Use Custom Fields on Member Profiles

When to use this

Use this article when you need to use Custom Fields on Member Profiles in Topo. The main staff surface is Staff > Admin > Custom Fields, member profile. It is written for Owners, Managers.

What this covers

• Creating organization-specific fields

• Field types and validation

• Where fields appear

• Reporting or segmentation implications

• Confirm the current Admin tab renders expected controls before drafting step-by-step copy

Before you start

• Open Staff > Admin > Custom Fields, 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. Create or review custom fields from the admin custom fields screen.

2. Choose the field type and validation that matches the information you collect.

3. Open a member profile and fill the custom field panel.

4. Use forms when you need members to submit or update custom-field values themselves.

5. Review whether the field should appear on member profiles, signup, reports, or segments before collecting it at scale.

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