Use the Member Directory

When to use this

Use this article when you need to use the Member Directory in Topo. The main staff surface is Staff > Members. It is written for Front Desk, Managers.

What this covers

• Search and filters

• Opening profiles

• Status summaries

• Tags, waivers, access, payments, and check-ins

• When to use segments or reports instead

Before you start

• Open Staff > Members.

• 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 Members.

2. Use search, tag filters, archived filter, and sort options to narrow the list.

3. Read the row status before opening the profile.

4. Open the profile for any action that changes contact details, access, payment methods, waivers, notes, or check-ins.

5. Use segments or reports instead of the directory when you need a saved audience or export.

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