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Overview
ClubOS powered by ASF integrates with Welld, a fitness benefit verification and reimbursement platform, to help your club manage members who participate in Welld-sponsored fitness programs. Once connected, the integration works in the background to keep your Club OS records accurate and up to date — automatically creating prospects, syncing member data, tracking visits, and managing memberships based on each member's benefit eligibility.
This integration is particularly valuable for clubs that serve members using insurance-sponsored or employer-sponsored fitness benefits, as it eliminates manual data entry and ensures your Club OS records stay in sync with Welld's benefit verification status.
How It Works
When Welld and ClubOS are connected, the two systems communicate automatically to handle the following:
- A prospective member visits the Welld verification portal. Welld checks whether that person already exists in ClubOS.
- If they're new, a prospect record is created in ClubOS automatically so your staff can follow up.
- If they already exist, Welld connects to their existing ClubOS account — no duplicate record is created.
- On an ongoing basis, the integration runs daily checks to keep member connections intact, import visit history, and flag any members who are no longer eligible for their benefit.
Key Capabilities
Duplicate Prevention
Before creating any new record, the integration checks ClubOS for an existing member by matching on name, email address, and birth date. If a match is found, Welld connects to the existing record rather than creating a duplicate. This keeps your member database clean and prevents confusion for both staff and members.
Prospect Creation
When someone enters their information through the Welld verification portal, and no matching record is found in ClubOS, the integration automatically creates a new prospect in Club OS. This gives your sales and front desk team immediate visibility into potential new members who are already engaged and benefit-eligible.
Once the prospect comes into the club and would like to move forward with a membership, you can sign them up for whichever offer has been configured for your insurance members. Please note, Welld will not add the membership for you at this time. This is to ensure that you are in full control of the member onboarding process and can capture all necessary waivers on the member's first visit.
Member Sync
Once a member is connected between Welld and ClubOS, the integration performs a daily check to confirm that the connection is still intact. If a link is ever lost — for example, due to a data change — the sync process works to re-establish it, so no members fall through the cracks.
Visit Tracking
Member check-ins recorded in ClubOS are imported to Welld each day so that eligible visits can be submitted for reimbursement through the member's benefit program.
When Welld first connects to an existing ClubOS member, it also performs a 90-day retroactive visit import to ensure there's a sufficient visit history on file. This is especially important for members who were already active at your club before the integration was set up.
Membership Management
If a member's benefit eligibility lapses or is revoked by their benefit provider, the integration will automatically cancel their membership in ClubOS.
Important: Automatic cancellation will be blocked if the member has active add-ons on their account. In that case, staff will need to manually cancel the add-ons in Club OS before the membership cancellation can proceed.
Notes on Member Accounts
The integration posts notes directly to ClubOS member accounts to keep a clear log of integration activity. Notes are added in the following situations:
- A new prospect was created via the Welld verification portal
- An existing Club OS member was found and connected to Welld
- A member who previously lost eligibility has re-registered through the Welld portal
- A member has lost eligibility, and their membership has been cancelled
These notes give your staff full visibility into what the integration has done, without needing to log into Welld directly.
What Happens in Special Scenarios
A Member Re-Registers After Losing Eligibility
If a member was previously cancelled due to lost eligibility and later re-verifies through the Welld portal, the integration will recognize them as an existing Club OS member and post a note to their account indicating they have re-registered. Your staff can then follow up to reactivate their membership as appropriate.
A Member Has Active Add-Ons When Cancellation Is Triggered
The integration will attempt to cancel the membership, but the cancellation will be blocked until all active add-ons are removed. A note will be posted to the account to alert staff. The staff member will need to cancel the add-ons manually in Club OS before the membership cancellation can be completed.
A Matching Record Is Found During Prospect Creation
If someone enters the Welld verification portal and a matching Club OS record is found (based on name, email, and birth date), no new record is created. Instead, Welld connects to the existing record and posts a note to the account confirming the match.
Frequently Asked Questions
Does this integration work automatically, or does staff need to do anything? Most of the integration runs automatically in the background — prospect creation, member sync, visit imports, and membership cancellations all happen without staff intervention. Staff may need to take action in specific cases, such as signing up the member for the membership or cancelling add-ons before a membership cancellation can proceed.
How does the system know if someone already exists in ClubOS? The integration matches on a combination of name, email address, and birth date. All three fields are used together to reduce the chance of a false match.
What triggers the daily visit import? ClubOS check-ins are automatically pulled into Welld each day. There's no manual step required. For new member connections, a 90-day history is imported at the time of first connection.
Will staff be notified when the integration takes action on an account? Yes — notes are posted to the member's ClubOS account for key events, including prospect creation, member match, re-registration after lost eligibility, and membership cancellation. Staff can review these notes directly in the account activity log.
What happens if a cancellation fails because of active add-ons? The cancellation will be blocked, and a note will be posted to the account. Staff will need to manually remove the add-ons in ClubOS before the membership can be cancelled.
Can staff manually override anything the integration does? Yes. The integration manages records and memberships based on Welld eligibility data, but ClubOS staff retain full access to edit, update, or override records as needed.
