Review attendance and membership risk

Use attendance history and trends to investigate behavior, then verify billing separately before contacting a member.

Access and dependencies

• Today, History, and Trends require gym_check_in_member.
• At-Risk Members also requires manage_woocommerce; use an administrator or another account that has both capabilities.
• Attendance comes from GymCore check-ins. Billing status comes from the installed WooCommerce and recurring-billing stack. One does not overwrite the other.

Exact steps

Safe stop: Review the score and owning records without contacting the member; stop before Trigger Retention until identity, consent, workflow, and recipient are verified.

1. Open GymCore Students > Attendance.

2. Select History. Set From, To, Program, and Location, then select Filter.

   Expected: The history lists check-ins that match the chosen GymCore filters. It does not infer payment status.

3. Select Trends and compare This Week, Last Week, and 4-week avg/week. Open the member or class behind an unexpected count before acting on the trend.

4. If you have manage_woocommerce, select At-Risk Members. The score is out of 100: attendance contributes up to 50 points, missed sessions 25, tenure 15, and portal engagement 10. The inclusion threshold comes from the site’s saved churn configuration, not a universal default.

   Expected: The tab lists only members at or above that configured threshold and shows the component scores used for each result.

5. Open the member’s GymCore profile and latest check-ins. Then open the owning WooCommerce order or recurring-billing record to check payment and membership status.

   Expected: Staff can explain whether the risk is an attendance pattern, a billing state, a new-member tenure signal, or low portal engagement; the score alone is not a cancellation.

6. To start approved retention follow-up, select Trigger Retention for one member.

   Expected: The row changes through Sending… to ✓ Sent when GymCore fires the gym_churn_risk_detected event. An installed AutomateWoo workflow may react to that event; the button does not prove a message was delivered.

7. Verify the final result in the owning workflow or delivery system, then compare the recipient with the GymCore member record.

   Expected: One approved workflow run or staff task exists for the intended member, and no outreach was sent to an opted-out or wrong recipient.

Effects, reversal, and member data

Filtering and opening reports are read-only. Trigger Retention can start external automation and cannot recall a message that has already been sent. Disable or pause the owning workflow to stop future sends. Attendance dates, email, risk score, billing state, and engagement data are sensitive; share the minimum facts needed for follow-up and avoid labeling a member as certain to cancel.

If the report and source disagree

• Attendance tab is missing: ask an administrator to verify gym_check_in_member; report access alone is not enough.
• At-Risk Members is missing: the user also needs manage_woocommerce.
• A recent check-in is absent: inspect the GymCore attendance record, location, and date filter before changing the member.
• Trigger Retention shows Error — Retry: check the automation listener and consent state before retrying once.

Related guides

• Privacy Requests
• Roles Capabilities
• Common Checks