Editing a member's profile

First of all, you need to go to the Members Section and click on the Members module. Then, select the “Manage members” menu.
To edit a profile, you need to find your member's name on the database and to click on .

This block allows you to view the title, the last name, the first name and the birth date. You can fill in the fields or correct them. To do this, you just need to click on the field you want to edit and type in the information with your keyboard or choose in the combo box.
To enter or edit a birth date, click on the field and a calendar like the one presented below will appear. You only need to select the year in the combo box and the month with the arrows on the left and right of the blue bar. Then, click on the day. The birth date is set!
The “Comment” field allows you to leave a comment about the member. For instance, if your member uses a different name than their birth name, you can specify it here.

You can change the member type(s) assigned to a member. To do so, you need to choose the member type on the combo box. Don't forget to specify the period of validity during which this type will be applied to the member. Usually, this corresponds to the duration of the subscription contract the member has purchased.

For more information on member types, please visit the page dedicated to the member types management.

If you have created custom fields, you can provide the details related to the custom information. If you notice mistakes on the fields you have created or if a field does not meet your needs, you can edit it. To do so, visit the page dedicated to the custom field management.

Why adding a picture? Well, it can be very useful. First of all, it can strengthen your relationship with your client as you can associate a name with a face. As a result, the atmosphere at the front desk will be more friendly. If your club has membership cards, you can also print the picture on the card. People usually like custom cards and people pay more attention not to lose them because they are personal. And, last but not least, if you have a look at the member's details when they are not in front of you, the picture will help you remember who the person is.

On ExtraClub, there are two ways of adding a picture to your member. You can add it by clicking on the button. To do so, the computer at the front desk must have a webcam. When you click on it, the webcam starts and you can take the picture of the member right away. You can take as many pictures as you want and the member will be able to choose the one they prefer. You just need to click on the picture you want to use and confirm.

You can also upload a picture stored on your hard drive. It can be useful if the member has sent you a picture in an email. To import it click on “Browse” and select the picture you want to use, then hit “Open”.

The following option is only available if you use the members' directory.
The “Picture can appear in directory” field lets you specify if the picture can be used in the directory which means it will be seen by other members when they are searching for a partner. Check “No” if your member does not want to share their picture.

The following option is only available if your club has an access control system using magnetic or smart cards.
The “Alert message” field is very useful when your club uses smart cards and has an access control system. This function allows you to type in a message that will be displayed on the "Entries", on the front desk monitor, when a member swipes or bips the card to enter. For instance, you can write a message like “This member has forgotten his/her jacket the last time he/she came” so that the employee at the front desk does not forget to give the item back. Indeed, even if employees know the clients very well, they cannot know or remember everything. This function is a good way to make sure you don't forget important information. Moreover, it will strengthen the relationship you have with your client: they will be happy you thought about it!

The “Contact information” block allows you to enter information such as the home, cell or work phone number and the email address of the member.
To provide an item of information, you need to check the box on the left to open the menu. In the “Value” field, type in the phone number or email address with your keyboard.
The “Hide information” field lets you specify if the information will be displayed in the directory. Indeed, on the interface used by members to make reservations, it is possible to display their home address or phone number. Check “Yes” if you don't want other members to see this information.
The “Set as main contact information” field allows you to choose if this item is the one you need to use first to contact the member.

The following option is only available if you use the notion of family on ExtraClub.
The “Apply to” field allows you to apply the new address to the family only or to the family and all of its members. You also need to be aware that the notion of family on ExtraClub is wider than the idea we usually have of a family. Indeed, “families” on our software encompasses reconstituted families or large families the members of which do not all live under the same roof. It also includes families with children who are 18 or above and who do not live with their parents anymore. Sometimes, they have different contact information and wish to be contacted directly. Make sure you are not making a mistake when applying the information to all the family members because the previous information will be overwritten and lost. If you do not want to use this function, do not check the box.

The “Address” box works like the “Contact Information” box.
If the address of the member is the same as the address of the family s/he belongs to, just click on “Same as the family”. This option will allow you to automatically fill in the fields with the address of the family.
If the address of the member is different from the family's address then, you need to specify it with your keyboard. Enter information such as the street name, city, country, etc. in the corresponding fields.
The “Hide information” field will allow you to specify if the item will be available to others on the members' directory. Indeed, on the interface used by members, you can decide to display their address on the website or not. If you check “Yes”, this information will be hidden from other users.
The “Set as Mailing address” field allows you to choose if this address is the one you need to use first when sending mail to a member.

The following option is available only if you use the notion of family on ExtraClub.
The “Apply to” field lets you apply the new address to the family only or to the family and all of its members. The notion of family on ExtraClub is wider than the idea of family we usually have. On our software, the “family” encompasses reconstituted families or families the members of which do not live under the same roof, or with children who are 18 or above and who are not living with their parents anymore. They have a different address and wish to get their mail at home and not at their parents'. Make sure you are not making a mistake when applying new addresses because the previous one will be overwritten and lost. If you do not wish to use this function, do not check the box.

On this page, you can edit the limit of the negative balance for your member. If the member reaches that limit, his or her account will be blocked. You can set any limit. Keep in mind that the account is blocked when the limit is reached. To understand this notion, let's explain with an example:
Let's say you set up the limit at €20 for the negative balance. One of your clients already has a negative balance of €18. He would like to buy a drink and a snack costing €3 and wishes to add this amount to his negative balance. This operation will not be blocked, even if the negative balance will reach €21. Actually, the account will be blocked only when the amount goes over the limit. ExtraClub will not block a purchase even if, as a result, the negative balance will go over the limit. But, once the €21 are reached, you will not be able to add other purchases to the negative balance. The account of the member will be locked until he pays the money he owes to the club.

Once you have provided all the required information, you need to confirm your choices so that they are taken into account by ExtraClub. To do so, once you have checked that the information was correct, click on “Confirm”.

A confirmation message appears. Click on “Confirm” once again.
If an error message appears, click on “Back” and edit the fields that are not valid or fill in the empty required fields and confirm again.