Health tests and medical certificates
Pools, spas and some municipalities require members to hold a current medical certificate — a skin test, a fitness-to-train letter. Prism makes that a first-class record: the requirement lives on the plan, the certificate lives on the member's profile, and the doors enforce it — a member whose certificate is missing or expired is refused at the terminal with a plain-English reason, and readmitted the moment a new test is recorded.
What you'll do
Switch the requirement on for the plans that need it, record a member's test with the certificate attached, read the status card, and set the site's grace policy.
You'll need: an owner account for the plan and policy settings; the member-edit permission to record tests.
Steps
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Require the test per plan: open the plan under Settings → Plans and turn on Require health test. Set the default validity — a number of days (180 by default), or valid for the length of the membership. New plans inherit the site's posture automatically: if your site already requires tests, a new plan starts with the toggle on.
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To record a test, open the member's profile and find the Health test card. It appears whenever the member's plan requires a test or a test is already on file — and it's shown even when this branch doesn't require one, because sister branches can demand certificates from visitors.
Screenshot comingThe Health test card on a member profile: status pill reading 'Valid until 12 Mar 2027', tested/valid-days line, and the View certificate and New test buttons -
Tap Record test (or New test). Set the Test date and Valid until — the expiry pre-fills from the plan's validity, but use the date printed on the certificate: that's what the doctor certified, and it stays valid until then no matter what happens to the membership.
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Attach the certificate: Take photo to photograph the paper right there, or Upload file for a scan or a saved image. PDF, JPG, PNG, WEBP and iPhone HEIC photos are all accepted, up to 25 MB — photos are compressed automatically, and a picture picked from an iPhone's gallery works even when the phone hands it over without a filename.
Screenshot comingThe Record health test sheet: Test date, Valid until with its duration readout, the Take photo and Upload file buttons, Notes, and Save test -
Add Notes if useful, then tap Save test. The card updates immediately — and so do the doors: a member who was being refused for a missing or expired test can walk in again.
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Read the status pill at a glance:
- Valid until [date] — all good.
- Expires [date] — N days left — renewal due soon; warn the member now.
- EXPIRED — entry still allowed for N more days — inside the site's grace period.
- EXPIRED — certificate overdue — your site warns but never refuses.
- EXPIRED — entry refused — the doors are closed to this member until a new test is recorded.
- Required — no test on file — the plan demands one and none has been recorded.
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Set the site's grace policy under Settings → Policies: how many days a member may still enter after their certificate expires. Never refused flags the lapse to staff but keeps the door open; 0 refuses on the day; any number in between gives them that many days to see a doctor. You can also exempt children under an age you choose — they're never asked for a certificate, whatever plan they're on.
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To see the stored certificate later, tap View certificate on the card. It opens via a short-lived private link — certificates live in a private vault, not the photo gallery.
What you should see
The status pill matches reality at the door: valid members walk in, lapsed members get exactly the grace you configured, and the moment a new test is saved the member is readmitted — on the server-checked rails immediately, and on face terminals with the next automatic push.
If something goes wrong
- "Choose a PDF or a photo (JPG, PNG, HEIC)" — the file isn't a certificate format Prism can store. Export the document as PDF or take a photo of it.
- "That file is N MB" — over the 25 MB ceiling; a phone photo of the paper is a few MB and works perfectly.
- The app restarted while the camera was open — reopen the record-test sheet: the photo you took is recovered and already attached.
- Expired but the door still opens — that's the grace period (or a warn-only policy) doing its job; check the pill wording and the Policies screen.
- Valid test but the member is refused — the refusal is for something else. Check the refused entry's reason in the Attendance tab — expiry, access hours and gendered doors have their own messages.
Still stuck? Email hello@prismgym.com — include your gym name, the device, and a photo of what you see.