Field Reference

What this reference is for

Use this page to understand common Staff app fields and what staff should enter.

Full name

Legal or commonly used customer/staff name. Needed for search, invoices, bookings, communication, and staff recognition. Use normal capitalization. Avoid adding phone numbers or notes inside the name field.

Phone

Primary mobile number with country code selected separately where available. Primary matching key for prospects, members, OTP, WhatsApp, SMS, and duplicate prevention. For Indian numbers, keep India country code and enter the 10-digit mobile number.

Email

Customer or staff email address. Used for login, invoices, payment links, email campaigns, waivers, and receipts. Use the customer-owned email. Do not use staff email for customer records.

Staff email

Email address used by this staff member to sign in. Identifies the staff account for authentication, invitations, audit, and notifications. Use the employee-owned work email or approved login email. Do not reuse the owner email for multiple staff.

Gender

Male, Female, or Others when the person chooses or staff needs it for reporting/operations. Can support segmentation and reporting. It should not block normal service when unknown. Ask respectfully; do not guess if it is not needed.

Date of birth

Birth date in day-month-year display. Used for age-sensitive forms, birthday campaigns, and identity confirmation. Verify day and month carefully because Indian users expect DD-MM-YYYY.

Medical condition

Short factual health/safety note provided by the customer. Treat this as the Medical History field when staff use that term. Trainers and front desk need safety context before classes/PT. Example: "knee pain, avoid jumping". Do not diagnose.

GST number

Customer GSTIN when invoice must include recipient GST details. Required for business/GST invoice claims. Enter the exact GSTIN from the customer. Validate before invoice.

GST name / company name

Legal or trade name matching the customer GST identity. Printed on GST invoice recipient details. Use company name, not informal nickname.

Expected plan

The plan the prospect is most likely to buy. Improves pipeline forecast and gives sales staff a clear offer to discuss. Pick from active rate card/plans. Update when the customer preference changes.

Payment arrangement

Paid in full, recurring/monthly contract, or EMI/installments. Controls invoice schedule, collection expectations, and outstanding balance. Choose at sale time based on customer agreement. Do not create separate duplicate plans for EMI.

Proration

No proration or prorate first cycle. Controls fair first-cycle billing when start date and billing cycle do not align. Use backend preview; do not calculate manually.

Cancellation cutoff minutes

Number of minutes before appointment/class start when a normal cancellation becomes a late cancellation. Controls whether consumed session balance is restored or kept consumed when staff cancels near the start time. Set the gym policy in minutes, for example 60 for one hour. Outside the window, regular cancel restores eligible session balance; inside the window, SquareOS records late cancel and keeps the session consumed.

Drop-in allowed

Whether this class can accept paid drop-in bookings without an existing membership/session entitlement. Controls who can be booked and whether a paid class booking may wait for payment. Use when the gym permits non-member paid entry for this class; leave off when booking must come from membership, trial, or session entitlement.

Accept trial bookings

Whether an active trial instance can be used to book this class. Controls trial consumption and prevents staff from attaching trials to classes that should not accept them. Allow trials only when this class can consume a valid active trial session.

Accept trial

Whether this class category or session can accept trial customers. Controls trial eligibility before staff attach a trial user to a class booking. Allow trials only when this class can consume a valid active trial session.

Allow trainer time conflict

Intentional override that permits class creation even when the selected trainer has a schedule conflict. Records that staff accepted a conflict instead of accidentally double-booking a trainer. Turn on only with manager approval when a real trainer conflict is accepted.

Installments

Number of payments for EMI/installment sale. Creates payment expectations and due schedule. Match the written agreement with the customer.

Rows

Maximum number of records to show in a table or export preview. Controls page size and keeps large audit/report screens usable. Use smaller row counts for daily review and larger counts only when exporting or auditing.

Survivor person

The person profile that should remain after a duplicate merge. Keeps the strongest identity, subscription, invoice, and activity history. Choose the record with the most reliable phone/payment/subscription history.

Losing person

The duplicate profile that should be merged into the survivor. Moves history into one profile and prevents staff from serving the wrong record. Review phone, email, invoices, tasks, trials, and notes before merging.

Preferred language

Customer or staff preferred communication language. Helps staff choose the right conversation/template language. Use only when known. Do not guess language from name.

Address line 1

Primary street/building address. Used for customer profile, invoice identity, and operational records. Enter the address exactly as provided; keep apartment/floor details readable.

Address line 2

Optional landmark, floor, apartment, or extra address detail. Completes profile and invoice address when line 1 is not enough. Leave blank when not needed instead of repeating line 1.

City

Customer or business city. Supports address, invoice, and branch/location reporting. Use the official city name.

State

Indian state, province, or region for address and GST context. Supports customer address, branch identity, GST place-of-supply checks, and reporting. Use the official state/region from the address or GST identity, not a lifecycle status.

Country

Customer or business country. Supports phone, currency, tax, and address defaults. Use India for normal domestic gym operations unless the address is outside India.

Postal code

PIN code or postal code. Completes address and can support local reporting. For India, use the 6-digit PIN code.

Emergency contact relationship

Relationship of emergency contact to the customer. Helps staff communicate correctly during urgent situations. Use options like parent, spouse, sibling, friend, or guardian when known.

Emergency contact name

Name of the person to contact in an emergency. Lets front desk or trainers reach the right person if a member needs urgent help. Use the contact name provided by the customer. Do not put relationship or phone number in the name field.

Emergency contact phone

Phone number for the emergency contact. Gives staff a reachable number during urgent situations. Use a clean mobile number with country code where possible.

Pinned note

Important staff-only profile note that should stay visible. Surfaces critical service context without searching full history. Use for high-signal facts only; put routine updates in activity/task notes.

All Location

Location or all-locations filter for the current list, report, queue, or workspace. Controls which branch/gym records staff see so they do not mix customers, schedules, money, or reports across locations. Use All Location only for owner/manager review. Front desk and trainers should usually filter to the branch they are operating today.

Pin note

Keep this internal note visible at the top of the profile. Makes critical staff-only context visible during service, sales, or safety checks. Pin only important long-lived notes; routine updates belong in normal activity/task notes.

Opportunity stage

Current sales pipeline stage. Controls pipeline position, reporting, and next sales action. Use the stage that matches the latest real customer outcome.

Follow-up action

The next task type, such as call, WhatsApp, SMS, email, visit, or tour. Tells staff exactly what to do next. Pick the channel/action agreed with the customer or best suited for the lead.

Convertibility

Lead temperature or likelihood to convert. Helps sales staff prioritize effort. Use Hot only when buying intent is clear; Warm for active interest; Cold for low intent.

Referred by

Name or profile of the referrer. Supports referral tracking, rewards, and attribution. Prefer selecting/linking an existing person where the UI supports it.

Interested in

Service or product the prospect asked about. Helps staff tailor follow-up and offer the right plan/add-on. Keep it concise, such as weight loss, PT, annual plan, or yoga class.

PAN

Permanent Account Number for Indian tax/accounting identity where required. Supports accounting records and statutory finance workflows. Enter PAN exactly from official business records.

State code

GST state code. Determines place-of-supply and CGST/SGST/IGST behavior. Use the official two-digit GST state code.

State name

Official Indian state name. Supports GST place-of-supply and invoice identity. Use the state matching the GSTIN/address.

Place of supply code

GST place-of-supply state code. Controls tax treatment on invoices and GST exports. Use the customer/business supply state, not a random branch state.

Invoice prefix

Prefix used before generated invoice numbers. Controls legal invoice numbering format. Set once per finance policy before go-live; avoid changing mid-series.

Credit-note prefix

Prefix used before generated credit-note numbers. Keeps credit-note sequence distinct from invoices. Use a clear prefix such as CN according to finance policy.

Padding

Number of digits to pad generated document numbers. Creates stable invoice/credit-note number formatting. Example: padding 5 produces 00001. Set before go-live.

Next sequence

Next invoice or credit-note sequence number. Controls the next legal document number. Change only during setup/migration with finance approval.

Registered address JSON

Structured registered business address. Feeds invoice and tax identity output. Use valid JSON only when the UI asks for JSON; preserve required keys.

Invoice terms

Text printed on invoices, such as payment terms or legal notes. Communicates finance policy to the customer. Keep it short, approved, and consistent with gym policy.

Fiscal year

Accounting financial year. Groups sequences, ledgers, GST snapshots, and exports. Use the correct Indian fiscal year format for finance reporting.

Prefix

Code/text placed before a generated number or identifier. Keeps documents and masters recognizable. Use stable finance/admin-approved prefixes.

Suffix

Code/text placed after a generated number or identifier. Adds optional classification to generated identifiers. Use only when finance/admin policy requires it.

GL account

General ledger account mapping. Controls accounting journal output. Use the chart-of-accounts code approved by finance.

Debit / Credit

Accounting posting direction. Determines how a ledger rule posts journal lines. Set only with accounting knowledge; wrong direction breaks journals.

Payment mode

Collection mode such as cash, manual UPI, bank transfer, online gateway, terminal, or internal credit. Controls checkout, reconciliation, reports, and provider readiness. Select the mode that matches how money was actually collected.

Plan duration

How long the membership plan lasts before renewal or expiry. Controls membership validity, billing schedule, entitlement duration, and renewal timing. Use monthly, quarterly, yearly, or a clearly approved custom duration from the rate card.

Custom duration (months)

Number of months for a custom-duration plan. Defines validity when the plan duration is not monthly, quarterly, or yearly. Enter whole months only and confirm the custom duration is approved before selling.

Operation

Audit operation/action name. Filters audit trail by the kind of change performed. Use it to investigate a specific action such as create, update, refund, void, login, or provider sync.

Actor, entity, request ID

Search text for audit actor, entity, or request ID. Finds the exact staff action, changed record, API request, or provider/job event in Audit Trail. Search by staff name/email, entity ID, request ID, or recognizable entity text. Do not invent IDs.

Search people, phone, email, or client ID

Search text used to find an existing person before opening or creating records. Prevents duplicate people and helps staff open the correct profile from the global search dialog. Search by phone first, then email, client ID, or exact name.

Search name, phone, email or client code

Search text used to find an existing person in People. Prevents duplicate prospects, members, trials, and sales records. Search by phone/client code before creating a new prospect or member.

Mark as default

Turn this record into the default selection for the relevant workflow. Controls which filter, sender, registration, view, or setting is preselected for staff. Use only for the option the gym wants staff to use by default.

Attendance enabled

Whether staff attendance tracking is active for this staff/location policy. Controls whether roster attendance, check-in, checkout, and exceptions are tracked. Enable only when the gym is ready to use staff attendance operationally.

Make primary

Set the selected token, contact, payment method, or profile item as the primary one. Tells staff and workflows which saved item should be used first. Use only after confirming this is the preferred active item.

Video URL

Public or internal video link for staff profile/trainer intro. Can support customer-facing trainer/member context where enabled. Use an approved professional video link.

Bio

Short professional staff bio. Can appear in booking/member-facing contexts. Mention role, specialization, and language clearly.

Achievements (one per line)

Trainer/staff achievements, one per line. Supports profile credibility and future member-facing displays. Use factual achievements only.

Audience scope

Who should receive the notification/preference rule. Controls whether a setting applies only to self or a broader audience. Use Self for personal notifications; use wider scope only with permission.

Sign-up completion on

Who completes the final waiver/payment handoff for this POS sign-up. Controls whether the customer receives a self-completion link or staff completes the remaining steps inside the staff app. Use Client when the customer should finish on their own device. Use Staff when front desk is completing waiver and payment handoff immediately.

Locale

Language/region formatting locale. Controls display conventions for this staff user. Use the gym operating locale unless the staff member needs another display language.

Number format

Preferred number display format. Controls readability of amounts/counts for this staff user. Use India-friendly formatting for Indian operations.

Reason / recovery note

Why a self-serve verification or recovery action is being marked this way. Explains customer support decisions later. Write a factual note without sensitive passwords/OTP/card details.

IP address

Network address recorded for verification or audit context. Helps with security and traceability. Do not edit unless correcting a trusted system-supplied value.

Dashboard, queue, or workspace summary metric.

Helps staff understand workload, follow-up pressure, sales forecast, alerts, or operating health before opening detailed records. Use it for prioritization only; open the underlying people, task, opportunity, or notification records before acting.

People segment, queue, or profile category.

Groups customers/prospects by lifecycle or data-quality state so staff can find the right list quickly. Use the segment that matches the operating task, then search by phone/client ID before editing or creating records.

Recipient-status checkbox for class group messages.

Includes clients who have booked the class but may not have checked in yet. Keep selected for reminders, room changes, capacity notices, and general class updates that booked clients should receive.

Recipient-status checkbox for class group messages.

Includes clients who are already checked in for the class. Select only when the message is useful after arrival, such as trainer delay, room movement, or safety/attendance instructions.

Calendar day or week filter.

Controls roster, schedule, report, or follow-up time windows. Use the gym timezone and verify the selected date/week before booking, assigning, or reporting.

Staff attendance, roster, or workload status.

Supports payroll review, attendance exceptions, staffing coverage, and manager follow-up. Record the status that actually happened and review exceptions before treating them as payroll/accountability data.

Payment collection or credit method label.

Controls whether payment is collected through a generated Razorpay link or represented as internal wallet/credit. Use Razorpay link only when gateway links are configured; use internal credit only when finance policy allows it and audit notes are clear.

Plan duration or billing cadence.

Controls membership term, billing cycle, renewal timing, and checkout/proration behavior. Select the cadence agreed with the customer and confirm sale-time payment arrangement separately.

Audit actor/source filter.

Narrows audit trail records by operation source such as staff, system jobs, worker execution, or platform admin activity. Use it to investigate who or what changed a record before reversing, retrying, or escalating.

Person finance summary metric.

Shows outstanding balance, wallet credit, lifetime value, invoices, payments, refunds, or sales-return activity on the profile. Use it for review and reconciliation. Do not manually override money state from this summary row.

Person profile summary context.

Helps staff confirm they opened the right person and understand ownership, location, membership age, and recent visit state. Use it before changing subscriptions, tasks, bookings, or payments on the profile.

External integration/provider option.

Connects SquareOS to email, SMS, WhatsApp, lead capture, payment terminal, or access-control providers. Select/configure only the provider actually contracted and tested for this gym.

Audience/filter rule operator.

Controls how segments, automations, reports, or filters match records. Choose the operator that matches the rule in plain language, then preview the matched audience before saving.

Admin settings section or setup checkpoint.

Groups related owner/admin setup tasks so gym staff can find the correct configuration area. Open the section that owns the real workflow being configured; avoid changing unrelated masters while troubleshooting.

Report, operations, finance, or inventory summary label.

Helps staff scan workspaces for counts, saved views, scheduled exports, exceptions, stock, or finance work. Use it as a navigation/summary cue and open the detailed record before acting.

Task or workflow completion control/status.

Marks the selected task, campaign, booking, or workflow item as complete for reporting and next-step logic. Use only after the real action is finished and notes/outcome are recorded where required.

Trial booking availability setting.

Controls whether prospects can book trial slots through this setup. Enable only when trial capacity, staff ownership, follow-up tasks, and conversion process are ready.

Class booking linked to this record.

Connects a trial, session, attendance, or workflow record to a specific class booking. Verify the member/prospect, class, room, trainer, and attendance state before changing it.

Advance booking opening window in minutes.

Controls how early members can book a class, appointment, or trial slot. Set according to the gym booking policy and make sure it does not exceed capacity planning rules.

Booking workspace or booking state.

Represents appointment, class, trial, or reservation work in the current screen. Open the booking details before changing capacity, attendance, cancellation, or linked person data.

Reservation capacity limit.

Limits how many reservations/bookings a class or session accepts. Set it to the real room/trainer capacity before opening booking.

Waitlist capacity setting.

Controls whether extra members can queue after booking capacity is full. Enable only when staff will manage waitlist movement and member communication.

Campaign name.

Identifies the campaign in marketing, automation, reports, and staff review. Use a clear name with audience and purpose, such as Renewal reminder June.

Campaign type.

Classifies the campaign for channel, audience, reporting, and automation behavior. Choose the type that matches the real campaign goal and delivery channel.

Campaign description.

Explains why the campaign exists and what outcome staff expect. Describe audience, offer, timing, and success criteria without private credentials or internal clutter.

Campaign search text.

Finds an existing campaign before editing, duplicating, pausing, or reviewing it. Search by campaign name, audience, offer, or period before creating a duplicate.

Campaign workspace or campaign record.

Contains customer communication campaigns, audiences, templates, status, and delivery review. Use it for planned bulk/lifecycle communication and verify provider readiness before sending.

Campaign lifecycle status/filter.

Shows whether a campaign is editable, sending/running, paused, completed, or affected by opt-outs. Change campaign status only after checking audience, provider setup, quiet hours, and owner approval.

Point-of-sale workspace.

Starts customer checkout for plans, add-ons, retail items, payment, invoice, and receipt flow. Use POS when collecting or invoicing a sale, and verify customer, plan/items, tax, and payment method.

Upgrade fee amount or setting.

Adds the configured charge when moving a customer to a higher plan or service tier. Use only when the customer agreed to the upgrade and the proration/fee policy is clear.

Settings workspace.

Contains gym, finance, booking, communication, provider, role, and operational configuration. Change settings only with owner/admin permission and test high-impact provider or billing changes.

Overview tab or summary area.

Summarizes the current workspace before staff open detailed records. Use it for orientation; open details before making customer, payment, or schedule decisions.

All-day schedule or availability toggle.

Makes a booking, closure, leave, or availability rule cover the full operating day instead of a timed slot. Enable only for true full-day events; use start/end time for normal classes, appointments, and staff availability.

Trainer-availability override.

Allows staff to book even when the trainer is normally unavailable. Use only with manager/trainer approval and confirm the appointment manually after saving.

Drop-in sales or booking availability setting.

Controls whether one-off visits or drop-in purchases are offered outside normal memberships. Enable only when pricing, capacity, and front-desk handling for walk-ins are ready.

Member self-signup behavior.

Controls whether prospects can sign up online and whether a consultation is created after signup. Enable only after public plan details, payment collection, and follow-up ownership are tested.

Publish-to-live visibility control.

Moves gyms, locations, forms, or settings from draft/configuration into staff or customer-facing use. Publish only after owner review and a quick test of the affected public/staff workflow.

Checkout path or sale-state setting.

Controls where checkout happens and which incomplete, early, late, staff-side, or app-side payment states are allowed. Match the gym collection policy and provider readiness; test a small sale before enabling broadly.

Refund amount in minor currency units.

Controls how much money is refunded or adjusted in finance records. For INR minor units, 750000 means INR 7,500. Refund only the approved amount tied to the original invoice/payment.

Refund capability or processing route.

Controls whether refunds are allowed and whether they go through gateway, offline adjustment, credit, or manual finance handling. Enable only after the owner/finance refund policy is clear and audit evidence is required.

Provider test-mode setting.

Prevents real money movement or live provider actions while payment/messaging setup is being tested. Keep enabled in sandbox; disable only after live credentials, webhook checks, and a real low-value test are complete.

Membership-freeze approval or reason setting.

Controls which freeze requests can be auto-approved and how freeze reasons are classified. Use the owner-approved freeze policy so billing, access, and member communication stay consistent.

Membership-transfer permission or target.

Controls whether a membership can move and which plan, member, or location receives the transferred value/access. Use only for approved transfers and verify dates, remaining value, and destination before saving.

Compact print layout toggle.

Changes invoice/receipt print density for front-desk output. Enable only if the printed copy remains readable on the gym printer.

Required consent, field, or password-policy flag.

Controls whether staff/customer must acknowledge, opt in, or satisfy the field/password rule before continuing. Enable for compliance and data-quality requirements only; explain the requirement in nearby copy or staff SOP.

Default view or registration behavior.

Controls what staff or customers see first when the workflow opens. Choose the default that supports the most common operating path and document exceptions for staff.

Audit/activity visibility setting.

Controls whether system-generated activity appears alongside human staff actions. Show system events for troubleshooting and audits; hide only when it makes daily staff review clearer.

Payment-mode capability flag.

Controls whether a payment mode can collect one-time dues, online payments, recurring dues, or manual cycle collections. Enable only for payment modes that are configured, reconciled, and approved for that collection type.

Active operating count or filter.

Shows currently active customers, memberships, messages, or sales reps for operational review. Use it as a live filter/metric and open the underlying records before acting.

Availability, visibility, or editability status.

Controls whether a record can be used, seen, edited, or contacted in the current workflow. Set active/enabled only when the record is ready for staff/customer use; disable stale or unapproved records instead of deleting history.

Operational label, campaign focus, or service option.

Helps staff classify work consistently for sales, service, retention, and reporting. Use the approved label that matches the real campaign/service; avoid creating near-duplicate wording.

Filter or scope value that includes all matching records.

Lets managers review the full available set instead of a narrowed subset. Use only when a broad review is intended and permissions allow it.

Structured JSON policy/configuration value.

Controls advanced rules used by the backend. Use valid JSON and change only from an approved setting/template.

Schedule expression for recurring reports/jobs.

Controls when automated exports or jobs run. Use a reviewed cron expression and test with a non-critical schedule first.

Person or email address that receives the output/message.

Controls delivery of exports, notifications, or communication. Use a valid authorized recipient. Avoid personal emails for finance exports unless approved.

Who can see or reuse this item.

Controls whether a filter/template/settings item is private, brand-wide, or role-wide. Use private for personal work and brand/role default only for approved shared views.

Configured tag to attach to a person, campaign, task, or record.

Helps segmentation, filtering, automation, and staff handoff. Use existing tags consistently; do not create near-duplicate tags for the same meaning.

Reason for the status/action/change.

Explains why staff performed a high-impact or lifecycle action. Write a short factual reason that another manager can audit later.

Uploaded file, folder, or document reference.

Links proof, waivers, invoices, or supporting documents to the profile/workflow. Upload the correct file type and avoid sensitive unrelated documents.

Waiver template or signed waiver record.

Supports customer consent and risk documentation. Select the active waiver template for the service and confirm the signer details.

Trial offer/setup selection.

Defines the trial package, validity, session allowance, owner rules, and conversion path. Select the configured trial offer agreed with the prospect and avoid creating duplicate people.

Specific trial record for a person.

Links session logging, status, owner, validity, and conversion follow-up to one prospect/member. Use the active trial instance for that person and log only real attended/no-show sessions.

Trial start date.

Starts the trial validity window and controls when sessions/follow-ups should begin. Use the first agreed trial day in the gym timezone.

Trial end date.

Ends the trial validity window and triggers conversion or expiry follow-up. Set according to the trial offer duration and avoid manual extension without approval.

Staff owner for the trial.

Makes one staff member accountable for session follow-up and conversion. Assign the salesperson/trainer responsible for contacting the prospect after each trial step.

Trial type.

Classifies the trial as walk-in, online, paid, free, class-based, PT-based, or another configured type. Choose the type that matches the offer and how sessions will be logged.

Trial availability/applicability setting.

Controls whether the plan, service, location, form, or rule can create/accept trials. Enable only where staff can serve the trial and follow up on conversion.

Repeat-trial restriction window in days.

Prevents prospects from repeatedly taking free/discounted trials too soon. Set according to owner policy and review exceptions manually.

Trial lifecycle status.

Shows whether the trial is active, booked, completed, expired, canceled, or converted. Change only after the real session/conversion state changes.

Trial list, filter, or bulk-selection control.

Helps staff find, review, or act on trial records by status, owner, date, or prospect. Filter before bulk actions and confirm selected prospects before messaging or changing status.

Trial record or trial workflow.

Represents a prospect/member trial journey from booking through session logging and conversion follow-up. Attach it to an existing person, record real sessions, and keep next follow-up current.

Date/time until which online booking is blocked.

Temporarily prevents booking when policy, payment, or safety state requires it. Use only with a clear reason and review date.

Operational reason or use-case for this booking/message/action.

Helps staff understand why the record exists. Choose the closest configured purpose and add notes only when needed.

Customer-facing payment URL or payment-link record.

Lets the customer pay from their own device while preserving reconciliation. Generate from invoice/POS and send only through an enabled channel or copy action.

Gateway account display label.

Helps staff identify the payment gateway account during setup, checkout, reconciliation, and support. Use a label such as Razorpay Live - Main Gym or Razorpay Test - Sandbox.

Linked payment gateway account.

Connects checkout, payment links, webhooks, refunds, and reconciliation to the correct Razorpay/terminal/gateway setup. Select a configured, tested account for the current gym and do not use test accounts for live collections.

Payment gateway provider.

Defines which online payment provider handles checkout, links, refunds, or callbacks. Choose only the gateway contracted and configured for the gym, then test a low-value payment.

External provider account.

Selects the configured SMS, WhatsApp, email, payment, lead, terminal, or access-control account used by this workflow. Use the active account for the current gym/channel and verify credentials before sending or collecting.

Provider collection or delivery method.

Controls how an external provider sends messages, collects payment, or processes an integration action. Choose the method that matches the provider setup and customer/staff workflow.

Safe/fake provider mode.

Routes provider work through a non-live simulation path for testing without sending real messages or moving money. Enable only in sandbox/dev or explicit test runs; disable for live provider verification.

External provider template identifier.

Links SquareOS message content to approved WhatsApp/SMS/email/provider templates. Copy the approved template ID exactly and keep placeholders aligned with SquareOS fields.

Provider order identifier.

Links a SquareOS payment/order attempt to the gateway order record for reconciliation and webhook checks. Copy from the provider response/dashboard and verify invoice/customer before using it.

Provider payment identifier.

Links captured/attempted payment status to the external gateway transaction. Use the provider payment ID from the successful/failed payment record; never invent it manually.

Provider transaction identifier.

Connects terminal, gateway, bank, or messaging transaction records to SquareOS audit/reconciliation. Copy exactly from the provider transaction proof or callback.

External provider reference.

Stores the provider-side reference for support, webhook retry, reconciliation, or audit lookup. Copy the reference exactly and verify it belongs to the current gym/customer/action.

External integration provider.

Selects which gateway, messaging, terminal, lead, or access-control vendor handles this workflow. Choose the provider already configured in settings for this gym and test readiness before live use.

Customer, branch, or business address.

Feeds profile, invoice, GST, and location records. Use official address text. For JSON address fields, keep valid structured JSON.

Most recent visit/check-in date or time.

Helps identify active, irregular, or at-risk members. Treat as system history; do not manually change unless correcting data.

Reusable message, waiver, report, or configuration template.

Keeps staff output consistent and reduces manual entry mistakes. Use active approved templates and edit customer-specific details before sending.

Difficulty/service level or classification.

Helps match classes, trials, and programs to the right customer capability. Pick the level the customer can safely attend.

Recurrence pattern for class, task, report, campaign, or schedule.

Controls how often future records or reminders are created. Use the real operating cadence and confirm end/occurrence limit.

Search text for customer, payment, device, or transaction lookup.

Helps staff find existing people, invoices, payments, cards, transactions, or devices without creating duplicates. Search by phone/client ID first for people, and by provider/order/reference ID for payment reconciliation.

Items the customer should carry.

Tells the customer what to bring for trial, class, appointment, or entry verification. List practical items only, such as towel, water bottle, shoes, or ID card where policy requires it.

Staff employee identifier.

Links staff records to HR, attendance, payroll, roster, or access-control workflows. Use the official employee ID from HR/admin records and do not reuse it across staff.

Internal person record identifier.

Identifies the exact customer/prospect/member record for imports, audit, support, or migration workflows. Copy from SquareOS only when a technical workflow asks for it; normal staff should search by phone/client code.

Internal invoice identifier.

Links payments, refunds, receipts, support checks, and reconciliation back to the exact invoice. Copy the invoice ID from the invoice record and verify customer/amount before using it.

External lead-source identifier.

Connects imported Facebook, website, partner, or campaign leads to their original source record. Keep the provider/source ID unchanged for de-duplication and attribution.

Provider credential key identifier.

Pairs with a secret/token so SquareOS can authenticate with gateways, messaging, or integrations. Copy exactly from the provider dashboard and keep it aligned with the matching secret.

Payment terminal or external device identifier.

Maps a physical POS/terminal/access device to SquareOS for collections and reconciliation. Copy the ID from the provider/device dashboard and verify it belongs to the current gym/location.

Payment collection reference or authorization code.

Supports offline/gateway reconciliation for UPI, bank transfer, terminal, cheque, or external payment collections. Enter the real provider/bank/reference code from the receipt or transaction proof before marking payment collected.

Payment-search fields list.

Explains which payment attributes the search can match. Use one exact known value such as invoice number, payment reference, amount, or collection date.

Reference classification.

Tells reports, imports, or reconciliation what kind of external/internal reference is being stored. Choose the type that matches the source, such as invoice, payment, device, lead, or provider reference.

External or internal reference value.

Connects this record to a provider, payment, import, support case, device, or source system. Copy the reference exactly from the source system and verify the linked customer, amount, or device before saving.

Invoice or invoice line item.

Controls billing, tax, collections, refunds, and ledger reporting. Select the invoice tied to the actual sale/payment/refund being handled.

How money is collected or represented.

Controls reconciliation, gateway/terminal readiness, and reports. Match the real collection method: cash, manual UPI, bank transfer, gateway, terminal, or internal credit.

Registered payment terminal/POS device.

Required for terminal collection and device reconciliation. Use only configured active devices at the current gym/location.

Saved rule, report, automation, or system definition.

Controls how the system runs repeatable behavior. Change definitions carefully and verify downstream impact.

Sales opportunity linked to a person.

Tracks pipeline stage, owner, expected plan/value, and next follow-up. Use one active opportunity per live sales conversation unless there is a deliberate separate product conversation.

Number of sessions included in a trial or session pack.

Controls how many attendances can be logged before sale/renewal is needed. Use configured trial/pack limits and do not overpromise sessions manually.

Appointment booking linked to this record.

Connects trials, PT, tours, consultations, and attendance to schedule history. Confirm person, trainer, date/time, entitlement, and cancellation policy.

Class or class booking reference.

Controls group attendance, capacity, waitlist, and class reporting. Confirm room, trainer, class date/time, and capacity before booking or marking attendance.

Human-readable staff note.

Gives context for handoff, outcome, or support history. Write factual notes with date/outcome/next action. Keep sensitive excess detail out.

Scheduled date/time or schedule record.

Controls reminders, bookings, automations, and reports. Use gym timezone and confirm the customer/staff agreed to the time.

Task category grouping type.

Controls how task categories are grouped for CRM, service, renewal, payment, or operational follow-up. Choose the grouping that matches the staff process and keep categories easy to scan.

Configured task-category list.

Defines the allowed buckets staff can use when creating follow-up and operational tasks. Keep categories simple, action-oriented, and aligned to reporting needs.

Task category.

Groups the task for queues, reports, ownership, and staff prioritization. Choose the category that best describes the work, such as Sales follow-up, Tour, Renewal, Payment, or Service.

Configured task-type list.

Defines the exact action types staff can choose inside task creation and follow-up workflows. Use clear options such as call, WhatsApp, SMS, email, visit, tour, payment follow-up, or service follow-up.

Task action type.

Tells staff what action to perform and lets managers report on follow-up channels. Choose the action staff will actually do next; do not use a generic type when a channel-specific one exists.

Task title.

Summarizes the next staff action in queues, reminders, and opportunity/profile timelines. Write a short action phrase with context, such as Call Riya about trial renewal.

Call-task duration in minutes.

Records call length for follow-up quality, staff activity, and CRM history. Enter the actual call duration after the call or leave blank if the call did not happen.

Task outcome explanation.

Documents what happened after staff completed or attempted the task. Record the customer response and next step, especially for no-answer, not interested, booked, or payment outcomes.

Task queue or task list.

Shows due, planned, or grouped staff work that needs action. Use the queue to prioritize work by due time, owner, person, and opportunity context.

Individual task record.

Represents one accountable staff action linked to a person, opportunity, trial, payment, or service workflow. Open the task to confirm owner, due time, notes, and outcome before marking it complete.

Pipeline or workflow stage.

Controls board position, reporting, and allowed next actions. Move stages only when the real-world customer outcome has changed.

Time duration or delay in minutes.

Controls attendance automation, booking length, grace periods, and utilization reports. Use operational policy values and verify they match the gym schedule.

Tenant, audience, location, or visibility boundary.

Controls where the setting/action applies. Keep scope narrow unless the change is intentionally brand-wide.

Online meeting/class URL.

Lets staff or members join virtual sessions where offered. Use the approved link and avoid personal meeting links unless policy allows it.

Waitlist setting or waitlisted customer count.

Controls overflow when classes or appointments are full. Use waitlist only when capacity is full and staff will follow up.

Customer/person record.

Links the workflow to the correct human profile. Search by phone/client ID and avoid duplicate records.

Who can use this plan, class, trial, or benefit.

Prevents selling or booking something the customer should not receive. Match eligibility to membership, plan, age/safety, or gym policy.

Expiry date/time or validity window.

Controls when a link, trial, offer, token, or rule stops working. Set enough time for the customer/staff action, but avoid unnecessarily long validity.

Next scheduled action for staff.

Prevents leads, trials, renewals, and dues from going cold. Set a concrete channel/action and due date before leaving the workflow.

Preferred language or message template language.

Helps staff communicate in the right language. Use the language the customer/staff actually prefers.

Result of the task, session, payment, or workflow.

Drives reporting and decides the next step. Record what really happened, with notes when the outcome is negative or unclear.

Message body or message configuration.

Controls what the customer or staff receives. Keep customer messages clear, approved, and channel-appropriate.

Display color for tag/status/category.

Helps staff scan lists quickly. Use distinct colors sparingly and keep meanings consistent.

Maximum usable session count.

Controls trial/PT/session-pack entitlement. Match the sold or configured session allowance.

Staff job title or role label.

Supports roster, permissions, and staff profile clarity. Use the HR/operational designation used by the gym.

Break period in staff availability or roster.

Prevents booking/work assignment during unavailable time. Enter real break windows before bookings are opened.

Recurring billing anchor or cycle rule.

Controls invoice timing, proration, and recurring dues. Use the customer agreement and gym billing policy.

Discount/offer code or coupon rule.

Controls sale discount and eligibility. Apply only approved active coupons and check minimum invoice/target rules.

Workflow action or automation action.

Defines what the system or staff will do next. Choose the action that matches the real operational outcome.

How refund should be processed.

Controls whether money returns through gateway, offline adjustment, credit note, or manual route. Follow finance policy and keep audit evidence.

How a code/document/link is generated.

Controls manual versus automatic sequence/source behavior. Use automatic generation unless migration or finance policy requires manual entry.

Restriction placed on a client/member profile.

Controls access, booking, or service guardrails. Use only with clear reason, review date, and manager permission where required.

Specific customer records included in this action.

Controls targeted offers, messages, or permissions. Review selected names/phones before sending or applying changes.

Corporate or partner organization.

Supports corporate offers, benefits, and relationship ownership. Use the legal/trade name recognized by the gym.

Cash drawer or active cash shift.

Controls cash collection accountability and reconciliation. Use the drawer/shift physically used for the transaction.

Provider webhook signing secret.

Verifies callbacks from gateways or messaging providers. Paste exactly from provider setup and keep it confidential.

Registered hardware device, serial number, or asset number.

Connects terminal/biometric/access hardware to the gym and supports device reconciliation. Register only trusted devices and copy serial or asset numbers exactly from the physical device/provider dashboard.

Audience segment or saved customer group.

Controls campaign, automation, and report targeting. Preview audience before sending or activating.

Filter field or dynamic form field.

Controls which records are included or what data is captured. Choose the field that directly matches the question/report/segment.

Relative or absolute timing control.

Controls when reminders, campaigns, automations, or schedules fire. Use clear units and avoid sending outside allowed/quiet hours.

System event that starts or classifies a workflow.

Controls automation, notifications, or audit filtering. Choose the event that exactly matches the intended real-world trigger.

Existing conversation thread.

Keeps customer communication in one history. Reuse an existing person thread when continuing the same topic.

Connected Facebook/Meta account.

Used for lead ingest or campaign attribution. Select the account configured for the gym/page.

Campaign, automation, or business objective.

Explains why the communication/workflow exists. Use a short measurable goal such as trial booking, renewal, or payment collection.

Hot, warm, or cold sales interest level.

Helps prioritize follow-up. Base it on customer behavior, not optimism.

Consent requirements before messaging.

Prevents sending on channels where customer has not opted in. Require opt-in for outbound channels according to policy/provider rules.

How a campaign/automation is scheduled.

Controls one-time, recurring, or trigger-based sending. Use one-time for fixed campaigns and trigger-based for lifecycle journeys.

Time window where messages/automation should not run.

Prevents customer disturbance and policy violations. Set quiet hours before activating campaigns.

URL used in profile, message, app navigation, or public identity.

Controls links that staff/customers may open. Use approved HTTPS links and verify they open correctly.

Brand/workspace identity.

Controls tenant identity, templates, reports, and settings scope. Select the current gym brand unless intentionally configuring company-wide data.

Quantity or ordering number.

Controls stock movement, display order, or processing sequence. Use accurate counts and stable ordering values.

Reusable report/filter configuration.

Lets staff rerun the same view consistently. Name it clearly and set visibility only for intended users.

Download/export file format.

Controls whether output is CSV, XLSX, JSON, or another format. Use XLSX for spreadsheet review and CSV for system imports/exports.

Default regional business setting.

Controls new records, display, invoice, and payment defaults. For Indian gyms use India, INR, and the approved locale unless operating elsewhere.

Allowed network/IP access policy.

Restricts staff login or admin access to trusted networks. Use CIDRs carefully and test before enforcing.

Target staff, gym, permission template, or customer group.

Controls who receives a notification/campaign or who is affected. Preview the target audience before saving or sending.

Operational policy window in days.

Controls risk/referral/renewal automation behavior. Set according to gym policy and review reports after launch.

Pipeline or kanban board.

Groups stages for opportunities/tasks. Use the board configured for the sales process at this gym.

Short summary of what changed.

Documents versioned waivers/templates/settings updates. Write a clear release-style summary before activating.

Allowed actions or access scope.

Controls what staff can see and do. Grant the least access needed for the role.

Staff member responsible for a corporate/partner relationship.

Creates clear ownership for benefits and corporate accounts. Assign the staff member actually managing that organization.

Report or dashboard configuration.

Controls analytical views and saved layouts. Use approved reports/layouts and verify filters before sharing.

Calculation basis for accounting, commission, or payout rule.

Controls how amounts are calculated. Choose the basis approved by finance/owner policy.

Report, payout, automation, or job run record.

Shows execution history and status. Use run history to verify what executed before rerunning.

Movement/posting direction.

Controls stock movement, ledger posting, or workflow direction. Choose direction according to real movement: in/out, debit/credit, source/target.

Service categories eligible for the plan, trial, class, pack, or report.

Controls which services a customer can use or which services appear in metrics. Select only the categories actually included in the offer or report.

Referrer name or linked referrer profile.

Supports referral attribution and rewards. Prefer an existing person profile where available; otherwise enter the name exactly.

Current tenant/workspace/gym context.

Prevents data from being created under the wrong gym. Do not change tenant context unless you are intentionally operating for that gym.

Allowed lead-convertibility choices.

Controls what sales staff can choose for lead quality. Keep the list simple and aligned to the sales process.

Allowed service-interest choices.

Standardizes what prospects are interested in for reporting and follow-up. Use clear options such as membership, PT, trial, class, weight loss, or transformation.

Targeting mode for offer, coupon, message, or automation.

Controls who the rule applies to. Use the narrowest mode that matches the business intent.

Product/SKU/form attributes.

Defines variants, metadata, or dynamic field behavior. Use consistent attribute names and values so stock/forms remain searchable.

Text used to find existing records.

Prevents duplicate work and speeds up staff workflow. Search by phone first, then name/email/code.

One-time verification code from the customer/session.

Confirms the self-serve or authentication flow belongs to the right person. Enter only the current code shown to the customer. Never store OTPs in notes.

International dialing prefix for phone-number fields.

Controls phone normalization, duplicate matching, SMS, WhatsApp, and OTP delivery. Use India +91 for normal Indian gym operations unless the customer number is from another country.

Provider credential secret.

Lets SquareOS authenticate with payment, messaging, or integration providers. Paste exactly from the provider dashboard, keep it confidential, and rotate it if exposed.

Physical keyfob, access card, or product barcode identifier.

Links check-in/access hardware or retail scanning to the correct person, item, or transaction. Copy or scan the value exactly from the device/card/product. Do not reuse one identifier across people or SKUs.

Tenant or provider hostname/domain value.

Controls where a gym, webhook, hosted page, or integration endpoint resolves. Use the approved lowercase hostname without extra spaces. Do not paste full URLs unless the field asks for a URL.

Human-readable automation name.

Helps staff identify the journey in automation lists, logs, and owner reviews. Name it after the trigger and goal, such as Trial no-show follow-up or Renewal reminder.

Short automation purpose and operating note.

Explains why the automation exists and helps future staff decide whether it should stay active. Describe the trigger, audience, channel, and intended customer outcome without internal-only secrets.

Email/message subject line.

Appears in the customer inbox and helps staff identify the message later. Keep it short, specific, and approved for the channel. Do not put private notes or misleading offers in the subject.

Visible title for a task, opportunity, notification, report, offer, or content item.

Shows staff or customers what the record/action is about before they open it. Use a clear operational title that matches the person, offer, message, or report purpose.

Stable admin/system code.

Connects settings, roles, tax/ledger lines, automation triggers, imports, and reports reliably. Use an approved stable code before go-live. Avoid changing codes after records depend on them.

Provider, bank, gateway, sender, or ledger account display name.

Helps staff choose the correct configured account during payments, messaging, and reconciliation. Name it after the provider/account purpose, for example Razorpay Live, MSG91 OTP, or HDFC Current Account.

Configured sender identity or sender account.

Controls which email/SMS/WhatsApp/push sender is used for customer or staff messages. Use a connected, approved sender for the current gym and channel; do not send from test identities in live operations.

Official business or trade name.

Feeds invoices, GST identity, partner records, and legal/customer-facing documents. Use the registered name from GST/business records when legal identity matters; use trade name only where the UI asks for it.

Corporate, vendor, or referral partner name.

Identifies the external relationship used for benefits, attribution, billing, or reporting. Use the partner name recognized by the owner and finance team.

Room or training-area name.

Appears in class, appointment, capacity, and location schedules. Use the physical room name staff and members will recognize at the gym.

Reusable schedule or timetable name.

Helps staff identify the correct class, roster, report, or automation schedule. Name it after the service, location, and cadence when useful, such as Morning PT roster.

Saved filter name.

Lets staff reuse the same report/list segment without rebuilding filter conditions. Name it by audience and purpose, such as Renewal due this week.

Business rule name.

Identifies pricing, tax, eligibility, automation, or policy rules in admin lists. Use a stable operational name and avoid changing it after staff rely on it.

Lead-capture form name.

Tracks which public/internal form produced a prospect or enquiry. Name it by source and offer, such as Instagram trial form or Website enquiry form.

Public or self-serve page name.

Appears in page builders, links, campaigns, and customer-facing signup flows. Use a short customer-safe name that matches the offer or gym page.

Product, SKU, or form attribute name.

Defines the label used for variants, custom fields, or structured metadata. Use consistent attribute names such as Size, Color, Goal, or Fitness Level.

Staff/customer-visible display name.

Controls how the record appears in lists, messages, reports, and customer-facing screens. Use the visible name staff or customers should see; keep legal names only where the UI asks for them.

Saved payment token label.

Helps staff identify an authorized saved card/mandate/token without exposing sensitive details. Use a safe label such as Visa ending 1234 or Primary autopay mandate.

Waiver/document signer name.

Records who accepted a waiver, form, agreement, or policy document. Use the signer’s real name and confirm authority if the signer is not the member.

Secondary offer display name.

Names an alternate or supporting offer shown with the main membership/campaign offer. Make it clearly different from the primary offer and verify price/validity copy.

Offer or promotion name.

Appears in sales, campaign, checkout, and reporting workflows. Use the approved offer name and avoid duplicate names for different prices or validity windows.

Invoice, ledger, tax, or pricing line name.

Appears on invoices, tax summaries, ledgers, or checkout line items. Use finance-approved wording so invoices and accounting exports are readable.

Payment, booking, delivery, or operating mode name.

Identifies a selectable operational mode in settings or checkout. Use the exact mode staff should choose, such as Cash, Manual UPI, Online Razorpay, or Bank transfer.

Visible label for the configured field, option, or setting.

Controls the short text staff or customers see in forms and lists. Use clear operational wording and keep labels short enough for the UI.

Primary display name for the current record.

Identifies the person, plan, class, provider, report, product, or setting in the current screen. Use the real operational name for this exact record and avoid near-duplicate names.

Items the customer should bring for the class, appointment, or trial.

Sets customer expectations and helps front desk/trainers prepare for the session. List practical items only, one per line where supported, such as towel, water bottle, shoes, or resistance band.

Selected customer/person for the workflow.

Links the action to the correct person profile, invoice, booking, message, or report row. Search by phone/client code where possible and confirm the profile before saving customer-linked work.

Calculated total count, stock value, or money/quantity summary.

Helps staff review checkout, inventory, or report totals before acting. Treat calculated totals as review evidence; open the underlying line items before correcting records.

Low-stock threshold or low-stock inventory indicator.

Warns staff when retail stock needs reorder or attention. Set thresholds by real sales velocity and review low-stock lists before ordering.

Recurring payment mandate, autopay setting, or saved payment token.

Controls whether recurring dues can be charged automatically and which saved token is primary. Use only after customer authorization and provider verification; never mark a token primary without consent.

Target plan for a transfer, upgrade, or plan change.

Controls which membership the customer will move into after the change is applied. Select the plan the customer agreed to buy or move into; review price, tax, entitlement, and effective date before saving.

Charge/tax/setting applicability flag.

Controls whether the rule applies during signup, active subscription billing, or recurring dues. Enable only for the sale/billing phase the owner intends; wrong applicability can overcharge or miss charges.

Gender audience or segmentation values.

Used only for reports, forms, or communication segments that explicitly need gender filtering. Use the narrowest necessary segment and avoid guessing gender from name.

Automation/filter operator or staff operator context.

Controls how conditions are evaluated or which operator/staff interaction is recorded. Choose the operator that matches the plain-language rule and preview the matched records.

Tour visit or guided walkthrough context.

Connects sales follow-up and trial workflows to an in-gym tour outcome. Use only when a tour is booked, attended, or being discussed with the prospect.

Tomorrow quick-filter for tasks, bookings, or reminders.

Shows work due on the next operating day. Use as a quick filter only; verify the exact due date before committing staff promises.

Automation status, automation workspace, or starter template library item.

Helps staff configure, review, pause, or start communication/workflow automations. Use starter templates only after confirming trigger, audience, provider readiness, and quiet-hour rules.

Where the lead/customer came from.

Shows which acquisition channels produce sales. Pick the clearest option such as Walk-in, WhatsApp, Instagram, referral, website, or Google Ads.

Communication or acquisition channel.

Helps staff use the right follow-up path and reporting. Use channel only when it adds meaning beyond source.

Sales owner or client representative.

Controls who owns lead follow-up, opportunity conversion, and customer relationship handoff. Assign the staff member who will actually contact the person and keep the next task updated.

Owner for the trial, PT, or service session.

Makes one staff member accountable for the session outcome, notes, and follow-up. Choose the trainer or staff member who will deliver or manage that session.

Trainer assignment or availability control.

Controls who delivers the appointment/class/PT session and whether schedule conflicts are allowed. Select the real trainer and override conflicts only with trainer or manager approval.

Customers assigned to a staff member.

Shows or controls the customer list a staff member is responsible for. Use assignment to balance workload and make ownership clear for follow-up/service.

Task or record assignee.

Defines who must complete the task, request, opportunity action, or operational follow-up. Assign the person responsible for the next action, not just the person who created the record.

Staff selection for targeting, association, or assignment.

Controls which staff can receive work, see the record, or be affected by a campaign/setting. Select only relevant active staff and review permissions before saving.

Staff app access or visibility setting.

Controls whether the item or permission is available inside the staff portal/app. Enable only for features staff should use operationally and verify role permissions.

Staff member or staff-scope selection.

Links the setting, report, booking, task, or access rule to staff users. Choose the active staff member or staff group that matches the workflow.

Record owner or ownership search field.

Identifies who owns the person, lead, task, opportunity, or operational record. Use owner filters for accountability review and change ownership only after a real handoff.

Source or destination gym/location for transfer.

Controls where membership access or operational ownership moves. Choose the actual current gym and destination gym; do not use these fields as date ranges.

Sales follow-up, task, tour, or due date.

Drives staff task queues, opportunity next steps, reminders, and overdue reporting. Set the next realistic staff action date/time in the gym timezone and update it after the customer outcome changes.

Expected opportunity close date.

Supports sales forecast, pipeline review, and owner visibility. Use the date the customer is realistically expected to buy, not an optimistic target.

Scheduled execution, visit, class, cancellation, or automation date/time.

Controls when staff work, messages, bookings, or lifecycle changes are expected to happen. Confirm the gym timezone and exact customer/staff agreement before scheduling.

Service session or event date/time.

Places attendance, PT, trial, appointment, or calendar work on the correct operating day. Use the actual service date/time and verify it before marking attendance, no-show, or completion.

Time or timezone for booking, roster, automation, or display.

Prevents missed follow-ups, incorrect rosters, and wrong message/send windows. Use the gym operating timezone unless the field is a personal display preference.

Billing anchor or bill date.

Controls invoice timing, recurring dues, collection tasks, and proration behavior. Confirm the customer agreement and owner billing policy before changing billing dates.

Validity or expiry date.

Determines when offers, links, subscriptions, trials, tokens, or settings stop being usable. Set the real last valid date and avoid extending access without approval.

Effective date range for a plan, policy, mapping, transfer, or setting.

Controls when a change starts and stops affecting live operations. Use the approved start/end dates and check existing records that may depend on the old rule.

New effective start date/time.

Sets when a membership, freeze, transfer, roster, or schedule change should begin after editing. Use the approved new start point and check whether proration, access, or bookings are affected.

New effective end date/time.

Sets when a membership, freeze, transfer, roster, or schedule change should stop after editing. Use the approved new end point and verify access, billing, and booking impact before saving.

Start-date filter boundary.

Filters records by the beginning of their membership, schedule, report, freeze, transfer, or booking window. Use inclusive gym-timezone ranges and confirm the returned records before exporting or acting.

End-date filter boundary.

Filters records by when memberships, schedules, reports, freezes, transfers, or bookings end. Use inclusive gym-timezone ranges and check whether open-ended records should be included.

Workflow start date.

Defines when the plan, subscription, trial, freeze, class, roster, policy, or campaign becomes active. Use the real agreed start date and review linked billing, access, reminders, or capacity before saving.

Workflow end date.

Defines when the plan, subscription, trial, freeze, class, roster, policy, or campaign should stop being active. Use the real agreed end date; leave blank only when the workflow is intentionally open-ended.

Start boundary for the current workflow.

Marks when the current class, report, schedule, membership, automation, or policy window begins. Confirm the start value against the customer agreement or operating schedule before saving.

End boundary for the current workflow.

Marks when the current class, report, schedule, membership, automation, or policy window ends. Confirm the end value and avoid accidental open-ended access, billing, or automation.

Stop date or ending condition.

Controls when a repeat, automation, class series, freeze, or campaign should stop. Use the agreed stop condition so SquareOS does not keep creating work after the policy or campaign ends.

Report, audit, or list date-range filter.

Controls which records appear in reports, exports, audits, and work queues. Use inclusive ranges in the gym timezone and verify the output before exporting or making decisions.

Admin policy window measured in days.

Controls how far staff can backdate billing, future-start subscriptions, or default report filters. Set according to owner policy before go-live and review exceptions in reports.

Calendar preference, working-day, or date override setting.

Controls staff calendar display, roster availability, and exceptions to normal weekly schedules. Use the gym calendar policy and document exceptions clearly.

Explicit date selection requested by the workflow.

Lets staff/customer select the exact date needed by the current booking, self-serve, report, or payment flow. Pick the real agreed date in the gym timezone and review any downstream booking, payment, or validity effect.

Calendar or time-window value for the named schedule, billing, lifecycle, or reporting field.

Sets when that workflow starts, ends, becomes due, becomes effective, expires, or appears in reports. Use the gym timezone, confirm DD-MM-YYYY style dates with customers, and verify any linked billing/schedule effect.

Time or timezone for the booking, task, roster, or display.

Prevents missed follow-ups and booking confusion. Use the gym’s operating timezone unless the setting is personal display preference.

Activity timeline panel or setting.

Shows customer/staff/system history for the selected record. Use it for review and audit context before changing the record.

Comma-separated record identifiers.

Lets admin or migration workflows target several exact records at once. Paste only verified IDs, separated by commas, with no extra names or explanatory text.

Provider sender identity value.

Maps the sender name/number/address used by SMS, WhatsApp, email, or push providers. Copy the exact approved sender value from the provider dashboard.

PT or session-pack balance count.

Controls how many PT, trial, or service sessions the customer can still use. Set from the sold pack or approved adjustment, then verify booking/cancellation rules consume or restore sessions correctly.

Prorated charge or credit amount.

Adjusts checkout when a plan starts, changes, or ends mid-cycle. Review the calculated period and explain the adjustment before collecting payment.

One-time joining fee amount.

Adds a separate onboarding charge during membership sale or signup. Use only when the gym charges joining fee separately from plan price and GST handling is configured.

Cancellation penalty or fee amount.

Controls the charge applied when a booking, subscription, or service is canceled outside policy. Apply only according to the visible cancellation policy and record the reason.

Cash, collection, or reconciliation amount.

Supports payment capture, cash drawer opening/closing, deposits, and finance reconciliation. Enter the actual counted/collected amount and reconcile against invoices or shift totals.

Discount calculation type.

Decides whether a discount is flat, percentage-based, coupon-based, or otherwise calculated. Choose the type approved for the offer before entering rate or amount.

Discount value or percentage.

Reduces checkout/invoice value and affects revenue, tax, and approvals. Use only approved discounts and confirm whether the value is a percentage, basis points, or minor currency units.

Tax-inclusive pricing flag.

Controls whether displayed/catalog prices already include GST or tax is added at checkout. Set before selling plans and keep consistent with invoices and owner pricing policy.

Plan, catalog, SKU, or sale price.

Controls checkout totals, margin, GST calculation, and member-facing price expectations. Use owner-approved prices and review tax-inclusive/exclusive behavior before go-live.

Percentage, tax, discount, commission, or fee rate.

Controls percentage-based calculations for tax, discount, commission, gateway fee, or payout rules. Confirm whether the field expects percent or basis points before saving.

Money amount in minor currency units.

Feeds invoices, payments, ledger entries, cash reconciliation, or checkout calculations. For INR minor units, 750000 means INR 7,500. Verify zeroes and invoice/payment context before saving.

Money amount for the selected sale, fee, rule, or collection.

Controls the payable, collectible, or threshold amount in the current finance workflow. Enter the approved amount and confirm whether tax, discounts, and payment method fees are handled separately.

Business value for the current record.

Represents deal value, setting value, report value, or provider value depending on the opened workflow. Use the value expected by the current screen and verify downstream report or provider behavior before saving.

Tax identity or classification.

Controls GST invoice correctness and accounting export. Use official GST/SAC/HSN values from finance/admin policy.

Membership product or current subscription.

Controls entitlement, billing, and service access. Select the active plan/subscription that matches the customer agreement.

Product or plan selected for checkout.

Adds the chosen membership, service, retail item, or package to the sale flow. Select from configured products so price, tax, entitlement, and invoice lines stay correct.

Catalog product name or product record.

Identifies the item or service staff sell, report, or manage in catalog/inventory. Use the approved catalog item; do not create near-duplicate products for the same sale item.

SKU available for sale.

Controls which stock or service SKU can be sold through POS or checkout. Enable only SKUs with approved price, tax, stock/service entitlement, and reconciliation setup.

Inventory view for SKU stock levels.

Shows available, reserved, low-stock, and movement state for retail items. Use it to review stock before sale, transfer, adjustment, or reorder.

Stable SKU code.

Connects a retail/service SKU to barcode scanning, imports, inventory movements, checkout, and reports. Use one stable code per SKU and avoid changing it after stock or sales exist.

SKU display name or SKU list.

Names or lists sellable stock/service units shown in checkout, inventory, and reports. Use clear staff-facing SKU names that distinguish size, variant, or pack where relevant.

Retail stock SKU.

Represents a physical inventory item sold or adjusted through retail/POS workflows. Use only for stock-managed retail items and verify inventory quantity before selling.

Retail inventory management area.

Groups SKU setup, stock movements, low-stock review, and retail sales controls. Use it for physical-product workflows, not membership or PT entitlement setup.

Charge grouping for checkout, invoices, or reports.

Groups fees, add-ons, joining charges, recurring dues, or other billable lines for finance review. Choose the finance-approved category so tax and revenue reporting remain readable.

Stable charge code.

Connects a fee or charge line to billing rules, imports, tax mapping, invoices, and reports. Use an approved stable code and avoid changing it after invoices exist.

Charge or fee line item.

Names the billable line shown during checkout, invoice review, or billing setup. Use a clear finance-approved name such as Joining fee, Locker, PT pack, or Freeze fee.

Recurring billing charge.

Adds a repeating amount to subscription dues, monthly contracts, or recurring invoices. Enable only after confirming billing cycle, tax treatment, and cancellation rules.

Stable add-on code.

Connects add-on setup to checkout, entitlements, recurring billing, reports, and imports. Use a stable code for each add-on such as locker, PT-session-pack, or diet-plan.

Recurring add-on attached to a subscription.

Adds an extra item/service that repeats with membership billing cycles. Use only when the customer agreed to recurring charges and cancellation behavior is clear.

Add-on service or extra item.

Represents extras such as locker, PT sessions, retail bundle, nutrition plan, or other sale-time additions. Select configured add-ons and confirm whether they create entitlement, recurring billing, or stock movement.

Manual SKU fallback behavior.

Allows staff to continue when barcode/SKU lookup cannot find a configured item. Use only as an exception; configure the SKU properly before routine sales.

Payment or operating mode category.

Groups modes for checkout, reconciliation, reporting, or settings display. Choose the category that matches how staff will collect, book, or operate this mode.

Finance/provider account type.

Classifies accounts for payout, payment, ledger, gateway, or sender configuration. Use the account type from the provider/finance setup and keep it consistent for reconciliation.

Code generation or identifier type.

Controls how system, import, tax, role, or provider codes are interpreted. Choose the type that matches the code source before records depend on it.

Entity type affected by this rule or audit record.

Tells SquareOS whether the setting/action applies to people, plans, invoices, payments, classes, staff, or another record family. Pick the exact record family being configured or investigated.

Event or activity type.

Classifies timeline events, automations, notifications, or audit records. Choose the event type that matches what actually happened or what should trigger.

Inventory, membership, or ledger movement type.

Classifies whether value, stock, or access moved in, out, returned, transferred, adjusted, or consumed. Match the real movement before saving; wrong movement types break stock/ledger history.

Sales return or refund return type.

Controls how returned products, payments, credits, or invoices are handled. Use the type approved by finance and confirm stock/payment impact.

Customer/staff request type.

Routes requests such as freeze, cancellation, support, transfer, or service changes to the right workflow. Choose the request type staff will use to resolve and report the request.

Sales or service follow-up channel/type.

Defines whether the next staff action is call, WhatsApp, SMS, email, visit, tour, or another follow-up. Choose the channel/action staff will actually perform and set the due time.

Inventory or sale item type.

Classifies whether the item is retail stock, service, add-on, membership-related, or another sellable item. Use the item type that matches entitlement, inventory, and checkout treatment.

Stable service-category code.

Connects services such as PT, classes, trial, membership, or add-ons to plans, reports, and entitlements. Use an approved code and avoid changing it after plans or bookings use it.

Service-category display name.

Names the service group shown in plans, bookings, reports, and staff setup. Use a clear name such as Membership, PT, Group Class, Trial, or Locker.

Stable category code.

Connects category settings to imports, reports, automations, and backend rules. Use an approved stable code before go-live.

Category display name.

Names the grouping staff see in lists, checkout, bookings, reports, or settings. Use clear staff-facing wording and avoid duplicate categories for the same concept.

Allowed subtypes for this category or workflow.

Defines the child options staff can choose under the selected type/category. Enter one approved subtype per line and keep the list short enough for staff to use.

Current workflow category.

Groups the record for staff filtering, reporting, checkout, booking, or automation behavior. Pick the category that staff would naturally use to find or report this record.

Current workflow type.

Determines how the record is handled in the opened screen, such as task, request, payment, inventory, or setting behavior. Choose the type that matches the real-world action before saving.

Technical or operating kind for this record.

Tells SquareOS which variant of a setting, item, message, or workflow is being configured. Select the kind that matches the actual operating behavior and avoid using it as a free-text label.

Importance level.

Helps staff decide what to handle first. Use High only when delay creates revenue, safety, or customer risk.

Current lifecycle state.

Controls visibility, reports, and available actions. Change status only after the real-world state changes.

Customer-facing email message body.

Controls the full email content sent to customers, staff, or report recipients. Write approved, specific copy with the right subject context; include only information safe to send by email.

Customer-facing SMS message text.

Controls the short text sent through the configured SMS provider. Keep it concise, approved, and action-oriented; avoid long links or private internal notes.

Customer-facing WhatsApp message text.

Controls the WhatsApp copy or template body customers receive. Use approved template language where required and personalize only the allowed fields.

Mobile push notification body.

Controls the short notification text shown on customer or staff devices. Keep it short enough for a lock screen and make the action clear.

Main message or document body.

Holds the primary customer/staff-facing copy for the selected communication, waiver, form, or content item. Write clear approved copy and remove internal-only notes before publishing or sending.

Staff comment or audit note.

Records the reason, outcome, or handoff context for another staff member or manager. Write factual comments with outcome, date/time, and next step; avoid private details that do not help operations.

Secondary customer-facing supporting description.

Adds extra explanation below the main name/title for an offer, page, content item, or service. Use concise supporting copy that clarifies the offer without contradicting price, validity, or policy.

Operational or customer-facing description.

Explains what the setting, offer, class, report, campaign, form, or record is for. Describe the real use case, eligibility, and staff/customer expectation. Do not use description fields for private notes.

Published or message content.

Controls reusable content, page copy, template copy, or communication text shown to staff/customers. Use approved copy, check links/placeholders, and preview before sending or publishing.

Staff-facing identifier, subject, label, code, or key used to recognize this record in the current workflow.

Keeps the related staff record, message, setting, or provider object recognizable in lists, searches, reports, and audits. Use approved operational wording, keep codes stable after go-live, and avoid renaming live identifiers casually.

Email address or email content depending on field.

Used for login, receipts, invoices, and outbound communication. Check spelling before sending. Email messages should include a clear subject.

Phone number or mobile-message content.

Used for customer contact and OTP/message delivery. Keep phone numbers clean and message bodies concise.

Room-required setting.

Controls whether staff must select a room before class, appointment, or booking can be saved. Enable when room capacity or space planning matters; keep optional only for services that do not use rooms.

Room or training-area selector.

Places a class, appointment, PT session, trial, or booking into a specific physical room. Select the actual room used for the service and check capacity before saving.

Default home branch/location for new records.

Preselects the branch used for people, subscriptions, bookings, reports, or staff workflows. Use the member/staff default branch unless there is an approved transfer or cross-branch sale.

Default operational location.

Sets the location SquareOS uses first for booking, checkout, staff work, or reports. Set this to the gym branch most staff should operate in by default.

Branch/location selector.

Controls where the sale, class, appointment, inventory, report, or staff action belongs. Pick the branch where the real-world service, stock, payment, or ownership applies.

Gyms targeted by this campaign, setting, offer, or rule.

Controls which gym tenants/branches receive the configuration or customer-facing item. Select only the gyms that should actually use it and verify local pricing/provider readiness.

Billing center/branch selection.

Decides which center owns invoice, GST, receipt, and collection reporting for the transaction. Use the center that should legally and operationally bill the customer.

Center/branch scope.

Groups bookings, staff, billing, access, and reports by operating branch. Choose the real branch scope and avoid mixing centers for one transaction unless policy allows it.

Announcement-center pinning setting.

Keeps an announcement visible in the staff/customer announcement area. Pin only high-priority active announcements and unpin them after they stop being relevant.

Gym-managed offline collection method.

Marks cash, manual UPI, bank transfer, or similar payment methods as managed by gym staff instead of an online gateway. Use only when staff will reconcile the payment manually with reference and receipt evidence.

Gym tenant or branch selector.

Controls which gym workspace, settings, customer records, or reports the action belongs to. Confirm the active gym before creating records or changing settings.

Count or limit.

Prevents overbooking and controls entitlement usage. Set realistic capacity and review before launch.

Current or new password.

Protects staff account access. Use a unique strong password and never share it in customer notes.