# 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 | | Email | 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 1. Open the member's detail page. 2. Click the pencil icon next to the name. 3. Enter the display name (e.g. Taro Tanaka). 4. 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 1. Type the note in the text area (up to 4,000 characters). 2. 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 1. On the member detail page, click **Add to blacklist**. 2. Enter a reason (required). 3. 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 | 4. 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. --- ## Related Pages - [Check-in History](checkin-history.md) - [Forms](forms.md) - [Membership Management](membership-plans.md) - [Blacklist Management](blacklist.md)