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Members, Students & Contacts•6 min read

Members Overview

How to manage member records, roles, lessons, boarding plans, privacy consents and documentation.

The Members section is the complete directory of all students, horse owners and facility members. From here you can add new members, view individual profiles, check privacy consent status and manage documentation.

Admin access is required.

The members list

Clicking Members in the sidebar opens the full list of registered members.

Each row shows:

  • Avatar with the member's initials.
  • Full name with email and phone.
  • Role at the facility (Member, Student, etc.).
  • Privacy consent status — indicates whether the member has signed the required documents.

At the top you'll find:

  • The + Add button to create a new member.
  • The Show archived toggle to also display inactive members.
  • The search bar to quickly find a member by name or email.
  • The alphabetical filter (A–Z) to navigate by initial.
  • Sort by Name (ascending or descending).

Adding a new member

  1. From the members list, click + Add: the New Member page opens.
  2. Fill in the profile fields:
    • First Name and Last Name.
    • Email and Phone.
    • Date of Birth and Gender (Man, Woman, Other, N/A).
    • Tax ID / National ID and Address.
    • Role at the facility.
    • Emergency Contact: name and phone of the person to call.
  3. The Role is picked from the list — Ordinary Member, Riding Student, Competitor, Horse Owner, Board Member — or you type your own: the new role is added to the list.
  4. Click Save in the bar that appears at the bottom as soon as you change something.

First Name, Last Name, Email, Phone, Date of Birth and Role are required: if one is missing the save does not start, the field turns red with the note "Field required" and the warning "Please fill all required fields" appears. If the email is written incorrectly, the field reports "Invalid email format". You can leave the other fields empty and fill them in later.

The member profile

Clicking a member from the list opens their individual profile. All information is grouped into themed cards.

Header

At the top of the profile you'll find:

  • Avatar with assigned initials and colour (you can also upload a profile image or photo).
  • The role and status (e.g. "Member • Active").
  • Contact details: Phone, Email, Emergency contact.
  • Personal details: Date of birth, Address, Tax ID.
  • Enrollment date.
  • Portal access — indicates whether the member has member portal access enabled.
  • The ✏️ Edit profile button to update details.

To pay to the center

This card shows the member's financial summary:

  • Total to pay — the overall amount due.
  • Of which overdue — amounts already past due (highlighted in red).
  • Pending — amounts not yet due.

Lessons

Shows active lesson options for the member (subscriptions, packages, and/or pay-per-lesson):

  • Subscriptions — displays subscription type and frequency (e.g. Monthly, Annual), price, expiry date, and any weekly lesson counter.
  • Lesson packages — displays purchased package details, price, remaining lessons or credits, and remaining balance counter.
  • Pay per lesson (a consumo) — displays single lesson rates without subscription or package.

Medical Certificates

Manage the member's medical certificates. The system indicates whether a valid certificate is on file.

Services

Lists additional services activated for the member, such as insurance or special courses, with type (one-time or recurring) and amount.

Notifications & portal

Configure the email for receiving notifications and communications, and enable access to the Member Portal, where members can self-enroll in lessons, view their lessons and documents, check any owned horses, and review payment due dates.

Boarding

Lists active boarding plans for the member's horses (e.g. Stall or Paddock), including installment amounts, renewals, and next expiry date.

Owned Horses

Displays the list of owned horses linked to the member.

Privacy & GDPR

The Privacy & GDPR card allows you to:

  • Check the status of privacy consents signed by the member.
  • If the member has no linked user account, the system flags that no consents are recorded.
  • In the Data & privacy section, you can download all the member's personal data in JSON format (profile, subscriptions, payments, lessons, documents).

Important: data download complies with the GDPR right of access (Art. 15).

Documents

The Documents card allows you to upload and store important files:

  • Passports and ID documents.
  • Certificates and diplomas.
  • Signed contracts and waivers.
  • Any other relevant documents.

Tip: use the member list filters to quickly identify expiring medical certificates or missing privacy consents.

Receivables

Lists all specific due items and payments to be collected for the member (e.g. boarding fees, lessons, visits, or services):

  • Due status: highlights overdue items (with warning icon ⚠️ and days past due) or upcoming pending items.
  • Item details: shows description, amount, and reference period.
  • Action buttons:
    • Incassa (Collect): records payment for the individual item.
    • Abbuona (Waive): waives or writes off the due amount.