Understand Member Status Cards
Learn how to understand Member Status Cards in Topo, including active, past due, payment failed, frozen, archived, cancelled, prepaid-pending, expiring, missing waiver, and invalid waiver states.
When to use this
Use this article when you need to understand Member Status Cards in Topo. The main staff surface is member profile. It is written for Front Desk, Managers.
What this covers
Active, past due, payment failed, frozen, archived, cancelled, prepaid-pending, expiring, missing waiver, and invalid waiver states
How each maps to front-desk action
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
Open the member profile and read the status cards before acting.
Use access status to understand active, frozen, past-due, payment-failed, cancelled, prepaid-pending, or expiring access.
Use waiver status to find missing, expired, or invalid signatures.
Use payment and credit cards to see saved cards, failed-card states, and account credit.
Use the card messages to decide whether to check in, sell access, send a waiver, update payment, or involve a manager.
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