Representative database

Module location

You can access the module in Management > Members > More > Representatives.

Creating a new representative

• Click the “+” button.

• Enter the representative’s First name and Last name .

• You can also enter their Contact e-mail and Phone right away.

• Assign them the member they are to represent – search and select.

• Press OK to create the new Representative.

You can also create a new representative in the member detail or import them together with the member.

Representative list and other actions

In the list you will find basic information about representatives in the individual columns, the number of members they are assigned to, or for example the date of their last login from the mobile application.

Representatives are colour-coded with:

• active user access (green icon next to the name)

• inactive access (red icon)

Representative preview

Click the preview eye, or the representative’s name, and a preview of the representative is shown with all basic information including the members the representative is assigned to. You will also find here, for example, information on whether the given representative uses the mobile app. Actions are also available to edit the representative, cancel access, send a password reset link or delete.

A representative can only be deleted if they are not assigned to any member. Before deleting, they therefore need to be unassigned from the member.

Search

Using the search field you can search the database for representatives not only by name, but also by the members they are assigned to, or by internal note.

Custom view of the database

• Using the Displayed columns button, choose which columns you want to show in the table and set their order.

• By clicking the binoculars button you can work with views – save the view you created for use next time or manage previously saved views.

  

  Set up the database display the way you use it regularly and save a view that you can load within a few seconds at any time and export the current data.

• You can also add custom fields to representatives 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.

Export

Click the Export. There are 2 types of export to choose from:

• General representative export – the basic export of the view you have set up.

• Representatives including members – an extended export with 2 tabs, where you will also find information about the members the given representatives are assigned to.

Other actions

• Right-click the representative’s row (or the context menu via the 3 dots), where, similarly to the representative preview, you can:

  • Edit the representative

  • Create from them a new member

  • Send a password reset link

  • Show change history

  • Cancel access (if they have active access to the platform)

  • Delete (possible depending on whether the representative is assigned to any member)

You can handle the representative’s access to the platform, changes to their data and their assignment to members directly in the member detail in the Representatives block.

Permissions and access

• Management permission: Managing representatives requires permission for the Members module.

• Change history: Users with access to the Log module can view the history of all changes made in any record.