Members

Roles decide who runs the club. Data decides who takes part. Managing the schedule, the roster, and the money is gated on your role. Taking part never is: any active member can enroll in a plan, book themselves, and pay their own invoices, which is why a coach who trains and a parent who fences need nothing special.

Additional roles are granted from a member's profile on the Members page. Access becomes the union of every role held: a coach who is also an athlete keeps every coach tool and gains their own plans and billing; an admin who is also a parent gets the Children page. There is no role switcher, and nothing is taken away.

✓ means yes. A word means yes, but limited to what that word says. — means no. Someone with two roles gets everything from both rows.

Who may book what does not follow role alone:

• Practices are assigned by staff. Members cannot add themselves or their children to a group practice or open fencing.
• Lessons are self-serve when Lesson self-booking is on in Club Settings, otherwise staff assign those too.
• Tournaments are open to any member.
• A required waiver blocks the person being booked, whoever is doing the booking.

There are two ways to bring someone onto your roster, and the difference is when they hear from you:

• Invite Member invites them right now. Enter one or more email addresses, pick a role, and each person immediately receives an invite email. They accept and join with your club's defaults. Use this when the person is ready and needs no special setup.
• Add Member is the customize-first path. Nothing is emailed: each person lands on your roster as a pending member so you can assign their plans, groups, and locations quietly. When their setup is ready, send the invite from their row and they walk into a fully prepared membership.

Both are on Dashboard > Members. Neither runs your join pipeline; invited and added members were already vetted by you (see Leads and Pipelines).

A role describes what someone manages for the club. Participating (enrolling in plans, booking sessions, paying your own invoices, signing waivers) is open to every active member whatever their role, and child access follows linked children rather than role.

• Admin: full management access: members and roles, leads, the plan catalog, invoicing, waivers, analytics, integrations, and club settings. Admins who train can still use the personal My Plans and My Billing pages, they are just not in the admin sidebar.
• Coach: runs the schedule and the session floor: creating and editing sessions, attendance, the check-in kiosk, announcements and staff notes, booking athletes in, inviting members, assigning plans, and emailing members. Analytics is scoped to their own coaching (My Coaching), never club revenue. Invoicing, changing roles, removing members, and club settings stay with admins.
• Athlete: participates: books sessions against their plan credits, enrolls in plans and packs, pays their own invoices, signs waivers, and syncs their calendar. A minor with a linked guardian has billing handled by the parent instead.
• Parent: manages their linked children: books their sessions, enrolls them in plans, pays their invoices, signs waivers on their behalf, and receives their notifications. Parents who fence also participate exactly like athletes themselves.

Anyone with a linked child sees the Children page and can enroll their kids from any session, whatever their role: a coach who is also a parent manages their children the same way a parent does.

When a minor athlete needs a parent to manage their billing, the admin can link a parent account to the athlete from the member detail page. Once linked, all invoices for that athlete are routed to the parent. The child will not see the Invoices section in their sidebar. All billing is handled through the parent.

Both paths handle groups. In the Invite Member dialog, type or paste any number of email addresses (commas, spaces, or one per line all work) and they become removable chips; everyone in the batch gets the same role and their own invite email with a unique acceptance link. In Add Member, paste a list or upload a CSV to pre-build the whole roster at once.

Switch to the Invites tab on the Members page to see every invitation you have sent. Pending invites can be resent (a fresh email with a new link) or cancelled at any time. Accepted invites are kept for your records.

Every column header in the Members table is clickable to sort ascending or descending: Name, Weapon, Role, Groups, Locations, and USFA #. Combine sorting with the search box and the Group / Location filter chips to find people quickly. The USA Fencing member ID field on a member profile is searchable and sortable for tournament-eligibility tracking.

Click any member row to open the detail modal. Admins see token-pack usage history, a participation line chart over time, and live quota chips for every active plan. Hover a chip to see remaining credits, pack coverage, and any unlimited entitlements. Completed or exhausted token packs show in their own section so you have a full enrollment history.

The left side of the detail modal is where you grant things, and each control says what it does before it does it. Add to groupopens a checklist of your club's groups, Add location shows each venue with its address so you can tell them apart, and Assign plan lists every plan with its price, cycle, and included lessons and practices. Assignments that bill or notify the member are confirmed first, and removing a plan warns you about what stops. Removing a Stripe-billed plan also cancels it on the Stripe side, so nobody keeps getting charged for a plan they no longer hold.

Anywhere you pick a person out of a list (adding subscribers to a plan, assigning athletes to a lesson slot, working a waiver roster), hovering their name on a desktop brings up a member card: photo, role, groups, and their active plans with credits remaining. It is there for the two-Alexes problem, so you can confirm the right person before enrolling or booking them. You can assign a plan straight from the card when someone turns out to have none.

Tick the checkbox next to one or more members (or right-click for the context menu) and a bulk-action bar appears at the bottom of the table. You can assign groups, assign a location, assign membership plans, or compose an email to the whole selection in one action.

Removing someone from your club is a soft removal: their history stays intact. Past practices, lessons, invoices, and stats are all retained, and the member moves to the Archived tab on the Members page. Their active subscriptions and packs are cancelled and they lose access to your club, but you can add them back at any time and their record picks up where it left off.

From the Members page, click Manage next to the Groups filter to open the Manage Groups dialog. Add groups like Competitive Team, Beginners, Coaches Pool, or anything that matches how you think about your club. Groups can be renamed or removed at any time.

Open a member's detail panel and assign one or more groups, or select multiple members in the table and use the Assign Group bulk action. Group badges appear in the Members table next to each member.

In Club Settings > Locations, add every physical location your club operates out of. Each location has a name and address, and the primary one is marked so you can tell them apart at a glance.

Open a member's detail panel and pick which locations they train at, or use the Assign Location bulk action after selecting members in the table. Location pills appear in the Members table.

Use the Group and Location filter chips above the Members table to narrow the list down. From the Broadcast Email modal you can target a specific group so the right subset of your roster gets your update. To email by location, filter the Members table by location and use the bulk email action.

Open Members > Visitors and click Add visitor. All you need is a name and what they are here as: athlete, coach, or parent. A visitor can be more than one at once. Optionally record their home club, private staff notes, and a claim email so they can take over the account if they join later.

Add a visitor to any session the same way you add a member. The booking appears on the roster and in attendance like any other, but it consumes no plan credits and touches no subscription. If your club charges for drop-ins, attach a fee and FencR creates a draft invoice you can send when you are ready.

Visiting coaches appear in a separate Visiting section of every coach picker. They can lead or assist sessions and camps, they show in the By coach day view and in coach analytics, and they never get access to your club's dashboard.

When a visitor joins, open their detail panel and choose Convert to member. They move onto the roster with their visit history intact and the normal invite flow takes over. Visitors who drift away can be archived, which keeps their history without cluttering the active list.

From Dashboard > Members, click Invite Member and select the Coach role.

• Full schedule management: create, edit, and cancel sessions, recurring series, and bookable lesson blocks
• Run the session floor: take attendance, mark lessons Taken or Missed, open the self-serve Check-In Kiosk, and post announcements and staff-only notes on sessions
• Roster work: view the member list and profiles, invite new members, book athletes into sessions, and assign plans
• Communication: email the whole roster or individual members
• My Coaching analytics: their own led and assisted sessions, by student and by class
• Everything any member can do for themselves: My Plans, My Billing, booking with their own credits, and managing linked children (see Training as a Coach)

• Changing member roles, removing members, and inviting other admins
• Leads, pipelines, and join approval
• The club plan catalog and the club-wide invoicing pages
• Club-wide analytics: revenue, membership, and the all-coach leaderboard
• Club settings, integrations, Stripe setup, and waivers

If a coach needs full access, change their role to Admin from the member detail page. This grants them complete access to billing, analytics, and settings.

Sign up at fencr.app/signup using your email, Google, or Apple. Select Parent / Guardian as your role during onboarding.

You may receive an invite from your club admin, or your child may send you an invite during their own onboarding. Either way, click the link in the email to accept and join the club as a parent.

Once you accept the invite, your account is automatically linked to your child. All invoices and billing notifications for your child are routed to you.

When you add a child profile yourself (rather than receiving one from a club invite), FencR asks you to confirm two things in the Add Child dialog: that you are the child's parent or legal guardian, and that you have read FencR's Children's Privacy Notice and consent to the information described being collected for your child. We log the time, the notice version, and your IP at the moment you submit, and send you a confirmation email so you have an easy way to revoke if the action was not authorized.

Go to Dashboard > Children and click Add Child. Enter your child's name and date of birth, then check the two acknowledgement boxes in the dialog: that you are the parent or legal guardian, and that you have read the Children's Privacy Notice and consent to FencR collecting the information described for your child. The Add Child button is disabled until both are checked. We record the consent server-side and email you a confirmation.

From the Children page, you can see each child's upcoming sessions, booking history, active membership plan, and club memberships.

From the schedule, you can book group classes and open fencing sessions on behalf of your child. Select which child you are booking for when multiple children are linked to your account.

You can remove a minor child (under 18) from your account by clicking the remove button on their profile card. This requires typing "DELETE" to confirm. Removing a child cancels their active subscriptions and clears their personal information, but the club retains historical records (attendance, past invoices) for their own bookkeeping.

Go to Dashboard > Children and click Invite to Sign Up on your child's card.

You have two options:

• Send email: Enter your child's email address. They will receive an email with a link to create their account.
• Copy link: Generate a shareable link and send it to your child however you prefer (text, messaging app, etc.).

Your child clicks the link, creates a FencR login with their own email and password, and claims their profile. All of their existing data (bookings, memberships, subscriptions) transfers automatically to their new account.

Your child can now log in to see their own dashboard with their schedule and bookings. Billing stays with you. Invoices and payment notifications continue to be routed to your parent account. The Invoices section is hidden from your child's view.