How to | Register a New Member (4 Ways)

GB Members offers four simple paths to register a student and create their billing agreement. Choose the path that best fits your situation (in person at the front desk or remotely).

Who can do this: Program Manager, Billing Admin, School Owner

What you’ll need: Student info (name, email, phone, complete address), program/price, start date, payment method, and signed waiver.

Quick Guide — Which path should I use?

• In person, staff-driven:
  1) Services → Billing Form

• Remote, student completes on their own:
  2) Create Account / Complete Remotely (send link)

• You already have a Lead/Member profile:
  3) Profile → Billing Form or Remote Registration

• From your website (no staff action):
  4) Self-Sign Up (public widget)
  
  

Tip: Never delete people to “start over.” Use Cancel/Freeze or Archive to avoid orphan billing records.

1) Register via Services → Billing Form (In-Person)

Best for: Walk-ins, trial conversions right after class, front-desk signups.

Steps:

1. Go to ⋮ (top-right) → Services → Bambora Billing 

2. Select Program (e.g., GB1 Adults, LC1 Kids), Frequency (monthly/biweekly), and Start Date.

3. Enter or search the person (create if new).

4. Add payment method (card/ACH), confirm Fee and any Registration Fee.

5. Review Terms & Agreement → have the student sign.

6. Submit to create the membership + billing agreement.
   
   

Notes:

• If the waiver isn’t on file, send it now (Services → Waivers) or collect on tablet.

• Use Charge Timing = Immediately to bill today, or At next billing cycle to start later.
  
  

2) Create Account / Complete Remotely (Send Link)

Best for: Phone/email enrollments, parents who prefer to fill out details at home, remote conversions.

Steps:

1. From Dashboard or Leads, click Add Lead (if not already in the system).

2. Click Send → Select Email Template and choose your Remote Registration template
   (e.g., “Complete Your Registration – Adult/Kids”).

3. The template includes a secure link that pre-fills their profile; the student completes:

• Personal info + Waiver

• Program selection

• Payment method

• E-signature on Terms

4. Monitor completion from the lead/member timeline (email tracking + journey logs).
   
   

Notes:

• Make sure your branded email domain (DNS) is authenticated so messages land in inbox.

• Add a Journey Trigger to auto-remind if the form isn’t completed in 24–48h.
  
  

3) From a Profile →

Best for: You already have a Lead (from a trial, QR, or website) or an existing Member who’s changing plans.

Path A — Staff completes in person

1. Open the Lead/Member profile.

2. Click Billing Form.

3. Choose program, frequency, start date; add payment; get signature; Submit.
   
   

Path B — Send for remote completion

1. Open the Lead/Member profile.

2. Click Send → choose Remote Registration template (Adult/Kids).

3. The link is auto-personalized with the person’s ID; they complete & sign on their device.
   
   

Notes:

• If converting a Lead, the profile becomes Member upon successful submission.

• Use Family Account when billing multiple relatives under one payer.
  
  

4) Self-Sign Up (Public Widget on Your Website)

Best for: “Always-on” enrollments directly from your site—no staff action required to start.

Steps:

1. Ensure your Self-Sign-Up widget is installed on your site (see “How to set up Self Sign-Up”).

2. A prospect chooses a Program/Plan, completes Waiver, Payment, and Terms online.

3. The CRM creates the Member automatically and schedules billing per your settings.

4. Use a Journey Trigger to send a welcome email and next-steps.

Notes:

• Great for campaigns and traffic from social/Google.

• Pair with QR codes at events to drive on-the-spot registrations.
  
  

Best Practices & Compliance

• Waiver first: Every participant needs a signed waiver (Adult or Child).

• Don’t delete profiles: Use Cancel/Freeze/Archive to preserve history and prevent orphan billing.

• Terms & Agreement: Always capture e-signature when starting or changing pricing.

• Email deliverability: Set up DNS + Gmail Watch so confirmations and reminders are tracked.

• Overdue clean-up: Use Billing Change Form to realign dates and clear false “overdue” states.
  
  

Troubleshooting

• Member says they completed but you don’t see it:
  Check the profile Activity/Communication Log and Journey status; confirm the correct email address.

• Email not received:
  Verify DNS authentication, ask them to check spam, or resend via SMS with the same link.

• Payment failed on first run:
  Use Update Card on the member profile and retry; set a Journey reminder for the member.

Need Assistance?

For further assistance or clarifications, please contact northamerica@graciebarra.com

You can also schedule a 1-1 consultation: https://graciebarra.link/gbmembers-consultation