Member Management Help
Overview
The Members page provides a unified directory of every guest who has interacted with your facility — through a reservation, form submission, or membership subscription. You can search, filter, view detailed profiles, leave internal staff notes, and manage the blacklist.
Features
Feature 1: Member List — Search, Filter, and Browse
Click Members in the side menu to open the directory.
Search
Type an email address or name (partial match) in the search box. Results update automatically after a 300 ms debounce.
Filters
| Filter | Description |
|---|---|
| All | Every guest who has interacted with this facility |
| Subscribers | Guests with an active membership subscription |
| Pending subscription | Guests with a membership application awaiting staff approval — includes both apply-first applicants (no payment yet) and paid-plan applicants on plans that require manual review |
| Pending reservation | Guests with a reservation awaiting approval |
| Form only | Guests who submitted a form but have no reservation or subscription |
| Reservation only | Guests with reservation history but no subscription |
| Last 30 days | Guests who had any interaction in the last 30 days |
Member Card Fields
| Field | Description |
|---|---|
| Avatar | Stable gradient + initial derived from the email address |
| Name | Display name (staff-set) > alias (guest-set) > email — in that priority order |
| Badges | Subscriber (green) / Pending subscription (purple, clock) / Pending reservation (orange, clock) |
| Reservations | Cumulative reservation count at this facility |
| Forms | Number of submitted forms |
| Phone / Nationality | Shown when registered |
| Last seen | Date of the most recent interaction (right side) |
Pagination
Default page size is 50 rows. When the total exceeds 50, Previous / Next buttons and a page counter appear.
Feature 2: Member Detail View
Click a card to open the member's detail page (/members/:identityId).
Header Card
| Field | Description |
|---|---|
| Avatar | Same gradient/initial as the list view for consistent recognition |
| Display name / alias | Display name shown as the primary heading; alias shown as a sub-line |
| Guest's email address | |
| Phone / Nationality / Language | Registered attributes |
| Blacklist status | Red badge shown when the guest is currently banned |
| ID hash | 8-character identifier prefixed with # (top right) |
KPI Strip (below the header)
| Metric | Description |
|---|---|
| Lifetime value | Sum of reservations + check-ins + subscriptions (including outstanding AR) |
| First visit | Date of the earliest interaction at this facility |
| Member tenure | Elapsed years and months since the first visit |
Portal Tiles (count + link)
Four tiles in the middle of the detail page show counts per category and link to the authoritative list.
| Tile | Link destination |
|---|---|
| Check-ins | Check-in history page (pre-filtered by email) |
| Reservations | Check-in history page (pre-filtered to reservation entries) |
| Forms | Forms page (pre-filtered by this member) |
| Subscriptions | Check-in history (subscription filter) and Membership management page — on the Membership management page you can approve or reject pending applications submitted via the apply-first flow |
Why links instead of inline lists? Each list view (check-in history, forms, membership) is the authoritative page for that data. Linking to them with filters already applied avoids duplicate management and keeps the source of truth clear.
Feature 3: Display Name (Internal)
Staff can set an internal "display name" separate from the alias the guest entered. This name is never shown to guests.
How to Set
- Open the member's detail page.
- Click the pencil icon next to the name.
- Enter the display name (e.g. Taro Tanaka).
- Click Save (or press Enter).
- Saving with an empty field removes the display name and surfaces the guest alias again.
- Press Escape to cancel.
Feature 4: Staff Notes (Internal Memos)
The "Staff Notes" section at the bottom of the detail page lets staff add durable internal context about a member. Notes appear in a chat-bubble timeline, newest first.
Adding a Note
- Type the note in the text area (up to 4,000 characters).
- Click Add.
Each note shows the author's initial, their email prefix, and the timestamp.
Deleting a Note
Only the author can delete their own notes. Hover over a note to reveal the × button, then confirm deletion in the prompt.
Note: Staff notes are never shown to guests. Deletion cannot be undone.
Feature 5: Blacklist Management
Adding a guest to the blacklist blocks them from membership applications, reservations, and check-ins.
Adding to Blacklist
- On the member detail page, click Add to blacklist.
- Enter a reason (required).
- Choose the scope:
| Scope | Effect |
|---|---|
| This facility only | Blocks the guest at this facility only |
| Entire organization | Blocks the guest at all facilities under this organization |
- Click Add to blacklist to confirm.
Removing from Blacklist
Click the Remove link inside the red badge in the header card. The ban is lifted immediately.
Blacklist Tab
The Blacklist tab on the Members page lists all active blacklist entries for your facility and organization.
Guest Self-Profile Editing
In the member app (member.unlockos.io), guests can edit their own profile fields.
| Field | Description |
|---|---|
| Name (alias) | The guest's self-entered name |
| Phone | Contact phone number |
| Address | Postal address |
| Nationality | Nationality |
Clicking Edit opens a modal. Only the changed fields are submitted.
FAQ
Q: When does a guest appear in the member list?
A guest appears as soon as they make a reservation, submit a form, or apply for a membership at your facility.
Q: Is the display name visible to guests?
No. The display name (display_name) is a staff-only internal field and is never surfaced in any guest-facing app.
Q: Can all staff members see notes?
Yes. Notes are visible to all staff at the facility. Only the author can delete their own notes.
Q: Are blacklist reasons communicated to guests?
No. Reasons are only visible in the staff management interface and are never sent to the guest.
Q: What is the difference between "this facility only" and "entire organization"?
- This facility only: The guest can use other facilities in your organization normally.
- Entire organization: The guest is blocked at every facility under the same organization.