--- title: Explore Member Profiles and Actions description: Explore member profiles Hapana --- [Skip to content](https://support.hapana.com/kb/article/734#main-content) English Show submenu for translations [![email-logo.png](https://support.hapana.com/hs-fs/hubfs/hapana_2022/email_2022/footer%20logo.png?width=300&height=78&name=footer%20logo.png)](https://info.hapana.com/en?hsLang=en) Open main navigation Close main navigation - English Show submenu for translations - [Submit Ticket](https://21gxv.share.hsforms.com/2-8HozJXMSTW8kaFHC32eaw) [Submit Ticket](https://21gxv.share.hsforms.com/2-8HozJXMSTW8kaFHC32eaw) Hapana Help | Find answers here - There are no suggestions because the search field is empty. 1. [Hapana Knowledge Base](https://support.hapana.com/?hsLang=en) 2. [Member Management](https://support.hapana.com/member-management?hsLang=en) 3. [Client Accounts](https://support.hapana.com/member-management?hsLang=en#client-accounts) # Explore Member Profiles and Actions ## Overview Your member profile in CORE is a powerful hub that gives you access to everything you need to manage a client's experience — from memberships and payments to notes, credits, alerts, and more. This guide walks through every section of the member profile, what the key icons mean, and how to take action when needed.   🎥 **Watch the walkthrough**: [Click here to watch on Loom](https://www.loom.com/share/ca395c10f0d84fc3b468347db7cc5719) Or preview it below:   ## Prerequisites Before you begin: - Make sure your user role has access to **Client Files** and **Payments** - The client must have an existing profile (either created by them or by a staff member) --- ## Step-by-step instructions ### Step 1: Open and navigate the client profile 1. Click **Clients** from the top navigation 2. Select the client (e.g. *Dorothy Campbell*) 3. At the top, you’ll see action icons: - **Notes** - **Client Info** - **Schedule** - **Payments** - **Merge Clients** - **Send New Password** - **Update Status** > Tip: Use Merge Clients if a client accidentally created two profiles — select the one to keep, search the duplicate, and merge it. ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443641371_2e13f2f2_image-20250529165115-10-1.png?width=2048&height=1273&name=1759443641371_2e13f2f2_image-20250529165115-10-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443642962_c6e572b9_image-20250529165126-11-1.png?width=2048&height=1273&name=1759443642962_c6e572b9_image-20250529165126-11-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443644538_7766938d_image-20250529165136-12-1.png?width=2048&height=1273&name=1759443644538_7766938d_image-20250529165136-12-1.png) --- ### Step 2: Manage client status and password 1. Click **Send New Password** to email a temporary password (random or custom) 2. Click **Update Status** to mark the client as: - **Active** - **Alumni** - **Removed** > ⚠️ If changing status to Alumni or Removed, make sure: > > - Their membership is cancelled > - No pending payments remain > > Otherwise, they may still be charged. ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443646318_bad10fb8_image-20250529165317-13-1.png?width=2048&height=1273&name=1759443646318_bad10fb8_image-20250529165317-13-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443648035_b6467fb0_image-20250529165327-14-1.png?width=2048&height=1273&name=1759443648035_b6467fb0_image-20250529165327-14-1.png) --- ### Step 3: Use the Notes tab 1. Add **Alerts** to flag special info (e.g. *Torn ACL – recovery in progress*) > These appear as icons when the client checks in 2. Add **Public or Private Notes** 3. Upload **Files** 4. Use **Forms** (if your brand utilizes them) > Tip: Notes don’t appear in the app — they’re viewable via the desktop widgets only. ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443649577_19c38380_image-20250529165338-15-1.png?width=2048&height=1273&name=1759443649577_19c38380_image-20250529165338-15-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443651243_2747a63e_image-20250529165347-16-1.png?width=2048&height=1273&name=1759443651243_2747a63e_image-20250529165347-16-1.png) --- ### Step 4: View and edit client information 1. View **Group Assignments**, **Primary Info**, and **Relations** 2. Click the **pencil icon** to edit details 3. Add a **Relationship Link** (e.g. parent-child or shared payer) 4. Set up a **Book-A-Buddy** link if applicable ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443652790_c4ffb3f7_image-20250529165358-17-1.png?width=2048&height=1273&name=1759443652790_c4ffb3f7_image-20250529165358-17-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443654481_550bae76_image-20250529165407-18-1.png?width=2048&height=1273&name=1759443654481_550bae76_image-20250529165407-18-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443655945_3ef4ced6_image-20250529165421-19-1.png?width=2048&height=1273&name=1759443655945_3ef4ced6_image-20250529165421-19-1.png) --- ### Step 5: Manage communications and deletion 1. View subscription status — opt-ins and unsubscribes from emails and SMS 2. To **delete a client**: - Ensure all active memberships and packs are removed - Confirm there are no pending payments - Click **Delete Account** to fully remove the profile and data ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443657444_eeca0136_image-20250529165432-20-1.png?width=2048&height=1273&name=1759443657444_eeca0136_image-20250529165432-20-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443659156_d0560de3_image-20250529165441-21-1.png?width=2048&height=1273&name=1759443659156_d0560de3_image-20250529165441-21-1.png) --- ### Step 6: Review agreements and policies 1. Click **Agreements & Policies** to see: - Terms they’ve agreed to - Signature timestamps - View/download PDFs of signed documents ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443660844_0caffaf7_image-20250529165511-22-1.png?width=2048&height=1273&name=1759443660844_0caffaf7_image-20250529165511-22-1.png) --- ### Step 7: Schedule and visit history 1. View: - **Booked Sessions** - **Cancelled Sessions** - **Attendance/No-Shows** 2. Use filters to narrow down by date or status 3. Add new sessions manually if needed ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443662518_71848bc1_image-20250529165523-23-1.png?width=2048&height=1273&name=1759443662518_71848bc1_image-20250529165523-23-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443664055_3f4244b2_image-20250529165532-24-1.png?width=2048&height=1273&name=1759443664055_3f4244b2_image-20250529165532-24-1.png) --- ### Step 8: Dive into payments and packages 1. In **Payments**: - View **active and archived packages** - Use **View History** on a package to: - Add/deduct credits - Extend credit validity - Click the **PDF icon** for a payment report summary 2. In **Memberships**: - See **payment history** - View and edit **payment method** - Cancel or suspend the membership - Review **scheduled payments**, **outstanding invoices**, and **pay-as-you-go** items > Tip: Use the red dollar icon in the main client list to quickly spot failed or pending payments. ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443665663_e5faf09a_image-20250529165553-25-1.png?width=2048&height=1273&name=1759443665663_e5faf09a_image-20250529165553-25-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443667243_3d61a1a8_image-20250529165605-26-1.png?width=2048&height=1273&name=1759443667243_3d61a1a8_image-20250529165605-26-1.png) --- ## Expected Outcome You’ll be able to fully manage each client’s account — from profile info to alerts, bookings, payments, and subscriptions — all in one place. Keeping everything organized here ensures a smooth experience for both you and your clients. --- ## FAQs **Q: What’s the difference between 'Removed' and 'Deleted' status?** A: *Removed* just changes the status — the client still exists in your system. *Deleted* fully erases them once all memberships and payments are cleared. **Q: How do I send a client their invoice?** A: Go to **Payments \> Payment Log**, click the **eye icon**, and then choose **Send Invoice Email**. **Q: Why do notes not appear in the app?** A: Notes are only visible via web widgets, not through the client-facing app. --- **Still need help?** Reach out to our support team via [support@hapana.com](mailto:support@hapana.com) - [Member Management](https://support.hapana.com/member-management?hsLang=en#main-content) - [Account Settings](https://support.hapana.com/member-management?hsLang=en#account-settings) - [Client Accounts](https://support.hapana.com/member-management?hsLang=en#client-accounts) - [Edit Profile](https://support.hapana.com/member-management?hsLang=en#edit-profile) - [Retail Configurations](https://support.hapana.com/member-management?hsLang=en#retail-configurations) - [Other](https://support.hapana.com/member-management?hsLang=en#other) - [Schedule](https://support.hapana.com/member-management?hsLang=en#schedule) - [Client Page](https://support.hapana.com/member-management?hsLang=en#client-page) - [General](https://support.hapana.com/member-management?hsLang=en#general) - [Reporting](https://support.hapana.com/member-management?hsLang=en#reporting) - [Retail Dashboard](https://support.hapana.com/member-management?hsLang=en#retail-dashboard) - [Team Settings](https://support.hapana.com/member-management?hsLang=en#team-settings) - [Hapana Member Access Control (MAC) Doors](https://support.hapana.com/member-management?hsLang=en#hapana-member-access-control-mac-doors) - [Cash Drawer](https://support.hapana.com/member-management?hsLang=en#cash-drawer) - [Marketing Solutions](https://support.hapana.com/marketing-solutions?hsLang=en#main-content) - [App](https://support.hapana.com/marketing-solutions?hsLang=en#app) - [Contacts](https://support.hapana.com/marketing-solutions?hsLang=en#contacts) - [Marketing](https://support.hapana.com/marketing-solutions?hsLang=en#marketing) - [Conversations](https://support.hapana.com/marketing-solutions?hsLang=en#conversations) - [Settings](https://support.hapana.com/marketing-solutions?hsLang=en#settings) - [Automations](https://support.hapana.com/marketing-solutions?hsLang=en#automations) - [Branded Solutions](https://support.hapana.com/branded-solutions?hsLang=en#main-content) - [Branded App](https://support.hapana.com/branded-solutions?hsLang=en#branded-app) - [Branded Kiosk](https://support.hapana.com/branded-solutions?hsLang=en#branded-kiosk) - [Hapana Hub](https://support.hapana.com/hapana-hub?hsLang=en) - [Website Embed Widgets](https://support.hapana.com/website-embed-widgets?hsLang=en) - [About us](https://hapana.com/about-us/) - [Careers](https://hapana.com/careers/) - [Contact us](https://hapana.com/contact-us/) - [Privacy policy](https://hapana.com/privacy-policy/) - [Terms & conditions](https://hapana.com/terms-and-conditions/) [![email-logo.png](https://support.hapana.com/hs-fs/hubfs/hapana_2022/email_2022/footer%20logo.png?width=300&height=78&name=footer%20logo.png "email-logo.png")](http://hapana.com?hsLang=en) Copyright © 2025, Hapana