---
title: Managing Members
description: Manage membership subscriptions, approvals, and member lifecycle
category: community-admin/membership
order: 3
---

# 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

| Status | Meaning |
|--------|---------|
| **Active** | Paid and current |
| **Trialing** | In free trial period |
| **Past Due** | Payment failed, grace period |
| **Canceled** | Canceled, may have access until period end |
| **Expired** | Access 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

| Action | Description |
|--------|-------------|
| **Export** | Download member list as CSV |
| **Email** | Send message to selected |
| **Change Tier** | Move multiple members |
| **Tag** | Add/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

---

## Related Guides

- [Membership Tiers](./membership-tiers.md)
- [Pricing & Benefits](./pricing-benefits.md)
- [Transactions & Refunds](../payments/transactions-refunds.md)

---

Need help? Contact support@uni8.ai
