You can find member management in the section Management > Members.
There are several ways to create a new member in the database – bulk import, manual creation, or online registration by the member or their representative.
You can find this option under the button More > Import.
Click the button “+”.
Upload the required file. You can find a detailed guide in a separate article.
Import Members
Bulk import of members is one of the first steps after acquiring the EOS platform. It’s also useful later on whenever you need to easily add multiple members to the database at once.
Click on the “+” button.
In the Basic Information section, fill in at least the required fields:
first name
last name
date of birth
Next, in most cases, it is possible/required to fill in:
middle name
nationality
contact email
select tags
Platform Configuration
The platform can be configured with many parameters to perfectly suit your specific needs. Check detailed configuration options for your platform here.
Troubleshooting: Member vs. Representative Access
The platform differentiates between member and representative access. It can also easily handle situations where the representative is simultaneously a member or has multiple children in the club. How to correctly manage member and representative access?
Tags
To better organize your membership database, you can create custom tags for labeling and filtering.
In the section Assign a team member, you can directly pick the team the member will belong to.
Click on Save, which will either create the member or send them an invitation if you selected this option.
A member can register themselves in your system by clicking on New Registration on the login page. You can customize the registration form to suit your needs.
Online member registration
Using the online registration form, club members can register into your club platform.
Once the member completes the registration, a request – New Registration – is generated.
Whoever has the proper permissions will handle the request.
Management Requests
Through management requests, you can create tickets for individual members to gather various information or documents from them. Similarly, members can create tickets for management if they need to request something.
You don’t have to invite members to the platform and can keep them recorded in inactive mode (without user access). However, if you want to use the full potential of the EOS platform, invite the members/representatives. This way, your member database will always stay up-to-date since members/representatives will be regularly asked to fill in/review their details. Last but not least, you’ll also be able to actively communicate with them on the platform.
Mailing
Easily send emails in bulk or to individual members. Afterwards, track their post-delivery statistics and see who opened the email.
Notifications for Payments and Membership Accounts
The EOS platform sends a variety of useful notifications to all members – including those related to payments. Most of them are sent to the mobile app or to email.
There are several ways to send an invitation to the contact email address:
Checkbox in the form when manually creating a member.
In the created member detail line Member User.
Bulk action on the members list:
Use checkboxes to select the desired members (or all of them).
Click on the button Bulk Actions > Send Invitation.
Choose whether invitations should be sent to both members and representatives, only members, or only representatives.
Send invitations by clicking OK.
Read more about member access and invitations in a separate article.
Troubleshooting: Member Access vs. Representative
The platform differentiates between member access and their representatives. It’s also easy to handle situations where a representative is also a member or has multiple children in the club. How to properly manage member and representative access?
If you experience issues with access and login, check out additional articles.
First Login for Member/Representative
You received an email invitation to create user access to the platform. How do you create a user account with it, and how to handle access for yourself vs. your child?
Troubleshooting: Your Representative Must Help You Complete Registration
Is a member or their representative reporting that they can’t complete the registration? That they can’t log in?
You can access the member card details on the Management > Members page by clicking on the member's name. You can go directly to editing via right-click or through the context menu (3 dots). Clicking on the member's avatar also allows you to view a side panel with a preview of the member and additional actions.
Member's main team
Health check – see if the member has submitted their health check document, and if so, until when the check is valid.
Click through the card to access the list of health check documents.
Click the + New health check button to upload a new document for the member.
Management Requests
Through management requests, you can create tickets for individual members to gather various information or documents from them. Members can also create tickets for management if they need to request something.
My Overview – Member Information in One Place
In your overview, you can immediately see a summary of important information about your activities – for example, whether you have any outstanding payments, the validity of your health check, or your average attendance percentage. You can also handle management requests here, and last but not least, you have your personal calendar with all events relevant to you.
Unpaid – the sum of all unpaid member payments. Clicking leads to the list of payments.
Attendance and Participation – clicking leads to the list of all the member's events, including their participation and related information.
Emails – the count of all emails sent to the member.
Includes both mailings and email notifications.
By clicking, you can see the list of all emails sent to the member from the platform.
You can find the complete list of emails sent from the platform, including filtering, in a separate module.
History of All Sent Emails
In the email overview, you can check whether members are receiving both mailing emails and email notifications. You’ll also see if, when, and how many times these emails were opened.
Files – number of files uploaded by a member.
Clicking on it will show you all their files.
You can also upload a new file here for the member, or a new file will be saved here if the member submits it via Request.
You can manage all members' files conveniently on a separate page:
Member Files
You can save any files for your members, which will then be available anytime online.
Member – the main tab with basic information about the member in one place – personal, contact, and health data, etc.
In the row Member User you can:
using the button Invite Member to send an invitation to the platform,
see the member's email address highlighted in yellow (an invite has already been sent to the member),
see the email highlighted in green (the member already has active platform access = they created access through the invite, logged in for the first time, and completed their first data check).
Troubleshooting: Member Access vs. Representative
The platform distinguishes between member and representative access. It's also easy to manage cases where the representative is also a member or has multiple children in the club. How to work correctly with member and representative access?
In the row Profile Picture you can upload a user picture for the member for platform purposes (this is not the official photo that would appear, e.g., on the website).
In the row last data check you can manually Request a data check:
for a certain number of days,
on an exact date,
immediately.
In the block Representatives you see a list of the member's representatives, which you can edit or, if necessary, send a password reset link to. If representatives weren't imported during member import, you can add them manually:
Create representative,
Add existing representative,
Create representative from member.
Representative Database
A database of all representatives assigned to your members. Search, custom views, and exports are available.
Platform Configuration
The platform can be configured through many parameters to perfectly suit your specific needs. Check the detailed configuration here.
Custom fields – an overview of member information from custom fields you've created.
Custom fields
Create various types of custom fields that let you record and manage any additional information about members or their representatives. You can add custom fields to members/representatives themselves or to the new member registration form. The values in the fields are automatically validated based on the type of field you create.
Teams – all teams the member is part of, including any teams they were part of in the past
Infocards – an overview of info cards assigned to the member
Info cards
Categorized info cards that allow you to record any details about members in text form, with the option to set visibility and edit permissions.
Files – a list of files uploaded by the member.
Requests – an overview of all member requests with the option to create a new request for the member.
Management Requests
Through management requests, you can create tickets for individual members to gather various information or documents from them. Members can also create tickets for management if they need to request something.
Accounts – membership accounts assigned to the member, including the account status and the option to create a new account transaction.
Membership Accounts
Membership accounts are virtual accounts for club members, where positive and negative transactions can be manually or automatically recorded. For example, you can track rewards or bonuses for members based on their activity, or deduct participation fees or penalties. All of this can be managed through transactions created manually or even automatically.
Consents – all consents that the member has granted, not granted, or revoked.
Email logs – the number of all emails sent to the member from the platform.
Change history – all edits to the member and other changes made in the database, including the user who made the change.
In the list, you will find selected information about members in individual columns. You can choose and sort columns to suit your current view.
Click on the member's avatar to see a preview of the member with all basic information, including the address, unpaid payments, files, or any representatives. You'll also find info, for example, on whether the member or their representative is using the mobile app. Actions are available for editing the member, creating a new request, file or payment for the member or uploading a medical check-up (if you want to manually upload it for the member).
You can use the search bar to find members in the database not just by name, but also by their representatives, email addresses, phone numbers, or internal notes.
When searching, check the checkbox include deactivated in search to also search among deactivated members.
To reset the search and all filters, click the red house icon. This will take you back to the default database view.
With the Advanced Filtering button, you can filter all members based on selected criteria:
Date of Birth – Filter members by their date of birth. You can set a range of two dates or just one (e.g., setting a minimum date: members born on a certain date and everyone younger).
Registration Date in the Organization – Show members based on their registration date in the organization. You can set a range of two dates or just one (e.g., setting a minimum date for everyone registered from a certain date until today). You can also filter all members who have this information filled in or those who don’t.
Creation Date – Filter members by the date they were added to the platform. You can set a range of two dates or just one (e.g., setting a maximum date for all members added until a certain date).
Contract End Date – Filter members based on their contract expiration date. You can set a range of two dates or just one (e.g., setting a minimum date for everyone with a contract ending from a certain date until today). You can also filter all members who have this information filled in or those who don’t.
Mobile App – See which members use or don’t use the eos mobile app. You can expand the filter to include member representatives.
Organizational Units – Filter members based on their affiliation with an organizational unit of the organization in the selected season. You can also select multiple organizational units at once.
Verified Address – Filter members with a verified residential address (filled in via the national address register suggestion tool) or only those with a manually entered address.
Member Map
Display an interactive map of your members based on their residential or contact address.
Payments and payment groups – Filter members by whether they have or don’t have payment in one or more selected payment groups. This is useful, for example, to check if all active members have had their membership fees generated.
Gender – View members by their gender. You can also filter for all members whose gender is not filled in.
Last data check – Filter members by the date of their last data check. You can set a range between two dates or just one (e.g., setting an upper limit for all members who haven’t checked their data from that date to now). You can also filter for members who have this data filled in or those who don't have it at all.
Position and season – View members by their position and season – you can select multiple positions and seasons at once. Narrow down your selection further using the Mode:
default position set for the member (in the member’s profile),
position set in the team (where team composition is defined directly),
combined = either position in the team or the default position in the profile.
Access to the member section – View members who either have or do not have a user access created for the platform. The user can be the member themselves or a representative.
Roster presence – Filter members based on their presence on the roster in a selected season. You can filter by whether the member is not on any roster, is on some roster, is on a roster as a regular member, or is a team manager. This filter allows you, for example, to display all (active) members who are not on any roster.
Online registration – View members who registered to the platform themselves via the online form, as opposed to those added to the section in other ways – manually or by import.
Personal ID number – Filter all members who either have or don’t have their personal ID number filled in. For a more specific result, you can combine this filter with the Exception from personal ID number filter (yes/no).
Team manager – View members based on team managers. You can select multiple positions at once. If combined with the Roster presence filter, you can list, for example, one or more selected positions for a specific season.
Nationality – View members based on their nationality – you can select multiple countries at once.
Member tags – Filter members based on assigned tags. You can also combine assigned and excluded tags to, for instance, display members who have tag A assigned but not tag B.
Teams – View members based on their roster assignments. You can combine teams within a single season or across multiple seasons (e.g., who has been part of the junior team over the last few seasons). You can also narrow down results by additional parameters – only members with this team as their main team, those displayed on the website, or only those tracking attendance.
Member age – Filter members by their age. The entered values will also be included in the results (values 16 and 25 will filter members from 16 to 25 years old, inclusive).
Exception from personal ID number – View all members who either have or don’t have an exception from the personal ID number. For a more specific result, you can combine it with the personal ID number filter (filled/not filled).
Health insurance – View members based on their entered health insurance – you can select multiple insurers at once.
Health check-up – Filter members by health check-up tracking settings (tracked/not tracked). If tracking, you can also filter by its status (valid/invalid/not submitted/all) or by its expiration date range (from–to, while you can fill in only one of these dates – e.g., setting an upper limit for all check-ups expiring by a certain date).
Use the button Displayed Columns to choose which columns you want to display in the table and set their order.
You can save the filtered view along with the selected columns into your custom view for future use. Click on the telescope button, where you can save your view or edit those that were saved earlier.
You can also add custom fields to members for tracking any additional information.
Custom Fields
Create various types of custom fields so you can record and manage any additional information about members or their representatives. Custom fields can be added to both the members/representatives themselves and to the registration form for new members. Moreover, field values are automatically validated based on the type of field you create.
Click the Export button, which offers several export types:
General member export – a basic export of the view you've set up.
Example template for member import – a sample table for import.
Right-click on the row of a member (or use the context menu via the 3 dots), where you can:
View Quick Preview of the Member – just like clicking on the member’s avatar
View Member Details
View Change History
Edit member
Deactivate Member
Filter the member database by selected criteria and work with selected members in bulk. Check the checkboxes for selected members (or use the top checkbox to select all).
Send invitation – an invitation will be sent to selected members
you can choose whether the invitations are sent to members and representatives, only members, or only representatives
Set medical check reminders – configure whether you want to track the medical check date for selected members
Request data confirmation – manually request data confirmation
a member/representative is prompted to check and send their details to administrators upon login
The data confirmation can be requested immediately, after a certain number of days, or on a specific date
Set membership dates – define from when and/or until when the selected members are regular members or team administrators
Add tags – adding tags to improve organization and filtering of members
Remove tags – bulk removal of tags
Tags
For better organization of your member database, you can create custom tags for labeling and filtering purposes.
Add to roster / group – selected members are added to the team
Rosters / Team structures
Create the composition of individual teams – assign both regular members and the management team (team administrators), who then have more permissions in the team wall within the member section.
Add to mailing – adding members to a previously created mailing message
Mailing
Easily send emails in bulk or to individual members and track statistics after delivery, including who opened the email.
Create payment – add payers to a previously created payment group
Create account transaction – create a new transaction for a member on an existing member account
Export attendance – create an attendance export for selected members only
Deactivate – bulk deactivate selected members
Database of Representatives
A database of all representatives assigned to your members. Search, custom views, and export options are available.
Members you deactivate (individually or via bulk actions) can be found in Management > Members > More > Deactivated Members.
In deactivated members, you have the same options as with the active members database:
search
export – the export icon
restore a member – by right-clicking on the row of a deactivated member (or through the context menu via 3 dots)
apply bulk actions
restore members
add tags
remove a tag
Member map
Display a clear map of your members based on their residence or contact address.
Management permissions: Managing members requires write permissions in the Members module.
Change history: Users with access to the Logs module can view the history of all changes in any record.
