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Member profiles

Click any member on the roster to open their profile — the one place that gathers a member’s household, guests, bookings, money, messages, and history. The header handles the membership itself; the tabs below hold everything that’s happened on it.

Robert Caldwell’s profile — Active status pill, Family tier chip, guest pass counter, and the Activity tab open with its event and date filters

The header

Section titled “The header”
  • Photo — click it to upload and crop a profile photo. The small QR badge on the photo opens the Check-In QR code dialog, with a Print button for a physical member card.
  • Status pill — click it to change the membership status directly: Active, Pending, Awaiting payment, Expired, Inactive, or Rejected. Waitlisted memberships are managed from the Waitlist instead.
  • Tier chip, contact line (an amber triangle marks an unverified email), and a facts strip — member since, expiry, last active, visits, and any installment-plan progress.
  • Autopay — shown when the tier allows it; the checkbox needs a saved card to turn on.
  • Guest passes — the counter shows the balance; + opens Add Guest Passes, where you set a Quantity and choose Charge card on file? (the dialog totals the tier’s per-pass price, or notes the passes are free).
  • Send SMS — shown when your organization has SMS and the member’s phone is verified.

The ⋯ menu holds Update contact details (name, email, phone — changing email clears verification until they confirm the new address), Change tier, View as member, and Delete (moves the member to the Trash with a 30-day restore window).

Awaiting-payment members get Send payment request and Send reminder buttons in the header; expired members get Re-approve.

Change a member’s tier

Section titled “Change a member’s tier”
  1. Open the ⋯ menu and click Change tier.
  2. Pick the New tier and a Billing option: Change tier only (no charge or refund) or Charge or refund the difference (upgrades charge the price gap to the card on file; downgrades refund the gap against prior Stripe membership charges when possible). The dialog shows the exact price difference.
  3. Click Save tier.

The tabs

Section titled “The tabs”
  • Activity — the audit timeline for this member, filterable by event type and date range.
  • Details — shown when you have custom fields; staff can view and edit the member’s answers and Save details. Season-scoped fields sit in a separate This season’s membership section — those values start blank on next season’s membership.
  • Family Members — the household. Add Family Member captures name, relationship, birthday, email, phone, and any family custom fields; Edit also takes a photo. Minors are badged automatically.
  • Guests — guest check-in history plus the member’s saved guest profiles. Record Visit logs a check-in with guests; Create Guest saves a reusable guest profile.
  • Reservations — facility bookings with status pills; Add reservation books on the member’s behalf. See Managing reservations.
  • Enrollments — class and event sign-ups (shown when you run Classes & events).
  • Payments — see below. A pending-payment count badges the tab.
  • Communications — every campaign email, transactional email, and SMS sent to this member, filterable by All / Campaign / Transactional. Transactional emails have a Resend button.
  • Documents — signed waivers with Download PDF links. Missing required signatures show a Signature required banner, flagging any that block check-in; a warning icon badges the tab.

The Payments tab

Section titled “The Payments tab”

Three cards summarize money at a glance: the saved payment method (staff with permission can add or replace the card inline), Lifetime total value (completed payments in this organization), and Account credit.

The Account credit card shows General and Prepaid balances with Add credit and Adjust actions (both audited, with a note field), a credit history list, and a download button for the member’s current-month account statement PDF. A prepaid balance also offers Refund to card / To credit for departing members.

Payment History lists every charge with row actions matching the Payments page — Download receipt, Retry charge / Charge saved payment method, Send reminder, Mark as paid…, Mark as failed, Refund, Refund to account credit, and Delete for manual records. Which actions appear depends on the payment’s status and your role; refunds are owner-only.

Section titled “Related”