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Managing Members

Manage your membership subscriptions, handle approvals, and support members through their lifecycle.

Member Overview​

Viewing Members​

  1. Go to Members in the sidebar
  2. See list of all members
  3. Filter by:
    • Membership tier
    • Status (active, expired, canceled)
    • Join date
    • Search by name/email

Member Profile​

Click any member to view:

  • Contact information
  • Membership status
  • Payment history
  • Activity log
  • Notes

Membership Statuses​

Status Types​

StatusMeaning
ActivePaid and current
TrialingIn free trial period
Past DuePayment failed, grace period
CanceledCanceled, may have access until period end
ExpiredAccess removed

Status Lifecycle​

New → Trialing → Active → Renewal
                    ↓
              Past Due → Expired
                    ↓
               Canceled

Approval Workflows​

Auto-Approve​

Default behavior:

  1. Member signs up
  2. Payment processed
  3. Access granted immediately

Best for: Open communities, standard memberships

Manual Approval​

Require admin review:

  1. Go to Membership > [Tier] > Settings
  2. Enable Require Approval
  3. Choose workflow:
    • Review then pay - Approve before payment
    • Pay then review - Payment first, then approve

Approval Process​

When approval is required:

  1. Member submits application
  2. Application appears in Members > Pending
  3. Admin reviews
  4. Approve or Reject
  5. Member notified

Application Questions​

Add screening questions:

  1. Go to tier settings
  2. Click Application Form
  3. Add custom questions
  4. Required or optional
  5. Save

Managing Individual Members​

Upgrading a Member​

Move to higher tier:

  1. Go to member profile
  2. Click Membership
  3. Click Change Tier
  4. Select new tier
  5. Choose billing:
    • Prorate (charge difference)
    • Start fresh (new cycle)
  6. Confirm

Downgrading a Member​

Move to lower tier:

  1. Go to member profile
  2. Click Membership
  3. Click Change Tier
  4. Select lower tier
  5. Choose timing:
    • Immediate
    • End of current period
  6. Confirm

Canceling Membership​

To cancel a member's subscription:

  1. Go to member profile
  2. Click Membership
  3. Click Cancel Membership
  4. Choose:
    • At period end (keep access until expiry)
    • Immediately (remove access now)
  5. Optionally add reason
  6. Confirm

Extending Membership​

Gift extra time:

  1. Go to member profile
  2. Click Membership
  3. Click Extend
  4. Set duration
  5. Optionally add note
  6. Confirm

Handling Failed Payments​

Grace Period​

When payment fails:

  1. System retries payment
  2. Member enters grace period
  3. Access continues during grace
  4. After grace, access revoked

Configuring Grace Period​

  1. Go to Settings > Payments
  2. Set grace period days (default: 7)
  3. Configure retry attempts

Recovering Failed Payments​

  1. View members with Past Due status
  2. Contact member about payment issue
  3. They can:
    • Update payment method
    • Pay manually
  4. Or admin can:
    • Extend grace period
    • Cancel membership

Bulk Actions​

Available Actions​

ActionDescription
ExportDownload member list as CSV
EmailSend message to selected
Change TierMove multiple members
TagAdd/remove tags

Performing Bulk Actions​

  1. Go to Members
  2. Select members (checkboxes)
  3. Click Bulk Actions
  4. Choose action
  5. Confirm

Member Communication​

Sending Messages​

  1. Go to member profile
  2. Click Send Message
  3. Compose message
  4. Send via email or in-app

Automated Emails​

System sends automatic emails for:

  • Welcome (new member)
  • Payment receipt
  • Payment failed
  • Subscription ending
  • Subscription canceled

Customize templates in Settings > Notifications

Member Tags​

Using Tags​

Tags help organize members:

  • VIP members
  • Course completers
  • Event attendees
  • Special segments

Adding Tags​

  1. Go to member profile
  2. Click Tags
  3. Add existing or create new
  4. Save

Filtering by Tags​

  1. Go to Members
  2. Click Filter
  3. Select tag(s)
  4. View filtered list

Member Notes​

Adding Notes​

Keep internal notes about members:

  1. Go to member profile
  2. Click Notes
  3. Add note with date
  4. Notes visible only to admins

Use Cases​

  • Special arrangements
  • Support history
  • Approval decisions
  • Feedback received

Reporting​

Membership Metrics​

Track in Analytics:

  • Total active members
  • New members this period
  • Churn rate
  • Revenue per tier
  • Trial conversions

Export Data​

  1. Go to Members
  2. Apply any filters
  3. Click Export
  4. Download CSV

Best Practices​

Onboarding​

  • Send welcome email
  • Guide to key content
  • Introduce community
  • Encourage first actions

Retention​

  • Deliver consistent value
  • Engage regularly
  • Respond to feedback
  • Recognize loyal members

Handling Cancellations​

  • Exit survey to learn why
  • Offer alternatives (pause, downgrade)
  • Leave door open to return
  • Process gracefully

Need help? Contact support@uni8.ai

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