Guest Members

A prospect walks in for a trial lesson without an account. Trainery lets you create them as a guest member in seconds — just a name — book them into the session immediately, and later collect their email to send a self-service activation link. When they finish the setup, the same person keeps every booking, pass, and attendance record they accumulated as a guest.

Adding a Guest

There are two places where you can add a guest:

• From the members page — Click Add guest in the toolbar. Useful when you are setting up a record ahead of someone’s first visit.
• From a session detail modal — Open any upcoming session, click Add guest in the participants area, and the new guest is created and booked into that session in one step.

The form asks for just two things:

• Name — Required. One to fifty characters.
• Phone — Optional. If provided, it must be in international format (starting with +).

No email, no password, no role picker. The whole point is that the trainer should not have to interrupt a session to get a new face into the system.

If the session is an individual (1-on-1) template, the dialog routes the booking through the individual-session path automatically. If the session belongs to a closed schedule, the Add guest button is hidden — guests can only join closed schedules through a pass.

How Guests Appear

A guest is a real member from the booking system’s perspective — same row in the members list, same details modal, same record on attendance lists. The only differences are visual cues that tell you the account has not been claimed yet:

• The members list status filter folds Guest alongside Active / Suspended / Removed in a single dropdown. Filter by Guest to see only the trial accounts you have created.
• The status badge in member rows shows Guest with a warning tint when the account is still unclaimed.
• Inside the member-details and edit-membership dialogs, a yellow Guest banner prompts you to collect an email and send a setup link.

The Trial Limit

Guests can be booked into sessions without restriction — until they have actually attended a configurable number of them. Your organization’s setting controls how many trial sessions a guest can use before a setup link must be sent. The default is two attended sessions.

• No-shows and future bookings that have not happened yet do not count.
• Only sessions you have marked as attended count toward the limit.
• When a guest tries to book one too many, the booking is refused with an error naming the guest and the limit. The trainer is the one who sees this — guests do not book themselves.

Your owner or admin can change the trial limit in the organization settings.

Sending the Setup Link

When you are ready to convert a guest into a real member:

1. Open the guest’s member-details or edit-membership dialog.
2. Enter the guest’s email in the Guest banner at the top.
3. Click Send setup link.

The system saves the email (only if it changed) and queues an email containing a one-time activation link. The link expires after seven days. Sending a new link cancels any previous pending one — there is always at most one active setup link per guest.

If the guest cannot find the email, just resend. The previous link stops working as soon as a new one is sent.

What the Guest Does

The guest receives an email with a single button that opens an activation page at /claim/<token>. There they choose a password, submit the form, and are logged in immediately to your organization.

From that moment on:

• The Guest badge disappears from the trainer’s view.
• The trial limit no longer applies.
• The same member can sign in normally with email and password from then on.
• Every booking, pass, attendance mark, and stats entry the guest accumulated stays attached to their account.

If the guest later tries to register with the same email through the public signup form, Trainery does not create a duplicate account — it re-sends the setup link to that email instead and shows them a “check your email” screen.

Editing a Guest’s Email

Once a guest has an email saved, you can update it from the same Guest banner — change the value and click Send setup link again. The new email takes effect and a fresh link goes out.

Editing the email is allowed only before the guest claims their account. After claim, the email becomes the identity for sign-in and cannot be changed from this dialog. (Self-serve email change is a separate, future feature.)

Edge Cases

• The guest never claims — That is fine. The record stays in the system with all their bookings and history. They keep the Guest badge until they finish setup.
• You typed the wrong email — Just update the email in the banner and resend. The old link stops working.
• The guest wants to sign in before claiming — They cannot. Until they finish setup, the sign-in form, password-reset form, and Google sign-in all refuse the email with the same generic “invalid credentials” message anyone else would see — there is no way to learn from the outside that a particular email is an unclaimed guest in your studio.
• Demo organization — Setup-link emails are captured to the inbox panel like every other outbound message, so a visitor exploring the demo can see the flow end-to-end without anything going to a real address.