Members

Managing members, levels, tags, and the member directory.

Adding and importing members

How to add members individually, import from a CSV, or migrate from your current platform.

Adding Members

Members reach your roster three ways: you add them, you import them, or they join themselves from your public page.

Individual Members

Click "Add Member" on the Members page. Fill in first name, last name, email, and optionally select a membership level. Members you add get an invite link that connects their login to their record — see Member accounts and the portal.

CSV Import

Click "Import CSV" to upload a spreadsheet. The CSV should have columns for first_name, last_name, and email. Phone is optional. Mybers validates the file and lets you map each column before anything is created — see Importing members with CSV column mapping.

Migrate from another platform

Open Import from the Settings group in the sidebar. We have a native importer for WildApricot (enter your API key) and CSV import for any other platform, with a preview, a dry test, and one-click undo within 24 hours.

People who join themselves

If public join is on, people can sign up from your public page without you touching anything. If you've turned on require approval, those sign-ups land as Pending and don't become members until an admin approves them — open the member and click Approve, which is what sends the welcome email. See Approving new members.

Editing and Exporting Members

Update member records in bulk or individually and export filtered lists to CSV.

Editing members

Click any member to open their record, then edit contact details, membership level, custom fields, and notes. Changes save immediately.

Bulk edits

On the Members list, select multiple rows with the checkboxes to apply a bulk action — change membership level, add a tag, update status, or add to a broadcast audience. Bulk edits apply only to the rows you've selected, including across filtered views.

Exporting to CSV

Use Export on the Members list to download the current view as a CSV. The export respects your active filters and search, so filter first to export exactly the segment you need. All visible columns, including custom fields, are included.

Exports reflect live data at the moment you click Export. For a recurring snapshot, schedule it as part of a report instead.

Member Statuses and How Lapsing Works

Understand active, pending, lapsed, and archived statuses and how members move between them.

Member statuses

Every member has a status that reflects where they are in the membership lifecycle:

Active — a current member with a valid, paid membership.
Pending — signed up but payment isn't complete, or awaiting approval.
Lapsed — a membership term ended without renewal.
Archived — manually removed from active rolls but retained for history.

How lapsing happens

When a membership term reaches its end date without a renewal payment, Mybers automatically moves the member to Lapsed. There's no grace-period setting — instead, get ahead of it with renewal reminders: the Renewal due in 30 days, Renewal due in 7 days, and Renewal overdue automations email members before and after the date. The Renewals tab on the Members page shows exactly who is due or already overdue so you can follow up by hand.

Bringing members back

A lapsed member who renews returns to Active automatically. You can also reinstate someone manually from their record. Lapsed members keep their full history, so renewals don't create duplicates.

Creating Custom Fields

Capture the data your organization needs with custom fields on member records and signup forms.

Custom fields

Custom fields let you store information specific to your organization — chapter, license number, dietary needs, t-shirt size, and so on. Manage them under Settings → Custom Fields.

Field types

Text — single line of free text.
Number — numeric values.
Date — a calendar date.
Dropdown — choose one option from a list you define.
Checkbox — yes/no.

Using custom fields

Custom fields appear on the member record and can be added as columns on the Members list, used in filters, included in exports, and referenced as merge fields in broadcasts. You can also add a custom field to your public signup form so members fill it in when they join.

Deleting a custom field removes its data from every record, so export first if you might need it later.

Digital Member Cards and QR Codes

Give active members a digital membership card with a scannable QR code for check-in and verification.

Digital member cards

Every active member gets a digital membership card they can open from their member portal, save as an image, or share. The card shows your branding, the member's name and level, and a unique QR code.

What the QR code does

The QR code encodes the member's identity for quick verification. Scanning it at an event check-in instantly confirms whether the person is an active member and pulls up their record — no manual lookup required.

Where cards come from

Cards are on by default — there's nothing to enable. Each one picks up your organization's name, colors, and logo from your Website settings, and shows the member's level and join date. Cards update automatically when a member's status or level changes, so a lapsed member's card stops verifying as active.

Saving and reusing member views

Filter the members list, save it as a named view, and reapply it in one click — or use it to power an automation.

Saved views

Any combination of filters on the Members page (status, level, tag, search, past-due) can be saved as a named view and reused later.

Save a view

Filter the Members list however you like.
Click Save view and give it a name (e.g. "Lapsed — overdue").
It appears as a one-click chip to reapply the same filters anytime.

Reuse it anywhere

Saved views are structured queries, so they also power automations: schedule an email to a saved view's members a set number of days before their renewal. See "Scheduling emails from a saved view."

Member accounts and the portal

How members get a login and reach their self-service portal after joining.

Member accounts

When someone joins through your public page, Mybers creates their member record. To manage it online they create a login with the same email they joined with.

Claiming the membership

After joining, the success page invites them to Create your login. Once they sign up (or sign in) and verify their email, their account is automatically linked to their member record and the portal unlocks. Verifying the email is what connects the two, so nobody can claim someone else’s membership.

The member portal

The portal (My membership) lets members update their profile, pay or renew dues, register for events and self check-in, view invoices, manage email and SMS preferences, and download their data — all self-service.

Admin-added members

Members you add or import receive an invite link instead; clicking it links their account directly.

Approving new members

How pending sign-ups reach you, what approving actually does, and when the welcome email goes out.

When approval is in play

If your org requires approval on public join, anyone who signs up from your public page (or your embedded join form) is created with the status Pending instead of Active. They're told on the join page that an administrator will review the membership. Nothing else about them is different — the record, the custom fields, and any payment are all captured — they just aren't on your active roster yet.

Finding who's waiting

Filter the Members list by the Pending status to see everyone awaiting review. If you've turned on New member alerts under Settings → Notifications, owners and admins also get an email the moment someone applies — and a push notification on any device where you've enabled it.

Approving

Open the member's record. A banner at the top of a pending member's page offers Approve. One click and:

Their status changes from Pending to Active.
The action is written to your Audit log, attributed to you.
Your welcome email is sent — if the Member welcome email toggle is on in Settings → Notifications. This is the moment the welcome fires for approval-required orgs, not at sign-up.
A member.updated webhook and integration event fire, so anything you've connected downstream learns about the new member.

Approving is deliberately the only path that completes the join flow properly. Editing the status field by hand will make someone Active but skip the welcome email and the audit entry, so use the Approve button.

If you don't want to approve someone

There's no "reject" button — leave them Pending, or archive the record to take it off your working list while keeping the history. If they paid, refund the payment separately; changing a member's status never moves money on its own.

Don't want to review sign-ups at all? Turn approval off on the Website page and joins become Active immediately, with the welcome email sent at sign-up.