Maintain member profile and notes

Who this is for

This guide is for desk staff, managers, and owners keeping a member's record current, and leaving notes colleagues will need.

Overview is what you read in three seconds with the person standing at the desk, plus the actions used every visit. Details holds every attribute, contact-card style: a blank field is hidden, and Edit shows all of them. Nothing on Overview is a fact you cannot also find on Details; Overview only pulls a few of them forward.

You need the members.change permission to edit. Anyone with a staff login can read the page. Recording a promotion is owner-only.

Before you begin

• Know that notes are read and written on Details, not Overview. History only records that a note was added, never its text.
• Know that a required item, such as a missing waiver, is a task to clear, not a state to accept. It never blocks Check in.
• Know that the household holds billing, the family's other people, and the household-level Billing tab. This page is about this one person.

Steps

Open the member

1. Click Members in the left navigation, then click the person. Their workspace opens on Overview, beside Details and History.
2. The header carries their name, with the name they go by in quotes beside it when one is recorded. The line under it reads Age, then the rank swatch and their current rank, then their program and training group as Program › Group. It does not name the next rank: what they are working toward is read in Rank on Details, where it is being decided.
3. The line below that is contact. For an adult it is their own phone and email. For a minor it is the name of the first household adult with a phone on file, linked to that adult, because their record is what carries the phone, the email, and everything else about reaching them. For anybody with no household at all it reads No household with an Assign household → link.
4. The header actions are Check in (primary), Copy email, Enroll, and More. More holds Edit, ID card, Print label, Assign card, and Tags, then, for staff who can change members, Set inactive (or Reactivate for somebody already inactive), Merge with another member… where your role may merge, and Move household, which reads Assign household when the person has none.
5. Email addresses are copied, never composed. Copy email puts the member's address on your clipboard, ready to paste into whatever you send mail from; it appears only for staff who can see contact information, and only when the member has an address on file. Clicking any email address on the page copies it the same way: a check appears beside it and a message confirms the copy. Nothing on this page opens a mail application, and an address shown masked (j••••@e••••.com) is plain text, not a button, because your role cannot see the real one.
6. Phone numbers are opened, never dialled. Clicking one opens a small window naming whose number it is, with the number set large enough to read aloud across the desk, a Copy button, and a Call button offered only as a choice, for the desk computer that can actually place a call. A number shown masked ((•••) •••-1205) is plain text.
7. For a household adult who is not a member, the header reads differently: the household name, who they are the parent or guardian of, and not enrolled, then a summary of any subscription they pay for, then their contact. Check in does not appear. Enroll stays, since it is how that adult becomes a member.

Clear what needs attention

8. Required items, directly under the header, is a red block headed with the count. It lists anything outstanding for this person, and each row carries the action that clears it: - No waiver on file → Add waiver, which resolves it here rather than sending you to a tab. - No payment method on a named plan → Add card, which opens the household's billing. - Unpaid invoice for a named plan, with the amount past due → Household billing. - No parent or guardian on file → Link adult, which opens the household's relationships editor. For a minor with no household at all it opens the Assign household dialog on this page instead, because there is no household to link an adult inside yet. - No household adult has a phone on file, naming the adults it means → Update contact, which opens that adult's Details tab. Their phone is the Contact row in About; click Edit there to add it. The Overview tab carries a count badge matching the number of items; it disappears once the list is empty. None of this blocks Check in.
9. Add waiver opens a dialog that finishes the task three ways: collect one (Sign here now, Email a signing request, or Upload a signed paper waiver), record that one already exists (Mark waiver on file), or Not now. A studio that has published no signing sequence is offered Set up a signing sequence instead of the first two, since there is nothing to sign yet.

Read the state of them

10. Next classes lists the member's classes for the coming week, day and time, today's marked as Today. Five rows show; the rest open behind N more.
11. Attendance shows a 12-week grid, one row per weekday the member's schedules fall on (a single All row for someone with only general check-ins), a filled square for each week they came, and, under it, total visits and the date of the last one. Full history → opens History filtered to attendance.
12. Household shows a card for every other person in the family: role text for an adult (for example Father of Davis, step-father of Mia), rank, class, and last visit, and that person's own required-item count. Each card links to that person's profile; the section heading links to the household.

Everything else lives on Details

13. Click Details. The tab opens with the person's name, a badge reading their standing (Active, Trialing, Inactive, Not a member, or Household adult), and Edit. The view shows only filled-in fields; Edit shows and changes every field, filled or not, in one pass.
14. About carries the name they go by, age, birthdate, gender, school and grade, bio, any sizing values your studio collects, this studio's own additional details, and contact. Gender is Female, Male, or Not recorded; there is nothing else to choose. Contact is the person's own email and phone for an adult; for a minor it is a link to Household adults instead, because PositiveForm does not collect contact details for a child, and the edit dialog will not accept them. A primary contact with a label shows it in brackets after the value. An adult's other emails and phones sit under Contact, each named by its label (Work email, Mobile phone), and a backup email that syncs to Resend carries a Resend badge. Make primary beside one swaps it with the current primary, label included: the old primary stays on the record as a backup, and a new primary email syncs to Resend. The old address is left in Resend, so the person may get a send at both until they unsubscribe from one.

15. Email and Phone, in the edit dialog, each list one row marked Primary and as many more as the adult has. Every row takes an optional label (pick Home, Work, Mobile, Other, or type your own). Click Add email or Add phone for another row, and Make primary on a row to swap it into the primary slot; there is only ever one primary email and one primary phone. The primary is what PositiveForm uses to reach the person. Only the primary email syncs to Resend; tick Also sync to Resend under another email to add that one too. Those extra addresses follow their adult: an adult left out of Resend has none of their addresses synced. There is no fixed limit on how many an adult holds. Staff search finds a person by any of them. For anyone under 18, and for staff who cannot see contact information, the dialog shows the single Email and Phone fields instead.

    Additional details, also in the edit dialog, is where your studio records what the fields above do not cover: a locker number, an allergy, a uniform note. Click Add detail, type a label and a value, and remove a row with the ✕ beside it. The label box suggests labels this studio has already used, so Locker does not become Locker, Locker #, and locker number on three different people, but you can type a new one; the first person to need a label is always typing one nobody has used yet. A member may hold up to 25 of these, a label up to 60 characters and a value up to 500. A row you open and never fill in is ignored. They appear in About on the profile under a line reading Studio-added details. Not used for emails, texts, or billing. That line is the point: PositiveForm deliberately does not interpret anything you put here. It is stored and shown, and nothing else. It is never emailed to, texted to, billed, searched, or matched on, so an address or a phone number parked here looks reachable and is not. Anything that has to be acted on belongs in a real field. 16. Communication, shown for adults only, lists marketing email, text, and call preferences with their state and a Change action, the Audience rule the person follows, and their Portal access. Each row appears only where it could act: the marketing rows need the address or number they are about, and Audience and Portal are decisions made against an email address, so both are absent for an adult with none, and the section itself drops off the page when no row is left. The channel controls appear only for the permission your role carries: email.marketing.manage_consent, sms.marketing.manage_consent, or voice.marketing.manage_consent. Audience is Follows audience rules, Always include, or Never include. Portal is Enabled or Disabled and is changed here, not somewhere else; it reads Login linked once somebody has actually claimed a login. A Resend unsubscribe or an imported or provider phone suppression stays labeled; restore Allowed only after the person gives new permission. Enrollment and Resend audience selection do not grant permission. Shared family emails or phone numbers have one preference per channel, and a dependent profile directs you to the household adult rather than creating consent for a child identity. 17. Studio carries the member ID, student card number, and barcode with Print and Assign actions, tags, the date joined, and, once set, the date they left, the date they are due to go inactive, or their location at a multi-location organization. A person who has never been given a member ID reads Not assigned yet rather than a number, and that costs you nothing: the rest of the profile still saves. Use Assign to attach a leftover physical card, such as a Spark code, to this person; see Print member barcode labels for the full printing and assignment walkthrough. 18. Program enrollment lists Current enrollments, each naming the program, when they enrolled, and its status, with Edit enrollment for changing that status or setting an end date, then Enrollment history for the ones that ended. Add or move enrollment is the button that adds one, and it is the same dialog the header's Enroll opens. See Manage member lifecycle and subscriptions. 19. Training groups shows which groups this member is placed in, each badged Automatic, Added by staff, or Removed by staff. Placement follows age and rank on its own. Add to a group pins them into one anyway, Remove pins them out of one they would otherwise match, and Use automatic placement undoes either. A pin that crosses the group's age boundary needs a written reason before it is accepted, and the reason is shown under the placement afterwards. Reading placement needs no permission; changing it needs the training-group capability. 20. Rank shows the current rank with its award date and, where a rank system applies, the next rank with classes attended since the last promotion. A member holding progress in more than one rank system gets a row and a Set rank action for each. Promotion history under it lists the three most recent promotions and offers Show N earlier promotions; the expanded view is carried in the page address, so a reload or a link sent to a colleague opens on the same rows. Set rank and the pencil beside a promotion are owner-only. 21. Billing lists one row per covering subscription: plan, amount, who pays, next cycle, and standing, for example No payment method. Click Household → to reach the full billing picture: who pays, every subscription, and invoices. Create subscription starts a new one for staff who manage billing. 22. Household lists one row per other person in the family: their role relative to this person, their age and class for a child, and, for an adult, whether they are a member and their contact. Click a name to open their profile, the heading to open the household, or Assign household → when the person is in none. 23. Emergency lists each contact's name, phone, and relationship, in the order somebody should be tried. A contact with more than one number reads +N more. A contact with no number at all is the reason to open the editor, so the gap itself is the control: click Add a phone number on that row and the editor opens on that contact. Click + Add to record a new one. Staff who cannot change members see View and, in place of the repair link, Phone needed. 24. Member agreements shows this person's standing (Complete, Missing, Request sent, Not configured, or Not required) and each current requirement with its version and signed date. Sign here, Request outstanding agreements, and Upload paper collect one; Mark participation waiver on file records that one already exists outside PositiveForm; Stored opens every agreement ever held for this person, superseded and revoked ones included. 25. Notes is where you write and read staff notes. Type into the box under the heading and click Add note; entries list newest first, each with its date and author. A note carried in from an import is shown too, marked Imported rather than attributed to a person nobody recorded. Notes here are internal: they are for staff, not the family, so write them the way you would want them read back to you.

Expected outcome

Edits persist against this member and this member only. Reload the page and the new values are there; a field you left blank simply does not appear in the view until you fill it in.

A saved note appears on Details immediately, and History records that a note was added, without repeating its text; see Review member history.

Setting a rank updates the header line and the Rank section together, and the change is recorded in history.

An additional detail you add, rename, or clear is recorded in history against its own label, with the old value and the new one, so a studio can see when Locker changed and to what. Renaming a label reads as one detail removed and another added, which is what happened to the record.

Nothing here reaches the rest of the household except what this person's own role, contact, and required items pull forward from it. Payment methods, subscriptions, and invoices are managed on the household, not here.

Recovery

If saving fails, PositiveForm shows the reason and keeps your entries on screen. Correct what it names and save again.

If the edit controls are missing, your role does not carry members.change. You can still read the page. Set rank and promotion corrections are narrower still: those are owner-only.

If contact details are absent for everyone rather than this one person, your role does not carry the contact-information permission. Details then carries a Contact information access panel where you can request a one-time reveal from a named owner, with a reason.

If an additional detail will not save, read the message under the row. PositiveForm refuses two labels that differ only in spelling (This member already has a detail called Locker.) and refuses a value typed against no label (Give this detail a label.). Nothing is sent until both are settled.

If an extra email or phone will not save, read the message under the row. PositiveForm refuses a value that repeats the primary (That email address is already the primary one.), a value listed twice, a malformed address, and a phone number shorter than 7 digits.

If a field you expect is missing on Overview, check Details: Overview only pulls forward facts that live there. A field that is genuinely blank stays hidden until you fill it in through Edit.

If you are on the wrong person, check the name in the header before saving. The fastest way to the right one is global search; see Find operational records.

If a note was wrong, add a follow-up note rather than trying to erase the record. The history is the point.

If Check in is missing, you are looking at a household adult who is not a member. Use Enroll to make them one first.

Related guides

• Manage member lifecycle and subscriptions — enroll and manage what this person is paying for, in more depth than the Details summary.
• Review member history — the full timeline this page summarises.
• Print member barcode labels — print or assign this person's barcode.
• Find operational records — reach the right member quickly.