> For the complete documentation index, see [llms.txt](https://docs.doku.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.doku.com/subscription-and-billing/flexibill/member-center/member-management.md).

# Member Management

{% hint style="info" %}
This page covers **Member Management** — registering and organizing members. For custom data collection per member group → [Form Management](/subscription-and-billing/flexibill/member-center/form-management.md)
{% endhint %}

**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.

{% stepper %}
{% step %}

#### Log In

Log in to the DOKU Dashboard using a verified corporate or international business account.
{% endstep %}

{% step %}

#### Navigate to Member Center

From the left navigation menu, select **FlexiBill → Member Center**.
{% endstep %}

{% step %}

#### Open the Add Member Form

Click the **+ Add Member** button on the top right of the member list page.

<figure><img src="/files/vcPLXH7wiMGvFqu0TRHs" alt=""><figcaption></figcaption></figure>
{% endstep %}

{% step %}

#### Fill in Member Data

<figure><img src="/files/oCrazLFmnuaAJ7SBN8Ou" alt=""><figcaption></figcaption></figure>

Complete the member form. Fields are divided into two sections:

**General Information**

<table><thead><tr><th width="170.53125">Field</th><th width="107.90234375">Required</th><th>Description</th></tr></thead><tbody><tr><td>Email</td><td>✅ Yes</td><td>Member's email address. Used for invoice and receipt delivery.</td></tr><tr><td>Name</td><td>✅ Yes</td><td>Member's full name.</td></tr><tr><td>Phone Number</td><td>No</td><td>Member's contact number.</td></tr><tr><td>Birthday</td><td>No</td><td>Member's date of birth (dd/mm/yyyy).</td></tr><tr><td>Address</td><td>No</td><td>Street address.</td></tr><tr><td>Province</td><td>No</td><td>Province.</td></tr><tr><td>City</td><td>No</td><td>City, selected from a dropdown.</td></tr><tr><td>Postal Code</td><td>No</td><td>Postal code.</td></tr></tbody></table>

**Additional Information**

<table><thead><tr><th width="166.5546875">Field</th><th width="108.30859375">Required</th><th>Description</th></tr></thead><tbody><tr><td>Company Name</td><td>No</td><td>Member's company or organization.</td></tr><tr><td>Reference ID</td><td>No</td><td>An external identifier from the merchant's system for cross-referencing.</td></tr><tr><td>Label</td><td>No</td><td>One or more Labels for classification. Multiple labels can be selected.</td></tr><tr><td>Group</td><td>No</td><td>The Group this member belongs to. If the target group doesn't exist yet, click <strong>Create New Group</strong> to create one inline.</td></tr></tbody></table>
{% endstep %}

{% step %}

#### Save and Verify

Click **Add Member**. The new member appears immediately in the Member List Table.
{% endstep %}
{% endstepper %}

### 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.

{% stepper %}
{% step %}

#### Log In

Log in to the DOKU Dashboard using a verified corporate or international business account.
{% endstep %}

{% step %}

#### Navigate to Member Center

From the left navigation menu, select **FlexiBill → Member Center**.
{% endstep %}

{% step %}

#### Open the Upload Dialog

Click the **Upload Data** button on the member list page.

<figure><img src="/files/3NALyOpbBOYKh4ttlsRL" alt="" width="345"><figcaption></figcaption></figure>
{% endstep %}

{% step %}

#### Download the Template

<figure><img src="/files/1ZAspqggMeeJqNa5P4md" alt="" width="375"><figcaption></figcaption></figure>

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.

{% hint style="warning" %}
Always use the downloaded template to prepare your file. Columns outside the template structure will not be recognized and may cause upload errors.
{% endhint %}
{% endstep %}

{% step %}

#### Prepare and Upload Your File

Fill in the template with your member data. Then click **Insert File** in the dialog and select your prepared file.

**File requirements:**

* Format: **CSV, XLS, or XLSX**
* Maximum file size: **15 MB**

Click **Upload** to begin processing.
{% endstep %}

{% step %}

#### Verify in the Member List

Once processing is complete, all successfully imported members appear in the Member List Table. Review the list to confirm the data was imported correctly.
{% endstep %}
{% endstepper %}

***

## Member List Table

<img src="/files/bKIVU4uRmPwRgvd2OZwu" alt="" height="233" width="624">

The Member List Table is the main view of all registered members. It displays the following columns:

<table><thead><tr><th width="183.10546875">Column</th><th>Description</th></tr></thead><tbody><tr><td>Name</td><td>Member's full name.</td></tr><tr><td>Member ID</td><td>System-generated unique identifier (format: <code>CST-XXXX-XXXXXXXXXX</code>).</td></tr><tr><td>Phone Number</td><td>Contact number, if provided.</td></tr><tr><td>Email</td><td>Email address. Partially masked for privacy in the list view.</td></tr><tr><td>Date of Birth</td><td>Birthday, if provided.</td></tr><tr><td>City</td><td>City, if provided.</td></tr><tr><td>Label</td><td>Labels assigned to the member.</td></tr><tr><td>Action</td><td>Options to view, edit, or delete the member record.</td></tr></tbody></table>

#### Searching and Filtering

Use the controls at the top of the Member List Table to narrow down the displayed records:

<table><thead><tr><th width="204.1953125">Control</th><th>Description</th></tr></thead><tbody><tr><td><strong>Search by Member ID</strong></td><td>Enter a Member ID to locate a specific record directly.</td></tr><tr><td><strong>Search by</strong></td><td>Select a field to search across (e.g., Name, Email, Phone).</td></tr><tr><td><strong>Date Range</strong></td><td>Filter members by registration date.</td></tr><tr><td><strong>Select Form</strong></td><td>Filter members associated with a specific Form.</td></tr><tr><td><strong>Filter</strong></td><td>Apply additional filters to the list.</td></tr><tr><td><strong>Reset</strong></td><td>Clear all active filters and return to the full list.</td></tr></tbody></table>

### 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.

{% hint style="warning" %}
Deleting a member does not automatically cancel their active subscriptions or outstanding bills. Review and resolve any linked billing records before deleting a member.
{% endhint %}

### 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.

{% hint style="info" %}
To link a Form to a Group — so that members in that Group collect specific custom data — go to [Form Management](/subscription-and-billing/flexibill/member-center/form-management.md).
{% endhint %}

***

## 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

<details>

<summary>Can I add a Label that does not exist yet when creating a member?</summary>

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.

</details>

<details>

<summary>What happens to a member's existing data if I re-upload their record in a bulk file?</summary>

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.

</details>

<details>

<summary>Can a member be in more than one Group?</summary>

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.

</details>

<details>

<summary>Can I export my member list?</summary>

Yes. Click the **Export Data** button on the member list page to download the current member list as a file. The export reflects the current filtered view — apply filters before exporting if you want a subset of the database.

</details>

<details>

<summary>What is the Member ID format?</summary>

Member IDs follow the format `CST-XXXX-XXXXXXXXXX` and are generated automatically by the system when a member is created. They are unique identifiers that cannot be manually set or changed.

</details>


---

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