SilverSneakers Setup & Reporting

  • Published on Jul 28, 2025
  • 1 minute(s) read
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This article walks through how to set up a SilverSneakers membership and create a custom report in CivicRec.

Instructions

  1. Create a Custom User Field to collect SilverSneakers member numbers on user accounts silversneakers account field

    Note: This should not be a required field.

  2. Create the Membership activity activity

  3. Create the SilverSneakers session silversneakers session

    • Minimum Age: Set the minimum age required to register for the session

    • No Registration End Date: Check to have no end date for registration

  4. Configure Membership Settings membership settings

    • Membership Term: Selecting Terminate Based on Schedule Tab allows you to determine how often you want to review the enrollment of your SilverSneakers members. If you choose to terminate based on the schedule tab, you will need to add a schedule for the membership. If no schedule is set, the membership will have no end date. Some organizations opt to put the termination date far out into the future (i.e. 12/31/2050), while others prefer to terminate membership at the end of the calendar year and then have SilverSneakers members renew their membership. It is important to have some sort of membership term selected to allow for a manual termination of the membership within the individual's account. Without a specific membership term, manual termination is not feasible.

  5. Navigate to Reports reports

  6. Search for and select the Check-In Log by Location report check in log by location

    Note: SilverSneakers requires reports to be submitted in a particular format with specific data requirements. You will create a Custom Report, starting with the Check-In Log By Location report as the foundation.

  7. Navigate to Filters > Check-In Filters check in filters

  8. Select the SilverSneakers session select silversneakers

  9. Open the Fields menu and on the Report Fields tab select Row Count, Check-In Date, and Check-In Time report fields

  10. Navigate to the User Fields tab and select First Name and Last Name user fields

  11. On the Membership Fields tab select Member Number membership fields

  12. On the Custom Data Fields tab select SilverSneakers custom data field

    Note: The SilverSneakers custom field will not show up as an option until it's been filled out by at least one user.

  13. Always review and set your From/To date filters when running the report before submitting it to SilverSneakers dates

  14. Save your Custom Report for future use save report

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