Capitan Release Notes - May 8, 2026

What's in this release

Reports

Staff member info in the Payments report
Revenue Source dropdown on revenue reports
Start date range filter for Memberships and Members reports
Pricing matrix columns in Bookings and Reservations reports
"Does not have a linked customer" Payments filter

Events & bookings

Event Participants list: Invite Customer to Event button
Event Participants list: waiver alert icon
Allow check-in before a private event is fully paid
"Added to waitlist" confirmation email
Staff notification email when a private event booking is created

Memberships, passes & discounts

Organization setting: minimum age to own a recurring membership
Membership discount option: disallow when paying multiple periods up front
New membership discount type: Freeze Discount
Last edited timestamp and user shown for products and discounts

Documents & customer profiles

Documents: "Relationship" field for Minor Participant Information
Search by activity log text on the Customer Profile activity list

POS / Lightspeed

Staff Site Sell Screen: Lightspeed register selection

Plus several fixes — see the end of this article.

Reports

Staff member info in the Payments report

The Payments report now exposes the staff member who facilitated each sale. New columns are available through Manage Columns and exports:

Facilitating Staff User ID
Facilitating Staff User First Name
Facilitating Staff User Last Name
Facilitating Staff User Email
A combined Facilitating Staff User column showing all of the above together

In addition, Capitan now records the facilitating staff member on a wider range of payments than before. This includes purchases made by staff after being routed from the Staff Site to the Climber App on behalf of a customer, as well as POS-originated sales (Square or Lightspeed) where the POS staff member is linked to a Capitan staff account.

The Revenue reports have a new Revenue Source dropdown with two options:

All Sources (default): same behavior as before, including payments made through the connected POS as well as gift card payments.
Capitan Payment Processors: only includes payments made in the Climber App or Staff Site using a payment processor connected to Capitan (Stripe, Gravity, MXM).

This is useful for organizations that use the Capitan revenue report as part of their accounting reconciliation, where POS and gift card totals had previously caused the numbers not to line up. The dropdown remembers the last value selected in your browser.

Start date range filter for Memberships and Members reports

The Memberships and Members reports have a new Start Date range filter, which restricts the report to memberships or members whose start date falls in the chosen range.

As with other date range filters, this filter is not stored in saved views.

Pricing matrix columns in Bookings and Reservations reports

The Bookings and Reservations reports now expose Pricing Matrix Name and Pricing Matrix ID columns. Either can be added through Manage Columns or selected when exporting.

This makes it easier to determine which pricing matrix was applied to each booking or reservation — useful when, for example, certain events run with promotional rates that are tied to a specific pricing matrix.

"Does not have a linked customer" Payments filter

The Payments report has a new filter for payments that are not associated with a customer account. This is particularly useful for finding POS-originated payments where staff members forgot to attach a customer when ringing up the sale.

Events & bookings

Event Participants list: Invite Customer to Event button

There is a new Invite Customer to Event option on the More Options menu of a scheduled event's participants list. It opens a modal (similar to the existing "Invite Participants to Another Event") that lets staff search for or create a customer and send them an invitation to book the event the modal was opened from.

This is useful for holding a customer's spot until they are able to complete and pay for the booking themselves.

A few details:

Customers who are already on the waitlist or participant list for the event cannot be invited.
The option does not appear if the event is private, or if the event type is rolling.

Event Participants list: waiver alert icon

When an event type requires an active waiver (the setting introduced in the previous release), the Event Participants list on each event's details page now displays an alert icon next to any participant who is missing a valid waiver. The hover text reads either "Missing waiver" or "Waiver will expire on [date]" — the latter for participants whose waiver is currently valid but will have expired by the time of the event.

The new icon mirrors the format of the existing "Missing participant agreement" icon, making it consistent and easy for staff to scan a participant list and spot anyone who needs follow-up.

Allow check-in before a private event is fully paid

When configuring a Pricing Matrix on an event type, there is a new option: "If this pricing matrix is used for a private event, allow customers to be checked into the event before the final payment is collected?" (Yes/No, default No).

When enabled, participants on a private event booking that uses the matrix can be checked in even if the booking is not fully paid. This applies both to direct check-in via the Staff Site participants list and to check-in via the facility check-in screen. The setting is intended for events where fees are collected after the event has begun.

This setting only affects private event bookings; public event bookings still require full payment before check-in.

"Added to waitlist" confirmation email

When a customer is added to a waitlist, either via the Climber App or by staff in the Staff Site, a confirmation email is now sent to the booking customer. The email includes:

Which event type's waitlist they were added to
The name of each waitlisted participant
Any preferences selected
The date and time of the event (if a specific event waitlist, as opposed to an event type-wide waitlist)
Custom organization-configured text (see below)

On each Event Type, the Waitlist configuration section has a new Waitlist Confirmation Email Text field. Anything entered here is included in the confirmation email. A preview button is available to see how the email will look.

Existing event types will start sending these emails automatically as soon as the release goes live, using default content when the Waitlist Confirmation Email Text field is empty.

Staff notification email when a private event booking is created

If an event type has staff notification email addresses configured, those staff members now receive a notification at the time a private event's booking is initially created — in addition to the existing notification that is sent once the booking is fully paid.

The new email lists any reservations that have customers assigned at the time the booking is created (which may be none) along with the total reservation count. The previously existing "fully paid" notification email is unchanged and continues to provide payment details once the booking is paid.

This is useful because for private events, a gym is generally committed at the time the event is created, and staff often want to know about the booking right away rather than waiting until it is fully paid (which in many cases is after the event itself).

Memberships, passes & discounts

Organization setting: minimum age to own a recurring membership

In Organization Settings, there is a new Minimum age to own a membership field, located underneath Minimum age for having a Capitan customer-facing account. This is empty by default, meaning no restriction.

When configured, an additional Does this restriction apply to prepaid memberships? sub-setting appears, defaulting to No — so by default the restriction only applies to recurring memberships.

The minimum age is enforced in the following places, with a useful error message that explains how to work around the restriction by linking the customer to a sufficiently old account and purchasing the membership from there:

The Climber App, at the beginning of the membership purchase flow
The Staff Site Customer Profile Memberships & Passes list, when staff use Purchase Membership
The Add to Roster modal on a rolling event type's participants list
The Invite to Roster modal on a rolling event type's participants list (which preselects "Send invite to linked parents & guardians" when the participant is below the minimum age)
The Add Membership to Sale modal on the Staff Site Sell Screen

This is useful for organizations with a policy that memberships may not be owned by minors.

Membership discount option: disallow when paying multiple periods up front

When configuring a membership discount, there is a new setting: "Can this discount be applied when multiple payment periods are paid up front?" (Yes/No, default Yes).

When set to No, the discount will not apply to the initial purchase of a recurring membership if the customer has chosen to pay multiple periods up front. Future recurring payments are not impacted by this setting — if the discount is set up as recurring, it will continue to apply to subsequent billings.

This is useful for organizations that want to offer a substantial up-front-payment discount that does not stack with other available discounts. The setting does not appear for cancellation discounts, as they don't apply to initial purchases.

New membership discount type: Freeze Discount

Membership discounts have a new Discount Type option: Freeze. A Freeze discount applies the same way as automatic membership discounts, except it applies to freeze fees rather than to regular membership payments. It applies to both recurring freeze fees and to fees charged when a membership is frozen effective immediately.

The discount configuration is similar to that of an automatic membership discount, with a few fields omitted that don't apply to freezes: Duration, Does this discount waive initiation fees?, Minimum Number of Days Without a Membership, Is this discount only usable by first-time members?, and Can this discount be applied when multiple payment periods are paid up front?.

This makes it possible to support things like seasonal free-freeze offers (for example, free summer freezes targeted at student-age members) or staff-applied free freezes for members affected by injury or other unforeseen circumstances — without those discounts also applying to regular membership billing.

Last edited timestamp and user shown for products and discounts

When viewing a membership, entry pass, voucher pack, or one of their discounts in the Staff Site, the page now shows when the product or discount was last edited and which staff user made the change. This is part of broader work to keep historical records of product and discount configuration, which will eventually power a version history view.

Documents & customer profiles

Documents: "Relationship" field for Minor Participant Information

Document templates that include a Minor Participant Information section now support a new Relationship (Minors Only) standard question. When added, it asks the adult: "What is the Adult's relationship to the minor?" with options for Parent, Guardian, or Other (limited to whichever of these are enabled in the organization's account-linking config). The element can be marked required or optional.

This element is included by default in newly created document templates with a Minor Participant Information section. To use it in an existing template, edit the template and add the Relationship (Minors Only) element from the Standard Questions list.

When a document with this field is completed:

If the document does not require staff approval, a Linking Account Request is automatically created for each minor on the document with a relationship value provided — speeding up the linking process.
If the document does require staff approval, no link requests are created up front. Instead, the account links are created if and when staff approve the document, and the Document Pending Staff Approval modal lists which links will be created.

Search by activity log text on the Customer Profile activity list

The Activity section of a customer's Staff Site profile has a new Search by activity log text input, working the same way as the existing search input on the Activity Log report.

This is helpful for finding specific entries on customer profiles with a long activity history.

POS / Lightspeed

Staff Site Sell Screen: Lightspeed register selection

When sending a sale from the Staff Site to Lightspeed, staff are now prompted to choose which Lightspeed register the sale should be sent to. This replaces the previous behavior, which sent the sale without specifying a register.

This matters most for organizations whose Lightspeed locations have different taxes or reporting setups by register; choosing the correct register at the time of the sale ensures Lightspeed applies the right configuration to the transaction.

Fixes

Re-applied discounts and duplicate activity logs no longer occur when reloading a completed event booking's payment page. Previously, reopening the payment page for a fully paid event booking could re-apply a discount and create duplicate activity log entries — which in at least one case caused an unintended refund of an existing payment. The payment page now correctly handles already-completed bookings.
Recurring membership payments no longer cause customers to appear in Recently Active. When an automatic recurring membership payment ran, the customer was being treated as if they had taken an action, which made the Recently Active customers list less useful. Automatic recurring payments are no longer counted as activity. Initial membership purchases and customer-driven actions, such as fixing a failed recurring payment, continue to count as activity.
Individual freeze actions are no longer offered for group memberships with one member. When a group-type membership had only a single member, staff could still see the Freeze Individual Member option in the Edit modal, and using it would freeze the only member individually — but the Memberships & Passes list did not display individual members in that case, so there was no visible indication that the freeze was in effect. The Freeze Individual Member option is now hidden for single-member memberships, and individually-frozen members are always listed (regardless of whether they own and are the only member of the membership) so any existing individual freezes can be unfrozen.
Faster participants list when an event has duplicate reservations for the same customer. When a customer was duplicated on an event's participants list (for example, after abandoning the checkout page), the Staff Site was loading their profile details once per duplicate, slowing the page down. Each customer's details are now loaded only once.