Add Tags and Notes to Members

When to use this

Use this article when you need to add Tags and Notes to Members in Topo. The main staff surface is member profile. It is written for Front Desk, Managers.

What this covers

• Applying tags

• Private staff notes

• When a tag should become a segment

• Sensitive-information cautions

Before you start

• Open member profile.

• Use a staff role that can view or edit members for the action you are taking.

• Check the selected location when reviewing front-desk access. Some member lists and check-in options are filtered by recent visits or location-scoped access.

• Use the member profile as the source of truth for contact details, access, waivers, notes, payment methods, and account credit.

Steps

1. Open the member profile.

2. Apply existing tags from the tags area or create/manage tags from the admin tag screen if you have permission.

3. Add private staff notes for operational context that should not be part of the member-facing profile.

4. Use concise factual notes and avoid sensitive medical, payment-card, or confidential information.

5. Convert repeated tag use into a segment when the tag becomes an audience or reporting rule.

What happens after saving or completing this

• The change is reflected in the relevant staff screen and activity history.

• If the workflow affects members, payments, access, inventory, or email, review that downstream area before moving on.

Common issues and fixes

• A profile exists but the member cannot enter: profile data alone does not grant access. Review the access card, waiver card, and blocker messages.

• A member cannot be archived: primary payers and active billing relationships may need to be moved or cancelled first.

• A duplicate profile appears likely: compare email, phone, date of birth, family group, and recent activity before editing or archiving either record.

Related articles

• Search for a Member

• Understand Customer Access

• Resolve Check-In Blockers