reflected in the relevant staff screen and activity history.
If the workflow affects members, payments, access, inventory, or email, review that downstream area before moving on.
Common issues and fixes
A profile exists but the member cannot enter: profile data alone does not grant access. Review the access card, waiver card, and blocker messages.
A member cannot be archived: primary payers and active billing relationships may need to be moved or cancelled first.
A duplicate profile appears likely: compare email, phone, date of birth, family group, and recent activity before editing or archiving either record.
Related articles
Search for a Member
Understand Customer Access
Resolve Check-In Blockers