--- title: "Member database" description: "A database of all your members including any representatives they may have – both active and inactive. It offers search, advanced filtering, import and a wide range of exports." url: https://help.eos.cz/en/articles/141-member-database collection: "Members" updated: 2026-10-27 language: en alternates: [cs, pl, sl, sk] --- # Member database A database of all your members including any representatives they may have – both active and inactive. It offers search, advanced filtering, import and a wide range of exports. ## Module location You will find member management in **Management > Members.** ## Creating a new member There are several ways to create a new member in the database – bulk import, manual creation or online registration by the member themselves / their representative. ### Bulk import - You will find the option under the button **More > Import.** - Click the button “**+**”. - Upload the required file. You will find detailed instructions in a separate article. [ Member import Bulk import of members is one of the first steps after acquiring the EOS platform. It is also useful at any time later, however, when you need to easily add several members to the database at once. ](https://help.eos.cz/cs/articles/142-import-clenu.md) ### Creating an individual member manually - Click the “+” button. - In the block **Basic data** fill in at least the mandatory data: - first name - surname - birth date > **Success:** If you do not know the birth date, fill in any date. If you are going to invite this member to the platform, they will have to fill in/confirm their birth date at first sign-in anyway. - In most cases you can or must also fill in: - middle name - citizenship - contact e-mail - select tags > **Info:** Which data will be required, optional or completely switched off for members (when creating a member or in the registration form, or subsequently at the member's first sign-in to the platform, when they fill in exactly this additional data about themselves) can be set separately for each organization in Settings. To change this setting, you need to contact us at [support@eosclub.app](mailto:support@eos.cz). More information in the separate article below. [ Platform configuration The platform can be set up using many parameters so that it perfectly suits your specific needs. Check the detailed configuration of your platform here. ](https://help.eos.cz/cs/articles/110-konfigurace-platformy.md) > **Warning:** If you want to invite a member or their representative to the platform so that they can be active there, you have to fill in the contact e-mail address. Either tick the Send invitation checkbox straight away, or send the invitation later, if you like in bulk to several members. If the member is a child, fill in the contact e-mail address of their representative. If the member is an adult, or a child older than the **age for changing data**, fill in the member directly. You can read about the age limits and the difference in access in the separate article below. [ Troubleshooting: member access vs. representative The platform distinguishes between member access and their representatives. It's also easy to handle situations where the representative is also a member or has multiple children in the organization. How to properly manage member and representative access? ](https://help.eos.cz/cs/articles/125-reseni-problemu-pristup-clena-vs-zastupce.md) > **Info:** **Member tags** are created in Settings. They serve for better organization and filtering of the member database. [ Tags For better organization of the member database, you can create your own tags for labeling and filtering. ](https://help.eos.cz/cs/articles/113-stitky.md) - In the block **Assign the member to a team** you can select the team the member will belong to straight away. - Click **Save**, which creates the member and, if you selected that option, sends them an invitation right away. ### **Online member registration** - A member can register in your system themselves by clicking **New registration** on the sign-in page. You can adapt the registration form to your own needs. [ Online member registration Through the online registration form, new members can register for your platform. ](https://help.eos.cz/cs/articles/108-online-registrace-clena.md) - Once the member completes the registration, a request arrives – New registration. - Whoever has permission for it settles the request. [ Requests Through requirements, you can create tickets for individual members to get various information or documents from them. Members can create tickets for management if they need to request something. ](https://help.eos.cz/cs/articles/97-pozadavky-na-management.md) ## Inviting a member/representative to the platform You do not have to invite members to the platform and you can keep them in inactive mode (without user access). But if you want to use the full potential of the EOS platform, invite the members/representatives. Thanks to that, your member database will always be up to date, because members/representatives will regularly be asked to fill in and check their data. Last but not least, you will also be able to communicate with them actively in the platform. > **Info:** Inactive members (without user access) can only be sent bulk mailing, and they also receive payment notifications. Otherwise they are only offline records in your database for which you can maintain the information manually only. [ Mailing to members and representatives Send messages easily in bulk or only to individual members or their representatives. Then track their delivery statistics. ](https://help.eos.cz/cs/articles/39-mailing.md)[ Notifications – payments and member accounts The EOS platform sends a range of useful notifications to all members – including those related to payments. Most of them go to the mobile app, or alternatively to email. ](https://help.eos.cz/cs/articles/65-notifikace-na-platby-a-clenska-konta.md) There are several ways to send an invitation to the contact e-mail address: - With the checkbox in the form when creating a member manually. - In the detail of the created member, in the row **Member user**. - With a bulk action in the member list: - Use the checkboxes to tick the selected members (or all of them). - Click the button **Bulk actions > Send invitation.** - Choose whether the invitations should be sent to both members and representatives, or only to members, or only to representatives. - Send the invitations by clicking **OK**. You can read more about member access and invitations in a separate article. [ Troubleshooting: member access vs. representative The platform distinguishes between member access and their representatives. It's also easy to handle situations where the representative is also a member or has multiple children in the organization. How to properly manage member and representative access? ](https://help.eos.cz/cs/articles/125-reseni-problemu-pristup-clena-vs-zastupce.md) If you have problems with access and signing in, use the other articles. [ Creating platform access and first login You received an invitation in your email to create user access to the platform. How to use it to create a user account and how to manage access for yourself vs. for your child? ](https://help.eos.cz/cs/articles/124-prvni-prihlaseni-clenazastupce.md)[ Troubleshooting: your representative must help you complete your registration Is a member or their representative reporting that they can't complete the registration? That they can't log in? ](https://help.eos.cz/cs/articles/123-reseni-problemu-s-dokoncenim-registrace-ti-musi-pomoct-tvuj-zastupce.md) ## **Member detail and editing** You get to the detail of the member card on the page **Management > Members** by clicking the member's name. You can click straight through to editing with the right mouse button or via the context menu (3 dots). By clicking the member's avatar you can also display a side panel with a preview of the member and further actions. ### Tiles - **The member's main team** - **Medical check-up** – you can see whether the member has submitted the check-up file and until when the check-up is valid. - Click through the tile and you get to the list of check-up files. - Click the button **\+ New check-up** and upload a new file to the member. > **Success:** Ideally, members submit the check-ups themselves through requests in the mobile app and you only approve the files. Medical check-ups are then saved to the members automatically. [ Requests Through requirements, you can create tickets for individual members to get various information or documents from them. Members can create tickets for management if they need to request something. ](https://help.eos.cz/cs/articles/97-pozadavky-na-management.md)[ My overview – member information in one place In your overview, you can see at a glance a summary of important information about your activities – for example, whether you owe any payments, the validity of your health check-up, or your average attendance rate. You can also handle requests here, and last but not least, you have your personal calendar with all the events relevant to you. ](https://help.eos.cz/cs/articles/139-muj-prehled-informace-clena-na-jednom-miste.md) - **Unpaid** – the sum of all the member's unpaid payments. The link leads to the list of payments. - **Attendance and participation** – the link leads to the list of all the member's events, including their participation and related information. - **E-mails** – the number of all e-mails sent to the given member. - Both mailings and e-mail notifications are included. - After opening it you will see a list of all the e-mails that were sent to the member from the platform. - You will find the list of all e-mails sent from the platform, including filtering, in a separate module. [ History of all sent e-mails In the overview of sent e-mails you can check whether members are receiving both mailing e-mails and e-mail notifications. You will also see here whether, when and how many times they opened these e-mails. ](https://help.eos.cz/cs/articles/126-historie-vsech-odeslanych-e-mailu.md) - **Files** – the number of files uploaded to the member. - After opening it you will see all their files. - You can also upload a new file to the member here, or a new file is saved here when the member submits it through a Request. - You can work with the files of all members clearly on a separate page: [ Member files You can store any files for your members, which you then have available online at any time. ](https://help.eos.cz/cs/articles/163-soubory-clenu.md) ### Tabs - **Member** – the main tab with the basic information about the member in one place – personal, contact and health data and so on. - In the row **Member user** you can: - use the button **Invite member** to send the member an invitation to the platform, - see the member's e-mail address coloured yellow (the invitation has already been sent to the member), - see the e-mail address coloured green (the member already has active access to the platform = they created access through the invitation, signed in for the first time and submitted the first personal data check). [ Troubleshooting: member access vs. representative The platform distinguishes between member access and their representatives. It's also easy to handle situations where the representative is also a member or has multiple children in the organization. How to properly manage member and representative access? ](https://help.eos.cz/cs/articles/125-reseni-problemu-pristup-clena-vs-zastupce.md) - In the row **Profile picture** you can upload the member's user picture for the purposes of the platform (this is not an official photo that would be displayed e.g. on the website). - In the row **last personal data check** you can manually **Request a personal data check:** - in a certain number of days, - on an exact date, - immediately. > **Info:** A personal data check is required from members automatically every year, or at a more frequent interval – depending on the configuration of your platform. - In the block **Representatives** you see the list of the member's representatives, which you can also edit or, if necessary, send them a password reset link. If you did not import the representatives during the member import, you can manually: - **Create a representative**, - **Add an existing representative**, - **Create a representative from a member**. [ Representative database A database of all representatives assigned to your members. Search, custom views and export are available. ](https://help.eos.cz/cs/articles/88-databaze-zastupcu.md) > **Info:** A member can have an unlimited number of representatives (with active access or without access). The number of mandatory representatives can be set in Platform configuration. [ Platform configuration The platform can be set up using many parameters so that it perfectly suits your specific needs. Check the detailed configuration of your platform here. ](https://help.eos.cz/cs/articles/110-konfigurace-platformy.md) - **Custom fields** – an overview of the information about the member from the custom fields you have created. [ Custom fields Create different types of custom fields to record and manage any additional information about members or their representatives. You can add custom fields to both the members/representatives and to the new member registration form. ](https://help.eos.cz/cs/articles/82-vlastni-pole.md) - **Teams** – all the teams the member is part of, including the teams they were part of in the past - **Infocards** – an overview of the infocards assigned to the member [ Info cards Categorized information cards that let you record any data about members in text form, with configurable read and write visibility. ](https://help.eos.cz/cs/articles/114-infokarty.md) - **Files** – the list of files uploaded to the member. - **Requests** – an overview of all the member's requests with the option to create a new request for the member [ Requests Through requirements, you can create tickets for individual members to get various information or documents from them. Members can create tickets for management if they need to request something. ](https://help.eos.cz/cs/articles/97-pozadavky-na-management.md) - **Accounts** – the member accounts assigned to the member, including the account balance and the option to create a new movement on the account. [ Working with member accounts Member accounts are virtual accounts of the members of an organization on which it is possible to record positive and negative transactions manually or automatically. It is thus possible to keep records of e.g. rewards or bonuses for members for their activity, or on the contrary to deduct participation fees or fines. All of this with transactions created manually or automatically. ](https://help.eos.cz/cs/articles/107-clenska-konta.md) - **Consents** – all the consents the member granted, did not grant or withdrew. - **E-mail log** – the number of all e-mails sent from the platform to the given member. - **Change history** – all edits of the member and other changes that were made in the database, including the user who made the change. > **Success:** In the member detail, the administrator clicks the button **Edit** and can edit the information about the member. If you want to change the access e-mail of an active member, you first have to Revoke access via the three dots and send an invitation to the new address. ## Member list and other actions In the list you will find selected information about the members in the individual columns. You can choose the columns to display and sort them so that it suits your current view. ### Member preview Click the **member's avatar** and a preview of the member is displayed with all the basic information, including the address, unpaid payments, files or any representatives of the member. You will also find here, for example, information on whether the given member or their representative uses the mobile app. There are also actions for **editing the member**, **creating a new request, file** or **payment** for the member, or for **uploading a medical check-up** (if you want to upload it to the member manually). ### Search - Using the search field you can look up members in the database not only by name, but also by their representatives, e-mail addresses, phone number or by internal note. - When searching, tick the checkbox **include deactivated in the search** and search among deactivated members as well. - To cancel the search and all filters, click the red house icon. That will display the default view of the database again. ### Filtering With the button **Advanced filtering** you can filter all members by selected criteria: - **Birth date** – Filter members by birth date. You can set a range of two dates, or only one of them (e.g. setting the lower limit – members born on a certain date and all younger ones). - **Date of registration in the organization –** Display members by the date of their registration in the organization. You can set a range of two dates, or only one of them (e.g. setting the lower limit for everyone registered from a certain date until today). You can also filter out all members who have this data filled in, or on the contrary do not have it. - **Creation date** – Filter members by the date they were added to the platform. You can set a range of two dates, or only one of them (e.g. setting the upper limit for all members added up to a certain date). - **Contract end** – Filter members by the expiry date of their contract. You can set a range of two dates, or only one of them (e.g. setting the lower limit for everyone whose contract ends from a certain date until today). You can also filter out all members who have this data filled in, or on the contrary do not have it. - **Mobile app** – Display which of the members do and do not use the eos mobile app. You can extend the filter to the representatives of members as well. - **Organizational units** – Filter members by their membership of an organizational unit of the organization in the selected season. You can also select several organizational units at once. - **Verified address** – Filter out members with a verified permanent address (filled in via the suggester of the national address register), or only those with a manually filled-in address. > **Success:** You can also display members on a clear map of the membership base according to their verified address (permanent or contact). [ Member map View a clear map of your members based on their home or contact address. ](https://help.eos.cz/cs/articles/164-mapa-clenu.md) - **Payments and payment groups** – Filter members by whether or not they have a payment in one or more selected payment groups. It is useful, for example, when checking whether all active members have a membership fee payment generated. - **Gender** – Display members by their gender. You can also filter out all members whose gender is not filled in. - **Last personal data check** – Filter members by the date of the last check of their data. You can set a range of two dates, or only one of them (e.g. setting the upper limit for all members who have not carried out a check from that date until today). You can also filter out all members who have this data filled in, or do not have it at all. - **Position and season** – Display members by their position and season – you can also select several positions and seasons at once. Narrow the selection down further using the option **Mode**: - the default position set for the member (= in the member profile), - the position set in the team (= directly in the team where you define the team composition), - combined = either the position in the team or the default position in the profile. - **Access to the Member zone** – Display members who do or do not have user access to the platform created. The user can be the member themselves or a representative. - **Presence on a roster** – Filter members by their presence on a roster in the 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 as staff. This filter thus allows you, for example, to display all (active) members who are not on any roster. - **Online registration** – Display members who registered in the platform themselves through the online form, as opposed to those added to the section in another way – manually or by import. - **National ID number** – Filter out all members who either have or do not have their national ID number filled in. For a narrower result you can combine it with the National ID number exemption filter (yes/no). - **Staff** – Display members by team staff. You can also select several positions at once. If you combine it with the Presence on a roster filter, you can list, for example, one or more selected positions for a particular season. - **Citizenship** – Display members by their citizenship – you can also select several countries at once. - **Member tags** – Filter members by the tags assigned to them. You can combine assigned and excluded tags at the same time and display, for example, members who have tag A assigned but at the same time do not have tag B. - **Teams** – Display members by their assignment to rosters. You can combine teams within one season and across several seasons (e.g. who went through the junior team over the last few seasons). You can also narrow the result down by further parameters – only members with this team as their main one, those displayed on the website or only those with attendance recording. - **Member age** – Filter out members by their age. The entered values are included in the results as well (the values 16 and 25 filter out members from 16 to 25 years including those ages). - **National ID number exemption** – Display all members who do or, on the contrary, do not have an exemption from the national ID number. For a better result you can combine it with the national ID number filter (filled in/not filled in). - **Health insurance company** – Display members by the health insurance company they have filled in – you can also select several insurance companies at once. - **Medical check-up** – Filter members by the medical check-up tracking setting (tracked / not tracked). If the check-up is tracked, you can filter further either by its status (valid / invalid / not submitted / all) or by its expiry date (from–to, where you can fill in only one of these dates – e.g. setting the upper limit for all check-ups that expire by a certain day). ### Custom views of the database - Using the button **Displayed columns**, choose which columns you want to display in the table and set their order. - You can save the filtered view together with the selected columns to a custom view for next time. Click the **button with the telescope**, where you save your view or edit the previously saved ones. > **Success:** Set up the database display the way you use it regularly and save a view that you can load at any time within a few seconds and export the current data. - You can also add custom fields to members in order to record any additional information. [ Custom fields Create different types of custom fields to record and manage any additional information about members or their representatives. You can add custom fields to both the members/representatives and to the new member registration form. ](https://help.eos.cz/cs/articles/82-vlastni-pole.md) ### Export Click the button **Export**, which offers several types of export: - General **member export** – a basic export of the view you have set up. - **Sample template for member import** – a sample table for import. - **ČUS** – an export predefined directly for import into ČUS. - **NSA register** – an export predefined directly for import into the NSA sports register. [ Export for the ČUS Information System From the EOS Platform you can easily obtain a bulk export of data for the Information System of the Czech Union of Sport. EOS therefore makes it easier for you to update this system if you are a ČUS member. ](https://help.eos.cz/cs/articles/157-export-pro-informacni-system-cus.md)[ Export for the NSA Sport Register From the EOS Platform you can easily obtain a bulk data export for the Sport Register of the National Sports Agency in exactly the format that is required. The export from EOS makes updating the register easier if you want to apply for an NSA subsidy for the activities of your organization. You have most of the necessary data directly in EOS; some data you will have to fill in before you import the resulting file into the register. ](https://help.eos.cz/cs/articles/155-export-pro-rejstrik-sportu-nsa.md) > **Success:** If you need an export that cannot be put together from EOS with a custom view, get in touch at [support@eosclub.app](mailto:support@eos.cz). We can prepare any tailor-made exports. ### Other actions - Right-click the row (or use the **context menu via the 3 dots**), where you can: - Display **Quick member preview** – the same as when clicking the member's avatar - Display **Member detail** - Display **Change history** - **Edit** the member - **Deactivate the member** ### **Bulk actions** Filter the member database by selected criteria and work with the selected members in bulk. Tick the checkboxes next to the selected members (or use the top checkbox to select all). - **Send invitation** – an invitation is sent to the selected members - you can choose whether the invitations will be sent to both members and representatives, or only to members, or only to representatives - **Set check-up trackin**g – setting whether you want to track the medical check-up date for the selected members - **Request personal data check** – manually requesting a personal data check - after signing in, the member/representative is prompted to check the data and send it to the administrators - The check can be requested immediately, in a certain number of days or on an exact date > **Info:** If you do not need members to check their data as soon as possible, it is a good idea to set at least a small time delay. An immediate request prevents them from using the app (e.g. signing up for events) until they carry out the data check. Otherwise a personal data check is required regularly and automatically (according to the configuration set for your platform). - **Set membership dates** – from when and/or until when the given members are regular members or staff of the organization (the data is then used automatically in the exports for ČUS and NSA) - **Add tags** – adding tags for better organization and filtering of members - **Remove tags** – removing tags in bulk [ Tags For better organization of the member database, you can create your own tags for labeling and filtering. ](https://help.eos.cz/cs/articles/113-stitky.md) - **Add to a roster / to a group** – the selected members are added to the team [ Creating the roster / team composition Create the composition of individual teams – assign both regular members and the coaching staff or team administrators to teams. Team administrators then have extended permissions on the team wall in the members’ section ](https://help.eos.cz/cs/articles/44-soupisky-slozeni-tymu.md) - **Add to a mailing** – adding members to a previously created mailing message [ Mailing to members and representatives Send messages easily in bulk or only to individual members or their representatives. Then track their delivery statistics. ](https://help.eos.cz/cs/articles/39-mailing.md) - **Create a payment** – adding payers to a previously created payment group - **Create a movement on an account** – creating a new transaction for the member on an existing member account - **Export attendance** – creates an attendance export of the selected members only - **Deactivate** – bulk deactivation of the selected members ## Member representatives [ Representative database A database of all representatives assigned to your members. Search, custom views and export are available. ](https://help.eos.cz/cs/articles/88-databaze-zastupcu.md) ## Deactivated members - You will find the members you deactivate (individually or with a bulk action) in **Management > Members > More > Deactivated members.** - In deactivated members you have, similarly to the database of active members, the option to: - **search** - **export** – the export icon - **restore** a member – by right-clicking the row with the deactivated member (or the context menu via the **3 dots**) - apply bulk actions - **restore** members - **add tags** - **remove a tag** > **Info:** Deactivated members cannot be removed completely. During the use of the platform, various links to members arise and it is good to keep them. For organizations that draw subsidies for members, the data about deactivated members also has to be kept for legislative reasons. However, the option to anonymize member data is planned. ## External member databases Connect the database of ČUS, Český florbal or Český hokej to the EOS Platform. [ External member database A member database from an external source can also be connected to EOS, which you can then display in the platform next to your standard member database. Data can therefore be viewed in one place and partly linked as well. ](https://help.eos.cz/cs/articles/158-externi-databaze-clenu.md) ## Member map [ Member map View a clear map of your members based on their home or contact address. ](https://help.eos.cz/cs/articles/164-mapa-clenu.md) ## **Permissions and access** - **Management permission:** Managing members requires write permission for the module **Members**. - **Change history:** Users with access to the module **Logs** have the option to display the history of all changes in any record.