Member records: notes, tags, emergency contact and archive

A member's record is the one place we keep everything about a person: contact and emergency details, plan and balances, full history, private notes and tags. Here is how to work it from the front desk.

1. Open a record. From Members, search by name or use the filters, then click a member to open their record.
2. Check contact and emergency details. See their contact details at a glance, plus emergency contact name, phone and date of birth, so we can reach the right person fast.
3. See membership and balances. The record shows their plan, class credits remaining, and any account credit balance in euro they can spend on bookings or purchases.
4. Review booking and payment history. Scroll for classes booked and attended and every payment we have taken. Any no-shows or late cancels show up in their history too.
5. Leave a front-desk note. Add a private note for the team, like prefers mornings or pays by card at the desk. Each note is stamped with who wrote it and when. Keep these to reception reminders, not clinical records.
6. Tag them to segment. Add or remove tags to group members. Back on the members list we can filter by tag to pull a segment for follow-up.
7. Archive a member who has left. Select them on the members list and choose Archive. That takes them off the list and sets them to inactive, so they are refused when they try to book a class. Nothing is erased, and their bookings and payments stay on record. Anything they already paid for is left alone, so any credit stays on their account and a one to one appointment is still open to them; cancel those separately if they should not go ahead.
8. Find and reactivate later. To bring someone back, open Filters on the members list and turn on Show archived members, then open their record and use Reactivate member at the top of it. That puts them back on the list and reopens their account.