Accounts
How login accounts relate to member profiles, invites, email restrictions after claiming, roles, and disconnecting access.
Overview
An account is the login identity someone uses for the member website and app, and optionally the admin dashboard. A member is the program profile: who they are, what they pay for, and what they are entitled to.
Members can exist without an account. Staff often create or import profiles first, then invite people to claim them later.
One account can control multiple member profiles. For example, a parent may have one login that manages all of their children's member records.
Manage accounts from the admin dashboard. The same functionality is available on the Accounts and Invites APIs.
Accounts vs members
| Account | Member | |
|---|---|---|
| What it is | A login identity (email, name, roles) | A program profile in your organization |
| Used for | Signing in to the member website and app, or the admin dashboard | Billing, entitlements, cards, bookings, and staff records |
| Can exist alone? | Yes, briefly, if someone is invited without a profile yet | Yes. Profiles often exist before anyone is invited |
| When linked | Owns one or more member profiles | Shows a linked account so the owner can self-serve |
Subscriptions, invoices, and benefits attach to the member, not the account. The account is how the person reaches those records.
How accounts are created
Accounts are only ever created by the account holder. That way they set their own password and validate their email. Staff do not create login credentials on someone's behalf.
Someone can create an account in two ways:
- Direct sign-up, if the organization allows public sign-ups
- Staff invite, which works whether or not front-end sign-ups are also allowed
If sign-ups are not allowed, a staff invite is the only way to create an account. See Invites for how to send one.
Invites
An invite lets staff ask someone to create an account and optionally claim one or more member profiles. Start from the Invites page (Settings → Invites), from a member profile, or in bulk from the members list.
Creating an invite
Open invites
Go to Settings → Invites, open a member profile and invite from there, or select members on the members list and choose the invite action.
Set the email
Enter the email address that should receive the invite. This is the address they will use to create their account.
Select member profiles (optional)
Optionally choose which member profiles should be linked to this account. You do not have to include any profiles on the invite. Leave them off for an email-only invite when they should create their own member record after signing up. Approval still applies if your program requires it.
Send the invite
Send the invite. The person receives an automated email with a link to create their account.
They create an account and respond
After they create their account, they are shown the invite: a list of the member profiles on it (if any), with the option to accept or reject each one. Accepting links those profiles to their account.
Roles
Set the role on the invite to Member (default) or Admin.
- Member opens the member website and app only
- Admin lets them manage the organization in the admin dashboard after they create their account and accept
You can change an account's roles later from the admin dashboard. For more on the staff workflow, see Inviting Members.
Invite statuses
Invites expire after seven days. You can revoke a pending invite at any time if it was sent in error, so the email link can no longer be accepted.
| Status | Meaning |
|---|---|
| Pending | Sent, not yet accepted |
| Accepted | The person created an account and claimed the invite |
| Revoked | Staff cancelled the invite before it was used |
| Expired | The invite timed out after seven days |
| Declined | The person declined the invite |
Members on an account
One account can be linked to multiple member records when those profiles share an email and were invited together. That is common for a parent managing several children's profiles, or similar household setups.
Once linked, the account holder can:
- Update member-editable profile fields
- Manage payments and subscriptions
- Book events and use the member website and app
Staff can still edit the profile from the admin dashboard. Staff-only fields stay hidden from the member. See Customising Member Profile Fields.
Covered members on a group subscription can still have their own linked accounts for their profile, cards, and bookings.
After claiming: email restrictions
Accepting an invite confirms the member email. While the account stays linked, that email cannot be changed.
To correct an email address:
- Unlink the account from the member.
- Update the email on the member profile.
- Invite them again so they claim the record with the new address.
Disconnecting accounts
Staff often mean different things by "disconnect." Pick the action that matches what should stop:
| Action | What it does | When to use it |
|---|---|---|
| Unlink | Removes the link between a member and an account. The member stays active. | For example, a parent account should keep access to other children's profiles, but no longer control the one you unlinked. Also use this to change the email and re-invite. |
| Remove organization access | Removes the account's access to this organization. | The person should no longer have access to any member profiles in the workspace. |
| Archive the member | Takes the profile out of day-to-day lists. History is kept. | The person is leaving the program, but the account can still sign in later if they want to join again. This does not replace unlink. See Deleting a Member. |
Next steps
- Invite members to create accounts and claim profiles.
- Members overview for how profiles work before and after linking.
- Sign-ups and applications when people should create their own login without a staff invite.
- API users can list accounts or unlink a member.