Members

A member profile holds details about a student or another person connected to your school. Use profiles for students, prospective students, parents, guardians, and other contacts. Staff accounts and permissions are managed separately.

Members are the centre of everything in Kanri. A member can have memberships (enrolment records), subscriptions (billing records), attendance, bookings, notes, interactions, documents, and a gallery.

Member types

Every profile in the Members list has a type that describes their relationship to your school:

Type	Who it is
Lead	A prospective student. You can choose this type when creating a profile. Lead-management tools require a Professional or Enterprise plan.
Member	A student. Creating a membership or subscription can change a Lead, Contact, or Staff profile to Member.
Contact	A parent, guardian, or other person linked to a member. Linking a Lead or Staff profile as a contact can change its type to Contact.
Staff	A person with a staff role. Staff access and roles are managed separately from member profiles.

Choose Member, Lead, or Contact when creating a profile. Creating a membership or subscription can change a Lead, Contact, or Staff profile to Member; linking a Lead or Staff profile as a contact can change its type to Contact. Accepting a staff-role invitation can change a Lead profile to Staff.

The Lead option is available with a Professional or Enterprise plan.

Profile fields

When you open a member’s profile, you’ll see the following information:

Field	Description
First name / Last name	The member’s full name. Both are required.
Email	Used for sending messages and for portal login. The same email cannot be saved on multiple profiles in your school.
Phone	Used for SMS messages. The same phone number cannot be saved on multiple profiles in your school.
Birthday	Used in the Birthday report and displayed as an age on the profile.
Gender	Man, Woman, or Other. Optional.
Family Status	Single, Married, Divorced, Widowed, Separated, Common Law, or Other. Optional.
Address	Street address, city, province/state, postal code, and country. Edited separately from other profile fields.
Photo	A headshot used for visual identification at the kiosk. Uploaded and cropped separately.
Member number	A unique number automatically assigned when the member is created. Members can use it or search by first name to sign in at the kiosk.

The members list

Go to Members in the main navigation to find student, lead, and contact profiles.

The list has separate Active Members, All Members, Leads, and Contacts tabs. Active Members includes members with an active membership. All Members includes member profiles with active or inactive memberships. Leads and contacts have their own tabs.

The list shows each member’s name, last attendance date, and the active programs they’re enrolled in. Click a member’s name to open their profile.

You can search and filter the list by name, number, age, phone number, and more.

Member profile tabs

A member’s profile is organised into tabs. Each tab shows a different aspect of the member’s record:

Tab	What it shows
Overview	Key information cards: personal details, address, memberships, subscriptions, contacts, notes, interactions, and more. Customisable per staff account.
Contacts	People linked to this member (parents, guardians, spouses, etc.) and who can manage them.
Contact Of	Members linked to this person as their contact, including each relationship and whether this person can manage them.
Memberships	Enrolment records showing which programs the member is enrolled in, their level, and status.
Billing	Links to subscriptions, payments, invoices, charges, discounts, and saved payment methods.
Attendance	A log of every class session this member has attended.
Bookings	Upcoming and past class bookings for this member.
Messages	Email and SMS conversations with this member.
Interactions	Immutable log entries recording events, incidents, and calls.
Notes	Editable staff notes (medical info, reminders, special arrangements).
Gallery	Files and photos uploaded for this member.
Documents	Documents sent to or stored for this member. Document Management requires a Professional or Enterprise plan.
Evaluation	Evaluation forms and responses, when enabled for your school.
Logs	The Beta event log shows recorded activity for this member. It may omit actions or details.

You can also manage a member’s discounts, session credits, and evaluation from their record. See the billing overview for the billing tools available from the profile.

The member profile vs. a user account

A member profile is a record in your school’s data. It holds training history, billing, and personal details.

A user account is a login credential. It lets someone access Kanri as staff or as a member through the portal.

These are two separate things. A member profile can exist without any user account. When you invite a member to the portal, Kanri links their user account to their member profile.

If your school has Auto-link accounts turned on (in Settings → Behaviors), Kanri automatically links a new user account to an existing member profile when the email addresses match.

Member number

Every member is automatically assigned a unique member number when their profile is created.

Members can use this number or search by their first name to sign in at the kiosk. See Member Number for more detail.

Next steps

Add a Member Create a new member profile.

Search and Filter Find members quickly.

Memberships Enrol a member in a program.

Subscriptions Set up billing for a member.

Duplicate a Member Copy a profile or handle duplicates manually.