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.

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, then a second line with their age, rank swatch and current rank (with the next rank, where the person has a rank system), and their program and training group. A third line carries contact: an adult's own phone and email, or, for a minor, the first household adult with a phone on file.
3. The header actions are Check in (primary), Copy email, Enroll, and More, which holds Edit, ID card, Print label, Assign card, Tags, Set inactive, Reactivate, and Move household. 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. Addresses never open a mail application, and an address shown masked (j••••@e••••.com) is not copyable, because your role cannot see it.
4. 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 billing summary line, then their contact. Check in does not appear. Enroll stays, since it is how that adult becomes a member.

Clear what needs attention

5. Required items, directly under the header, lists anything outstanding for this person: a missing waiver, no card on file for a subscription that covers them, an unpaid invoice, a minor with no parent or guardian linked, or a minor whose household adults have no phone. Each row names the gap and offers the action that clears it, for example Add waiver or Add card. 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.

Read the state of them

6. Next classes lists the member's upcoming classes for the week.
7. Attendance shows a 12-week grid, one row per weekday the member's schedules fall on (a single row for someone with only general check-ins), with total visits and the date of the last one.
8. 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

9. Click Details. The view shows only filled-in fields; click Edit to see and change every field, filled or not, in one pass.
10. About carries nickname, age, birthdate, gender, school and grade, bio, uniform size, and contact. 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.
11. 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 status. The channel controls appear only for the permission your role carries: email.marketing.manage_consent, sms.marketing.manage_consent, or voice.marketing.manage_consent. 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.
12. Studio carries the member ID, student card number, and barcode with Print and Assign actions, tags, the date joined, and, once set, the date left, the date they went inactive, or their location at a multi-location organization. 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.
13. Programs lists one row per current enrollment: the program, training group, and schedule, with End. Click + Enroll to add one.
14. 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. Click Set rank to record a promotion.
15. 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.
16. Household lists one row per other person in the family: their role relative to this person, and, for an adult, their contact. Click a name to open their profile, or the section heading to open the household.
17. Emergency lists name, phone, and relationship for each contact. Click + Add to record one.
18. Agreements lists each agreement with its signed date, or Missing, and a View or Add action.
19. Notes lists entries newest first, each with its author and date. Click + Add note to write one. 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.

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.

If contact details are absent for everyone rather than this one person, your role does not carry the contact-information permission.

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.