Customers & Members
Member management, clips, and fees
The Customers page helps you manage memberships, clip balances, and fee accounts.
Location: Sidebar > Customers
Overview
The Customers page has three tabs:
- Members — Active memberships and entitlements
- Fee Balances — Outstanding fees from cancellations and no-shows
- Clip Balances — Pre-paid clip credit tracking
Members Tab
Shows all customers with active (or recently expired) memberships.
What You See
| Column | Description |
|---|---|
| Customer | Name and email (from Shopify) |
| Type | Annual Pass, Monthly Pass, or Clip Card |
| Status | Active, Expiring (within 30 days), or Expired |
| Expires | Expiration date for time-based passes |
| Clip Balance | Remaining clips (for Clip Card holders) |
Filtering
- By type — Show only Annual Pass, Clip Card, etc.
- By status — Filter Active, Expiring, or Expired
- Search — Find by customer ID
Member Statuses
| Status | Meaning |
|---|---|
| Active | Membership is current and valid |
| Expiring | Expires within the next 30 days |
| Expired | Past expiration date, no longer valid |
Customer Detail
Click a member to see their full profile:
- Membership details (type, dates, status)
- Booking history
- Clip balance and transaction history (if applicable)
- Fee account balance
- Shopify customer link
Fee Balances Tab
Tracks fees owed by customers from:
- Late cancellations — Cancelled within the fee window (not the free window)
- No-shows — Marked as no-show by staff
What You See
| Column | Description |
|---|---|
| Customer | Name and email |
| Balance | Outstanding amount in DKK |
| Last Activity | Most recent fee event |
Filtering
- Outstanding only — Toggle to show only customers with unpaid balances
Collecting Fees
Fees are tracked in CapFlow but not auto-charged. You’ll need to collect them through your own process:
- Charge at the next check-in
- Send an invoice
- Deduct from a future refund
- Waive the fee (update the balance manually)
Clip Balances Tab
Shows all customers with clip card credits.
What You See
| Column | Description |
|---|---|
| Customer | Name and email |
| Balance | Remaining clips |
| Total Purchased | All clips ever purchased |
| Total Used | Clips consumed by bookings |
How Clips Work
- Customer purchases a Clip Card product on Shopify
- Clips are credited to their account (based on variant mapping in Settings)
- Each booking deducts clips
- Cancelled bookings refund clips (if within free cancellation window)
- When balance reaches 0, they need to purchase more
Clip Refunds on Cancellation
- Free cancellation window: Clips are fully refunded
- Fee cancellation window: Clips are refunded, but cancellation fee applies
- Blocked window: Cannot cancel, clips not refunded
Tips
- Check Expiring members regularly — reach out to encourage renewal
- Review fee balances monthly — don’t let outstanding fees accumulate
- Monitor clip balances — customers with low balances might be ready to purchase more
- Use the search to quickly look up a specific customer before they arrive
What’s Next?
- Membership Setup — Configure membership products
- Settings Reference — Adjust member booking limits and cancellation policies
- Check-in — Process member arrivals