Member Management
This page covers Member Management — registering and organizing members. For custom data collection per member group → Form Management
Member Management is the central registry for all customer records in FlexiBill. Merchants maintain their full member database here — creating, viewing, editing, and deleting member profiles — and organize members using Labels and Groups for downstream billing and segmentation.
Features & Benefits
➕ Two Member Creation Methods
Register members one at a time directly from the dashboard, or upload an entire roster in a single structured file. Both methods populate the same member database and are available at any time.
🏷️ Labels — Flexible Tagging
Attach one or more Labels to any member for quick classification and filtering. Labels are merchant-defined and can be created on the fly during member creation. Use them to mark billing cohorts, membership tiers, program types, or any classification that makes sense for your business.
👥 Groups — Structured Segmentation
Assign members to named Groups. Unlike Labels, Groups are linked to a Form — so every member in a Group is associated with a structured set of custom data fields specific to that segment. Groups are the bridge between Member Management and Form Management.
📤 Export Member Data
Download your full member list as a file from the dashboard for offline processing, reconciliation, or backup — without needing API access.
How to Add a Member
Manual Input via DOKU Dashboard
Use this method to register a single member in real time — ideal for walk-in registrations or small-scale updates.
Fill in Member Data
Complete the member form. Fields are divided into two sections:
General Information
✅ Yes
Member's email address. Used for invoice and receipt delivery.
Name
✅ Yes
Member's full name.
Phone Number
No
Member's contact number.
Birthday
No
Member's date of birth (dd/mm/yyyy).
Address
No
Street address.
Province
No
Province.
City
No
City, selected from a dropdown.
Postal Code
No
Postal code.
Additional Information
Company Name
No
Member's company or organization.
Reference ID
No
An external identifier from the merchant's system for cross-referencing.
Label
No
One or more Labels for classification. Multiple labels can be selected.
Group
No
The Group this member belongs to. If the target group doesn't exist yet, click Create New Group to create one inline.
Bulk Data Upload
Use this method to onboard a large number of members simultaneously from a structured file — ideal for migrating existing customer rosters or processing batch registrations.
Download the Template
In the Upload Data dialog, select the appropriate template type:
Without Form — for uploading standard member profile data only (name, email, phone, etc.)
With Form — for uploading member data together with custom form field values
Click Download Template to get the correct file structure before preparing your data.
Always use the downloaded template to prepare your file. Columns outside the template structure will not be recognized and may cause upload errors.
Member List Table
The Member List Table is the main view of all registered members. It displays the following columns:
Name
Member's full name.
Member ID
System-generated unique identifier (format: CST-XXXX-XXXXXXXXXX).
Phone Number
Contact number, if provided.
Email address. Partially masked for privacy in the list view.
Date of Birth
Birthday, if provided.
City
City, if provided.
Label
Labels assigned to the member.
Action
Options to view, edit, or delete the member record.
Searching and Filtering
Use the controls at the top of the Member List Table to narrow down the displayed records:
Search by Member ID
Enter a Member ID to locate a specific record directly.
Search by
Select a field to search across (e.g., Name, Email, Phone).
Date Range
Filter members by registration date.
Select Form
Filter members associated with a specific Form.
Filter
Apply additional filters to the list.
Reset
Clear all active filters and return to the full list.
Edit and Delete Members
To modify an existing member's profile or remove them from the database, use the Action menu (⋮) on the right side of the member's row in the Member List Table:
Edit — Opens the member's profile form pre-filled with their current data. Update any field and save.
Delete — Removes the member from the database. This action cannot be undone.
Deleting a member does not automatically cancel their active subscriptions or outstanding bills. Review and resolve any linked billing records before deleting a member.
Labels
Labels are merchant-defined tags applied to individual members for classification and filtering. A member can have more than one Label.
Creating a Label:
Labels can be created inline during member creation — click the Label dropdown in the Add Member form and type a new label name if no existing label applies. The new label is saved and becomes available for future use.
Using Labels:
Filter the Member List Table by Label using the Filter control to view all members tagged with a specific label. Use labels to group members by billing cohort, program type, account status, or any other classification your workflow requires.
Groups
Groups are named member segments tied to a Form. When a member is assigned to a Group, the Group's linked Form determines what additional structured data is collected from that member.
Creating a Group:
If the target Group does not yet exist when adding a member, click Create New Group in the Group dropdown of the Add Member form. Give the Group a name and save it. The Group is now available for selection in the member list and can be linked to a Form in Form Management.
Assigning a Member to a Group:
Select the target Group from the Group dropdown when creating or editing a member. A member can belong to more than one Group.
To link a Form to a Group — so that members in that Group collect specific custom data — go to Form Management.
Terms & Conditions
Each member requires a minimum of a name and a valid email address
Bulk upload files must follow the downloadable template — custom column structures will not be accepted
Accepted bulk upload formats: CSV, XLS, XLSX — maximum file size 15 MB
Member IDs are system-generated and cannot be manually assigned
A member's Reference ID can be used to map the record to an external system identifier
FAQ
Can I add a Label that does not exist yet when creating a member?
Yes. Type a new Label name in the Label field during member creation and it will be created on the fly. The new Label is then available for reuse on other members going forward.
What happens to a member's existing data if I re-upload their record in a bulk file?
If the uploaded file contains a record with the same email address as an existing member, the system will update the existing record with the new data from the file. Review your file carefully before uploading to avoid unintended overwrites.
Can a member be in more than one Group?
Yes. A member can be assigned to multiple Groups simultaneously. Each Group may be linked to a different Form, and the member will be associated with the data from each.
Last updated
Was this helpful?