Members

Members are the participants in your incentive program—the people who earn points, redeem rewards, and use your member website. The Members area is where you add people, approve registrations, send invitations, assign companies and tags, and manage account status.

Overview

From the Members screen you can:

• Add members individually or import from CSV
• Invite pending members or reinvite those who have not activated
• Approve self-registrations awaiting admin review
• Filter and search by status, tags, dates, and points balance
• Export member lists for reporting
• Manage member tags for segmentation (Communicate, leaderboards, etc.)
• View points and open a member’s transaction history
• Soft-delete members (restore later from trash) or permanently delete from trash

Member status controls whether someone can sign in, receive emails, and participate in the program.

Companies (optional)

Companies are optional. A member does not have to belong to a company to participate in the program. When you do use them, the relationship is many-to-many: one company can have multiple members, and one member can belong to multiple companies. Assign links from the member profile (Companies field) or from Members → Companies. See Companies.

How members join

You do not have to pick a single way to bring members into a program. Multiple joining paths can coexist in one program—for example, you might import a dealer list, add stragglers manually, sync updates from an HR system via API, and leave self-registration open for new partners. Choose the mix that fits your audience, but stay clear on which status each path produces, the ramifications of running paths together, and your responsibilities for each queue.

What “Active” means. Only Active members can sign in and fully participate. Paths that end in Pending, Invited, or Awaiting Approval all need admin action—or member action in the invite flow—before the person is live in the program.

Ramifications when paths coexist

• Duplicate emails — The same person added manually and via self-registration may create two records unless you consolidate. Prefer one primary path per audience where possible.
• Split workload — Self-registrations queue as Awaiting Approval on the Dashboard. Admin-added members queue as Pending until you invite. Plan who monitors each.
• Registration settings still apply — Self-registrants see the form configured under Website. Admin-added members bypass that form but still follow the invite/activation flow.
• API vs manual — API-managed members may lock fields such as Data Key. Editing them in the admin can conflict with your integration—check the member’s API tab before changing records.

Top tips — recommended flows

Configure sign-in, registration, and form fields in Website. Manage all resulting statuses from Members → Members regardless of how someone joined.

Where to find it

• Route: /members/{programId}
• Side navigation: Members → Members
• Tabs: Members (list) and Tags (member tag definitions)

The Dashboard Review Awaiting Approval button also links here when registrations need approval.

Prerequisites

• An open program with an active, trial, or demo subscription
• Program administrator access assigned to your account
• Editor role (or higher) to add, edit, delete, import, or change member status—Observer can view the list but cannot edit

For self-registration, enable and configure options in Website before expecting Awaiting Approval members.

Member statuses

New members added with Add Member start as Pending. Members imported via CSV follow the status defined in your import mapping (defaults apply during import). See How members join for how each path maps to status and admin actions.

Step-by-step

Add a member

1. Open Members → Members.
2. Click Add Member.
3. Complete the Profile tab:
   • First Name, Last Name, Email (required)
   • Data Key — external identifier (e.g. employee ID); locked if the member is API-managed
   • Phone, Mobile
   • Companies — optionally link to one or more Companies; members can belong to zero, one, or many companies
   • Member Tags — assign segmentation tags
4. Optionally upload a profile photo.
5. Save. The member is created with Pending status until you invite them.

From the member dialog you can also view Available, Awarded, and Redeemed points; click the points balance to open transaction history.

Invite or approve members

Bulk invitations (toolbar)

• Send Pending Member Invitations — emails all Pending members (with confirmation dialog)
• Reinvite Invited Members — resends to Invited members who have not activated

Members who opted out of email are skipped automatically.

Per-member actions (⋮ menu on a row)

• Pending → Invite
• Awaiting Approval → Approve
• Invited → Re-invite

Import members from CSV

1. Click Import (hidden when rows are selected or filters are active).
2. Upload CSV — map columns to First Name, Last Name, Email (required), plus optional Data Key, Tags, Company Keys, and External Image URL.
3. Use semicolons (;) to separate multiple tags or company keys in a single cell.
4. Review — valid rows show as New or Update (existing email). Invalid rows are Omitted.
5. Complete import. New member tags in the file are created automatically if needed.

Existing members matched by email are updated rather than duplicated.

Search, filter, and export

Search — filter the list by name or email text.

Filters — open the Filters button to narrow by:

• Status (Pending, Invited, Awaiting Approval, Active, Inactive)
• Member tags and company tags
• Date range on Created or Activated
• Points balance min/max
• Email opt-out

Click Clear Filters to reset. View Deleted (in the filter menu) opens the trash view.

Export

• Export All — generate a CSV of all members (respects current filters when applied)
• Select rows and click Export selected members for a partial export

Exported fields include name, email, data key, status, companies, tags, points, and dates.

Edit a member

1. Click the member’s name/avatar or choose Edit from the row menu (requires Editor role).
2. Update profile fields, companies, tags, or profile image.
3. On the Other tab (existing members): view created/activated dates, set Email Opt Out, or external image URL.
4. For API-synced members, an API tab shows integration metadata; the Data Key field is read-only.

Activate / Deactivate — from the member dialog, use Activate or Deactivate when status is Active or Inactive.

View points and member website

• Click a member’s Points balance in the list to open their points transaction table.
• From the row menu, choose Open In Member Website to preview the site as that member (same as Live Site member preview on the Dashboard).

Delete and restore members

Soft delete

1. Row menu → Delete.
2. Confirm. The member is marked Deleted, cannot sign in, is unlinked from companies, but points history is preserved.

Trash

1. Open View Deleted from the Filters menu.
2. Select deleted members and Delete Permanently, or restore individual members.

Restore

1. In trash view, row menu → Restore Member.
2. Choose restore status (Active, Inactive, Pending, Invited, or Awaiting Approval) and optionally restore company links.

Use Exit Trash to return to the normal member list.

Manage member tags

1. Open the Tags tab on the Members page.
2. Click add new tag to create tags used for filtering, communications, and program rules.
3. Edit or delete tags from the row menu (delete requires Editor role).

Tags assigned to members appear in the Member Tag(s) column on the list.

Tips and limitations

• Demo programs — Add, import, invite, delete, and export actions are disabled on demo programs.
• Plan member limits — Your subscription plan caps how many members the program can include. Contact support or upgrade if you reach your limit.
• Email opt-out — Members with opt-out enabled are excluded from bulk invitations; the confirmation dialog shows how many will be skipped.
• API-managed members — Members created via the Members API may lock the Data Key field. Use the API tab in the member dialog to verify integration details.
• Pagination — The member list loads in pages. Filters and search apply server-side; very large filters may take a moment to load.
• Companies (optional) — Members do not require a company. When used, members and companies are many-to-many—link from the member profile or company record. See Companies.
• Communications — Bulk email to tagged or filtered members is handled under Communicate.
• Self-registration setup — Form fields and open/closed access are in Website, not on this page.

Related

• Programs — Create and open a program first
• Website — Configure self-registration and sign-in
• Dashboard — Registration awaiting approval and program metrics
• Companies — Organizational structure for members
• Communicate — Email members by tag or filter
• Points Import — Award points in bulk (separate from member import)
• Members API — Sync members from external systems