Members, Memberships, and Accounts

The member area brings together the information needed to serve one person: identity, contact details, membership, booking history, balances, documents, ratings, invoices, and subscriptions.

Its purpose is not only to store a contact. It answers whether the person may use the service, what they are entitled to, what they have used, and whether there is unfinished financial or operational work.

What belongs to a member record

Finding the right member

Search and filters help an operator find a member inside the company and account scope available to that operator. Two records can have similar names, so verify the email, company, and member ID before changing access or financial data.

The admin screen may hide records outside the selected company or region. That is a convenience for the operator; the server still performs its own access check and remains the final authority.

Joining, changing, and leaving

New member

Create a member only after the identity, email, company/account, and intended membership are known. The email is important because it is used for sign-in and password recovery and should not silently belong to another member.

Membership change

Changing a membership can affect future entitlement, subscription, pricing, or balances. Review future bookings and the payment state before applying the change. Do not assume that editing the member record also changes an existing Stripe subscription.

Deactivation

Deactivation prevents normal use while preserving history. It does not erase bookings, invoices, or service records. Before deactivating a member, decide how to handle future bookings, unpaid amounts, and any active subscription.

Balances and allowances

A balance represents something the member may use or has already used, such as club days. Operators can see current and historical balance movements so that a change can be explained later.

When correcting a balance:

1. identify the booking or business decision that caused the change;
2. confirm the correct unit and period;
3. add the supported adjustment rather than rewriting old history;
4. verify the resulting total and member-facing view.

A balance of zero can mean “nothing remains”; a missing balance can mean the allowance was never configured. Keep that distinction when investigating.

Invoices and subscriptions

Invoices and subscriptions are related but not interchangeable:

• an invoice records a particular amount to be paid or already paid;
• a subscription controls recurring membership billing over time.

The admin tools can inspect invoice state, send an invoice, cancel it through a supported action, and review subscription information. A cancelled subscription does not automatically cancel every existing invoice. Likewise, cancelling one invoice does not end future subscription renewals.

Because payment processing is external, a local action and Stripe can briefly disagree. Always verify both the local result and the provider result before repeating a charge, cancellation, or send operation.

Files, ratings, and history

Member files may contain documents or images used in service and account work. Keep them on the correct member because the file link is part of that person's record and access scope.

Ratings give context about a member's trips or reported experience. They should support follow-up, not be treated as a complete safety or eligibility decision without the related booking and comments.

Common support questions

Technical reference

The admin member templates and actions are under admin/templates/customers and admin/js/actions/customers.js. The current server operations are split between the compatibility RPC providers in agapi/php/src/providers/Customers.php and the Symfony admin and payment APIs. Treat the supported API action as the safe way to change financial or access state; do not edit stored JSON by hand.