📘 GB MEMBERS CRM GLOSSARY OF TERMS

Last updated: October 2025

This glossary provides clear definitions of all key terms, features, and tools used in the GB Members CRM platform. It’s designed to help Program Directors, Coaches, and School Owners navigate the system with confidence and consistency.

🧾 A–C: Core Terms & Billing

ACH Payment
An electronic bank-to-bank payment method used primarily in the U.S. for recurring or one-time transactions.

Active Billing
Indicates that a member’s recurring payment profile is active and linked to Bambora or Stripe.

Active Member
A student with an active membership plan and billing status, allowing participation in classes and activities.

Activity Log
Records every user action performed in the CRM for transparency and troubleshooting.

Add Lead
Feature allowing you to manually create a new lead profile in the CRM.

Additional Services
Extra items or services (such as private lessons, seminars, or equipment fees) added to a membership.

Adult Waiver Form
A digital form that adult leads or members complete to acknowledge liability and consent to train.

Archived Member
A member profile is no longer active but retained for record-keeping.

Attendance
Tracks class participation. Attendance can be marked manually, through self-check-in (kiosk), or barcode scanning.

Authorization to Open
Official Gracie Barra process schools must complete before opening, ensuring compliance with brand standards.

Automated Email
Pre-scheduled emails sent by the system automatically through Journey Triggers or workflows.

Automatic Billing (Recurring Payments)
Allows automatic recurring charges to members for tuition or other services via Stripe or Bambora.

Automations (Journey Triggers)
Predefined workflows that automate actions (e.g., send a welcome email when a lead is created).

Bambora / Worldline
Previous payment gateway integrated with GB Members for North American schools.

BCC to CRM
Feature that lets staff send or copy emails to the CRM automatically, logging communication with members.

Billing Admin
Role permission allowing access to billing, reporting, and payment management features.

Billing Dashboard
Dashboard summarizing all school financials, including revenue, overdue accounts, and processed transactions.

Billing Form
Online form members fill out to set up recurring payments via Bambora or Stripe.

Billing Frequency
Defines how often a member is billed (e.g., monthly, quarterly, annually).

Billing Integration (Stripe)
New billing provider integrated into GB Members for smoother and more secure transactions.

Billing Setup
Initial configuration process for connecting your billing system to GB Members.

💻 D–J: Digital Tools, Communication & Journey

Bluetooth Scanner
Hardware device connected to iPads or computers to scan barcodes for attendance or pro shop sales.

Book a Trial Button
Widget embedded on your website that lets potential students schedule a trial class online.

Booking (Trial Class)
The process of registering a new lead for an introductory class.

Branded Email Domain
Custom school domain (e.g., info@gbcity.com) authenticated for CRM communications.

Bulk Price Increase
Feature that updates tuition pricing for multiple members at once based on a new rate or percentage.

Campaign Report
Report showing email or SMS campaign results (open rates, click rates, unsubscribes).

Cancellation Form
Form used to officially cancel a member’s billing profile in Bambora or Stripe, preventing future charges.

Check-In (Manual)
Staff manually records class attendance for members within the CRM.

Check-In (Self / Kiosk Mode)
Students check in on a tablet or kiosk independently by selecting their name and class.

Class Calendar
Displays all scheduled classes by program, instructor, and time.

Communication Log
Chronological record of emails, SMS messages, and calls logged in the CRM.

Compliance Email
Email sent to compliance@graciebarra.com for reporting incidents or compliance-related matters.

Conversion
When a lead becomes a paying member after their trial class.

Dashboard
Central hub displaying key metrics such as new leads, conversions, and revenue.

Data Admin
Role permission focused on managing CRM data, imports, and integrity.

Datastore
Section where forms (like billing or waivers) and membership data templates are stored.

Declined Transaction
Failed payment due to card issues, insufficient funds, or expired payment details.

Digital Signature
Secure electronic signature collected during online waiver or billing form completion.

DNS Records Setup
Technical step to authenticate your domain for branded email sending.

📈 K–R: Key Features, Roles & Reporting

Effective Date (Price Update)
The date when a new price or fee adjustment takes effect in the system.

Email Campaign
Mass email sent through the CRM using pre-designed templates.

Email Template Builder
Tool for creating or editing branded email templates.

Email Tracking
Feature that monitors email opens, clicks, and bounces.

Family Account
Links multiple family members under one primary billing contact.

Fee Total
Final billed amount, including Bambora or Stripe processing fees.

GB Connect
Internal GB communication and resource platform for staff and school owners.

GB Institute
Official education hub for GB instructors, including ICP certification and leadership training.

GB Members CRM
Gracie Barra’s official software for lead management, billing, scheduling, and communication.

Gmail Integration / Watch
Feature that syncs your Gmail with the CRM to track sent messages and appointments.

Help Center (KB)
Knowledge Base with tutorials, videos, and FAQs for using GB Members.

Incident Report
Form used to report injuries or accidents that occur during training.

Journey / Journey Triggers
Automated workflows that engage leads and members (e.g., welcome emails, reminders).

Kiosk Mode
Tablet mode for member self check-ins and waiver collection.

Lead / Leads
Potential members who have shown interest but not yet joined.

Manual Charge
Manually processing a one-time payment outside of recurring billing.

Member Waiver Agreement
Legal acknowledgment signed by a member confirming participation and liability terms.

Membership Plan
Specific tuition structure defining frequency, duration, and price.

Merchant Account
Business account that enables processing of card payments through Bambora or Stripe.

Overdue Payment Reminder
Automated alert sent to members whose payments have failed or are past due.

PCI Compliance / Questionnaire
Required security protocol ensuring safe payment data handling.

Pending Cancellation / Freeze
Status showing that a membership is awaiting cancellation or freeze confirmation.

Performance Report (CRM)
Summary report showing lead conversions, attendance, and retention metrics.

Pro Shop
Built-in retail management tool for selling GB products, uniforms, and accessories.

Refund (Product / Transaction)
Returning money for a product or service directly through the CRM.

Registration Fee
Optional one-time payment added during a new membership setup.

Reports Dashboard
Section compiling school-wide reports: billing, attendance, retention, and performance.

🧠 S–Z: Settings, Tools & Integrations

Scanner (USB/Bluetooth)
Device used to scan student barcodes for attendance or sales.

School Profile Setup
Administrative configuration of your school’s CRM (hours, programs, logos).

Self Sign-Up Widget
Online registration form embedded on your website to allow self-enrollment.

Services
CRM section listing your offerings (programs, classes, waivers, forms).

SMS Template
Prewritten message for texting leads or members through Twilio integration.

Stripe
Current payment processor integrated into GB Members for all North American schools.

Support Ticket
Message sent to the CRM or development team requesting assistance or reporting issues.

System Logs / Status Flags
Record and indicators of system operations for troubleshooting.

Terms & Agreements (Membership)
Custom legal and payment terms shown to members during sign-up or renewal.

Trial Booking Widget
Online tool that allows potential students to schedule intro classes directly.

Twilio Integration / SMS
Platform that enables SMS messaging directly through the CRM.

User Permissions
Access level settings determining what each staff role can see or edit.

Waiver Record
Digital storage of all signed waivers for members and leads.

Website Lead Form / QR Code Lead Form
Online form (or QR code link) for lead generation connected directly to your CRM.

Weekly Dashboard Email
Automated email report summarizing key school metrics sent to staff.

🏁 Conclusion