Member Center

Member Center is FlexiBill's customer database engine. It gives merchants a centralized place to register members, organize them into groups, collect custom profile data per billing context, and link them to subscriptions and billing records.

Every subscription in FlexiBill requires a Member. Member Center is where those members live — and where merchants control what data is collected from each of them.

Member Center manages your customer database and profile data. Subscription and Billing uses that data to issue invoices and track payment status. Both modules work together — but Member Center must be set up first before customers can be subscribed to any plan. → Learn more about Subscription and Billing

---

Two Core Modules

Member Management

The central registry for all customer records. Merchants manage their full member list here — adding members individually or in bulk, updating their profiles, and organizing them for downstream billing use.

• Add individual members on the fly or upload thousands at once via CSV/XLSX
• Store general profile data: name, email, phone, address, birthday, company, and more
• Organize members using Labels (tags) and Groups (named segments)

👉 Learn more

Form Management

A flexible form builder that allows merchants to define custom data fields per billing context. Forms are attached to Groups — when a member joins a Group, they fill out the Form associated with it, capturing structured, business-specific information beyond the standard profile fields.

• Create forms with Categories (sections) and Details (individual fields)
• Configure field types, validation criteria, and required/optional status
• Attach a Form to a Group so all members in that Group provide the right data
• Reuse forms across multiple Groups

👉 Learn more

---

How Member Center Fits Into FlexiBill

Member Center
├── Member Management       ← register and manage customers
│   ├── Labels              ← tag-based classification
│   └── Groups              ← segment-based organization, linked to Forms
└── Form Management         ← custom data collection per Group
    ├── Categories          ← sections within a form
    └── Details             ← individual custom fields per category

When a Member is assigned to a Group, the Group's linked Form determines what additional information is collected from that member. This data follows the member into their billing records — so merchants always have the right context per customer per billing cycle.

---

Features & Benefits

🗂️ Centralized Customer Registry

All customer records are stored in one place. Merchants can search, filter, and browse their full member database without leaving the dashboard — no need to cross-reference external spreadsheets.

📋 Custom Data Collection via Forms

Standard member fields (name, email, phone) are often not enough. Form Management allows merchants to define exactly what information they need from members in a specific billing context — class levels for a fitness studio, student IDs for a school, or unit numbers for a property manager.

🏷️ Flexible Member Organization

Labels provide lightweight tagging across the full member list. Groups provide structured segmentation tied to a Form — giving merchants both quick classification and structured data collection in the same workflow.

📤 Bulk Upload for Large Rosters

For merchants migrating from Excel or onboarding large customer bases, bulk data upload supports simultaneous creation of hundreds or thousands of member profiles from a single structured file.

🔗 Direct Link to Subscription and Billing

Members registered in Member Center are the same members used when creating subscriptions. There is no duplicate registration — member data flows directly into the billing workflow.

---

How It Works

1

Register Your Members

Add members to the database — individually via the dashboard form or in bulk via file upload. At minimum, each member requires a name and email address.

2

Organize with Labels and Groups

Apply Labels to members for quick filtering and classification. Assign members to Groups when you need structured segmentation tied to a Form.

3

Define Custom Forms (For Group-Based Data Collection)

Create a Form in Form Management that captures the specific data fields relevant to a Group. Attach the Form to the Group — every member in that Group will provide data per the Form's structure.

4

Use Members in Subscription and Billing

Once registered, members are available for selection when creating subscriptions or generating bills. Their profile data and custom form responses are linked to their billing records throughout the cycle.

---

Use Cases

Fitness

Context	Details
Business	A gym with multiple classes — Aerobics, Pilates, Catering Diet — each requiring different member intake data.
Member Center Setup	Create a Group per class type. Create a Form per Group with relevant fields (e.g., fitness level, health declaration, dietary restrictions). Members are assigned to the appropriate Group when they join a class.
Result	Each member's intake form is attached to their record. Instructors and billing staff always know which class a member is in and what their profile contains.
Features Used	Member Management, Groups, Form Management

Education

Context	Details
Business	A school billing hundreds of students monthly across different programs (regular, extracurricular, lab).
Member Center Setup	Bulk upload the student roster via CSV. Use Labels to tag students by program type (e.g., "Lab 2025", "Extracurricular"). Use Groups to segment students who need to fill in additional data (e.g., emergency contact, scholarship status).
Result	The full student database is in one place, organized and ready for bulk billing — no manual re-entry per billing cycle.
Features Used	Member Management, Bulk Upload, Labels, Groups

Property

Context	Details
Business	A property manager billing monthly rent and utilities to tenants across multiple tower blocks.
Member Center Setup	Register each tenant as a Member. Assign tenants to Groups by tower block. Create a Form per Group with fields specific to the block (e.g., unit number, parking slot, utility meter ID).
Result	Each tenant's billing context is clearly tied to their unit and block data — invoices and billing records are unambiguous even across a large portfolio.
Features Used	Member Management, Groups, Form Management

---

Terms & Conditions

• Member Center is available to merchants with an active FlexiBill subscription on DOKU Dashboard
• Bulk upload files must be in CSV, XLS, or XLSX format with a maximum file size of 15 MB
• Each member requires at minimum a name and a valid email address
• Labels and Groups are merchant-defined and can be created directly from within the member creation or management flow

---

FAQ

Do I need to set up Member Center before I can create a subscription?

Yes. A subscription in Subscription and Billing requires selecting a Member. You must register the customer in Member Center first before they can be linked to a plan or a billing record.

What is the difference between a Label and a Group?

Labels are free-form tags you apply to members for classification and filtering purposes. A member can have multiple Labels. Labels do not have any structured data attached.

Groups are named segments tied to a Form. When a member is assigned to a Group, the Group's linked Form determines what additional information is collected from that member. Use Labels for lightweight tagging; use Groups when you need structured, form-based data per segment.

Can one member belong to multiple Groups?

Yes. A member can be assigned to more than one Group simultaneously. Each Group assignment may have its own associated Form, and the member will be expected to provide data per each Form.

What file formats are supported for bulk member upload?

Bulk upload supports CSV, XLS, and XLSX files. The file must follow the template provided in the Upload Data dialog. Maximum file size is 15 MB. Download the template before preparing your file to ensure the correct column structure.

Can I export my member list?

Yes. The Member Center provides an Export Data option on the member list page, allowing you to download your member database as a file for backup or offline processing.

Are custom form fields required from members?

Each field in a Form can be individually configured as Required or optional. Required fields must be completed before the member's group profile is saved. Optional fields can be left blank.