Custom Status Filters for Accounts on Your Platform

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The Custom Status filter lets you segment your client list by behavior, billing state, activity, scheduling history, and more. It is available on the Clients page, in the report builder, and when setting audience conditions for automations and reminders.

You can apply one condition at a time or stack multiple conditions to narrow your results further.

1. Click “Custom Status” in the filter bar.

The filter bar appears above the client list. Click the Custom Status filter to open the filter panel.

2. Select a status from the dropdown.

Choose a status from the list. The client list updates to show only clients who match that condition.

3. Add more conditions if needed.

To stack multiple filters, click + Add a status at the bottom of the panel and choose another condition. A client must match all selected conditions to appear in the results.

4. Fill in any required inputs.

Some filters ask for a date range, a count, a package, a location, or a service. Those fields appear directly below the filter name after you select it. Fill them in to complete the filter.

Workout Activity

Logged a Workout: The client has logged at least one workout in the system.
No Logged Workout: The client has never logged a workout.
No Recently Logged Workout (requires a date range): The client did not log a workout during the date range you specify.

Workout Plans

Plan Assigned: The client has at least one workout plan assigned to them.
No Plan Assigned: The client has no workout plans assigned.
Scheduled on a Plan: The client is currently on an active scheduled plan with dates on their calendar.
Week Plan Ending Soon: The client has 7 or fewer workouts remaining on a week-based training plan.
Calendar Plan Ending Soon (requires a date range): The client has a calendar-based plan whose end date falls within the date range you specify.
Calendar Ending Soon (requires a date range): The last workout on the client’s workout calendar falls within the date range you specify.

Assessments

Assessment Assigned: The client has been sent at least one assessment.
Assessment Completed: The client has completed at least one assessment.
Assessment Completed Recently (requires a date range): The client completed an assessment within the date range you specify.

Scheduling and Visits

Several visit filters use a comparison (equal to, more than, or less than), a timeframe (such as the last 7, 30, or 90 days), and a count. Set all three to apply the filter.

Has Upcoming Session (requires a date range): The client has at least one session booked within the date range you specify. The date picker defaults to today through the next 30 days and only allows future dates.
No Recent Visits (requires a date range): The client did not have a completed session during the date range you specify.
Has Visited This Service (requires a service selection): The client has attended at least one visit for the service you choose.
Completed visit count: Filters by how many visits the client has completed in a past timeframe.
Cancelled visit count: Filters by how many visits the client has cancelled in a past timeframe.
No-show visit count: Filters by how many times the client has no-showed in a past timeframe.
Upcoming visits count: Filters by how many visits the client currently has scheduled in an upcoming timeframe.
Last completed visit: Filters by the date when the client’s most recent completed visit occurred.

Payments and Billing

Failed Payments: The client currently has one or more failed payment attempts on record.
Recently Failed Payments (requires a date range): The client had a payment failure during the date range you specify.
Subscription Contract Ending Soon (requires a payments-remaining count): The client’s subscription contract has a fixed number of payments, and the number of payments remaining equals the count you enter. For example, enter “2” to find clients with exactly 2 payments left.
Card Expiring Soon (requires a date range): The client’s credit card on file expires during the date range you specify.
Package Expiring Soon (requires a date range and optionally a package): The client has a package expiring during the date range you specify. Select a specific package to narrow results, or leave the package field blank to match any expiring package.
Payment Method on File: The client has at least one active payment method saved (credit card or bank account).
No Payment Method on File: The client has no payment method saved.
Credit Card on File: The client has an active credit card saved.
Bank Account on File: The client has an active bank account saved.
Paused Subscription: The client’s subscription is currently paused.
Current In-App Purchase Subscription: The client’s active subscription was purchased through an in-app purchase (Apple or Google Play).

Packages, Memberships, and Locations

Owns This Package (requires a package selection): The client currently holds the package you choose. Select “Any Package” to match clients who hold any active package.
Managers With Dependent That Owns This Package (requires a package selection): The client is an account manager (for example, a parent) whose dependent currently holds the package you choose.
Owns This Location (requires a location selection): The client’s profile is assigned to the location you choose.

Account Balances

Positive Service Balance: The client has a positive service credit balance (credits available to use).
Negative Service Balance: The client has a negative service credit balance (they owe service credits).
Any Service Balance: The client has any non-zero service credit balance, positive or negative.
Positive Account Balance: The client has a positive account (dollar) balance, meaning prepaid credit is available on their account.
Negative Account Balance: The client has a negative account balance (they owe money).
Any Account Balance: The client has any non-zero account balance, positive or negative.

Waivers

Has Unsigned Waiver: The client has at least one waiver that has not been signed yet.

Milestones and Client History

New Client (requires a date range): The client first became a client during the date range you specify.
Birthday (requires a date range): The client’s birthday falls within the date range you specify. To match all clients who have a birthday on file regardless of when it is, set a range spanning a full year or more.
Signup Yearly Anniversary (requires a year count and date range): Finds clients whose signup anniversary for the number of years you enter falls within the date range. For example, enter “1” and set a date range of this month to find clients celebrating their one-year anniversary this month.
Signup Month Milestone (requires a month count and date range): Finds clients whose signup milestone for the number of months you enter falls within the date range. For example, enter “3” to find clients who hit their three-month mark during the range.

Family Accounts

Is Dependent: The client is a dependent linked to a manager (parent or guardian) account.
Is Manager: The client is an account manager with at least one dependent linked to their account.

Messaging

New Messages (requires a date range): The client received a new in-app message during the date range you specify.

Frequently Asked Questions

Can I apply more than one Custom Status filter at the same time?

Yes. After selecting your first status, click + Add a status at the bottom of the filter panel to add another condition. A client must match all selected conditions to appear in the results.

Why does a date range appear for some filters but not others?

Filters that track activity over time, such as “No Recently Logged Workout” or “Card Expiring Soon,” need a date range to define the window you are looking at. Filters that check a current snapshot, such as “Payment Method on File,” do not need one.

What is the difference between “No Logged Workout” and “No Recently Logged Workout”?

“No Logged Workout” shows clients who have never logged a workout in the system at all. “No Recently Logged Workout” shows clients who did not log a workout during a specific date range you choose, regardless of their history outside that window.

What counts as a “service” in “Has Visited This Service”?

A service is a class type or session type configured in your scheduling setup, such as “Personal Training” or “Yoga.” This filter is only applicable if your platform uses the scheduling feature.

How does “Subscription Contract Ending Soon” work?

This filter applies to subscriptions that have a fixed number of contract payments. Enter the exact number of payments remaining, and the filter returns clients whose contract has that many payments left. For example, enter “1” to find clients whose next payment is their last.

What is the difference between a service balance and an account balance?

A service balance tracks session credits (for example, class credits or personal training sessions). An account balance tracks dollar-amount credits that can be applied toward purchases. Both can be positive (credits available) or negative (amount owed).

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You can apply one condition at a time or stack multiple conditions to narrow your results further.

1. Click “Custom Status” in the filter bar.

The filter bar appears above the client list. Click the Custom Status filter to open the filter panel.

2. Select a status from the dropdown.

Choose a status from the list. The client list updates to show only clients who match that condition.

3. Add more conditions if needed.

To stack multiple filters, click + Add a status at the bottom of the panel and choose another condition. A client must match all selected conditions to appear in the results.

4. Fill in any required inputs.

Some filters ask for a date range, a count, a package, a location, or a service. Those fields appear directly below the filter name after you select it. Fill them in to complete the filter.

Workout Activity

Logged a Workout: The client has logged at least one workout in the system.
No Logged Workout: The client has never logged a workout.
No Recently Logged Workout (requires a date range): The client did not log a workout during the date range you specify.

Workout Plans

Plan Assigned: The client has at least one workout plan assigned to them.
No Plan Assigned: The client has no workout plans assigned.
Scheduled on a Plan: The client is currently on an active scheduled plan with dates on their calendar.
Week Plan Ending Soon: The client has 7 or fewer workouts remaining on a week-based training plan.
Calendar Plan Ending Soon (requires a date range): The client has a calendar-based plan whose end date falls within the date range you specify.
Calendar Ending Soon (requires a date range): The last workout on the client’s workout calendar falls within the date range you specify.

Assessments

Assessment Assigned: The client has been sent at least one assessment.
Assessment Completed: The client has completed at least one assessment.
Assessment Completed Recently (requires a date range): The client completed an assessment within the date range you specify.

Scheduling and Visits

Several visit filters use a comparison (equal to, more than, or less than), a timeframe (such as the last 7, 30, or 90 days), and a count. Set all three to apply the filter.

Has Upcoming Session (requires a date range): The client has at least one session booked within the date range you specify. The date picker defaults to today through the next 30 days and only allows future dates.
No Recent Visits (requires a date range): The client did not have a completed session during the date range you specify.
Has Visited This Service (requires a service selection): The client has attended at least one visit for the service you choose.
Completed visit count: Filters by how many visits the client has completed in a past timeframe.
Cancelled visit count: Filters by how many visits the client has cancelled in a past timeframe.
No-show visit count: Filters by how many times the client has no-showed in a past timeframe.
Upcoming visits count: Filters by how many visits the client currently has scheduled in an upcoming timeframe.
Last completed visit: Filters by the date when the client’s most recent completed visit occurred.

Payments and Billing

Failed Payments: The client currently has one or more failed payment attempts on record.
Recently Failed Payments (requires a date range): The client had a payment failure during the date range you specify.
Subscription Contract Ending Soon (requires a payments-remaining count): The client’s subscription contract has a fixed number of payments, and the number of payments remaining equals the count you enter. For example, enter “2” to find clients with exactly 2 payments left.
Card Expiring Soon (requires a date range): The client’s credit card on file expires during the date range you specify.
Package Expiring Soon (requires a date range and optionally a package): The client has a package expiring during the date range you specify. Select a specific package to narrow results, or leave the package field blank to match any expiring package.
Payment Method on File: The client has at least one active payment method saved (credit card or bank account).
No Payment Method on File: The client has no payment method saved.
Credit Card on File: The client has an active credit card saved.
Bank Account on File: The client has an active bank account saved.
Paused Subscription: The client’s subscription is currently paused.
Current In-App Purchase Subscription: The client’s active subscription was purchased through an in-app purchase (Apple or Google Play).

Packages, Memberships, and Locations

Owns This Package (requires a package selection): The client currently holds the package you choose. Select “Any Package” to match clients who hold any active package.
Managers With Dependent That Owns This Package (requires a package selection): The client is an account manager (for example, a parent) whose dependent currently holds the package you choose.
Owns This Location (requires a location selection): The client’s profile is assigned to the location you choose.

Account Balances

Positive Service Balance: The client has a positive service credit balance (credits available to use).
Negative Service Balance: The client has a negative service credit balance (they owe service credits).
Any Service Balance: The client has any non-zero service credit balance, positive or negative.
Positive Account Balance: The client has a positive account (dollar) balance, meaning prepaid credit is available on their account.
Negative Account Balance: The client has a negative account balance (they owe money).
Any Account Balance: The client has any non-zero account balance, positive or negative.

Waivers

Has Unsigned Waiver: The client has at least one waiver that has not been signed yet.

Milestones and Client History

New Client (requires a date range): The client first became a client during the date range you specify.
Birthday (requires a date range): The client’s birthday falls within the date range you specify. To match all clients who have a birthday on file regardless of when it is, set a range spanning a full year or more.
Signup Yearly Anniversary (requires a year count and date range): Finds clients whose signup anniversary for the number of years you enter falls within the date range. For example, enter “1” and set a date range of this month to find clients celebrating their one-year anniversary this month.
Signup Month Milestone (requires a month count and date range): Finds clients whose signup milestone for the number of months you enter falls within the date range. For example, enter “3” to find clients who hit their three-month mark during the range.

Family Accounts

Is Dependent: The client is a dependent linked to a manager (parent or guardian) account.
Is Manager: The client is an account manager with at least one dependent linked to their account.

Messaging

New Messages (requires a date range): The client received a new in-app message during the date range you specify.

Frequently Asked Questions

Can I apply more than one Custom Status filter at the same time?

Yes. After selecting your first status, click + Add a status at the bottom of the filter panel to add another condition. A client must match all selected conditions to appear in the results.

Why does a date range appear for some filters but not others?

What is the difference between “No Logged Workout” and “No Recently Logged Workout”?

What counts as a “service” in “Has Visited This Service”?

How does “Subscription Contract Ending Soon” work?

What is the difference between a service balance and an account balance?

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