Email a Member from Their Profile

When to use this

Use this article when you need to email a Member from Their Profile in Topo. The main staff surface is member profile email action. It is written for Front Desk, Managers.

What this covers

• One-off operational email

• Difference from broadcasts/sequences

• Sender settings

• Whether Inbox conversations are created or updated

Before you start

• Open member profile email action.

• 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 and choose the email action.

2. Write an operational message specific to that member.

3. Review the sender and reply-to behavior before sending.

4. Send the email and watch for delivery or validation messages.

5. Use broadcasts or sequences instead when the same message should go to an audience.

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