Member statuses
Every member has a status badge — Active, Pending, or Inactive — on their profile and on your roster. This page covers what each one means, how a member moves between them, and when it's time to remove someone from your academy for good.
Active
Full access. Where almost every member starts.
Pending
Booked a trial or started signing up, but hasn't paid yet.
Inactive
No access. Staff turned it off, and can turn it back on.
How a member moves between statuses
Members you invite or add yourself start Active right away — they never sit in a waiting state. Two things land someone in Pending instead: a visitor books a free trial straight from your public schedule, or a prospect starts your signup page and stops before paying. Either way, they show up on your roster the same way.
Tap Activate Member on an Inactive member and they come back to Active the same way. Nobody returns to Pending — once a member leaves it, they're out of it for good.
A roster badge can show more than status
For Active members, the roster's Status column shows their subscription instead — the plan name, No subscription, Past Due, and so on. A green badge with a plan name means "active member on that plan." No subscription means the person still has full access, they simply aren't paying you. See Subscriptions & policies.
What a Pending member has access to
A visitor can land here two ways: booking a free trial from your public schedule, or starting your signup page at trainos.site/your-url/signup and stopping before they pay. Both only happen while Allow public signups is turned on in Academy settings — turn it off and every new member has to be added by staff instead. See Free trial signups for how the trial booking works.
How Pending resolves. The moment their subscription starts, TrainOS activates them automatically — nothing for you to do. You can also tap Activate Member on their profile at any time; it's the same button that brings back an Inactive member, and there's no separate Approve or Decline step.
Where you'll notice a Pending member:
When to mark someone Inactive
TrainOS doesn't guess who's still training — statuses only change when you change them. If a member stops showing up, or a Pending member never follows through on their trial or signup, mark them Inactive. It keeps your roster, attendance rates, and "Attention Needed" list matching reality, and it's one tap to bring them back with Activate Member if they do return.
What Deactivate does
Deactivate Member locks a member out completely. If they have an active subscription, it's cancelled first — and if the cancellation fails, the deactivation stops too. Billing can never outlive access.
Reactivating them with Activate Member brings their access back, but not their subscription. Start a new one from their Membership card — see Subscriptions & policies.
The Status filter defaults to Active
Can't find someone on your roster? The Status filter starts on Active. Switch it to All, or pick Pending or Inactive directly, to see everyone.
Removing a member
Deactivating and removing solve different problems. Deactivate when you want to keep the door open — the profile, history, and check-in number all stay exactly as they are, ready for Activate Member to bring everything back. Remove when the membership is genuinely over — someone who's moved away, say, or a trial from months ago that was never going to convert — and you'd rather they weren't sitting on your roster at all.
There's no fixed point at which an Inactive member should be removed. Use your judgment, and lean toward leaving them Inactive if there's any chance they come back.
Only owners and admins can remove someone. See Members & profiles for exactly who can remove whom and what else it touches.
See also
- Members & profiles — adding members, the full roster, and removing one for good
- Free trial signups — how a visitor books a trial and lands on your roster
- Subscriptions & policies — subscription states and what a member can do from their own app
- Academy settings — every setting your academy can change