Managing Your Member Directory

The Members page is your central directory of everyone in your organisation.

Adding Members

Add Individually

1. Navigate to Members in the sidebar.
2. Click Add Member.
3. Fill in their details — first name, last name, email, phone, and any custom fields.
4. Click Save.

Import from CSV

For bulk imports: 1. Click Import Members. 2. Download the CSV template to see the expected format. 3. Fill in your member data in the template. 4. Upload the completed CSV file.

Circlevine will create all members in one go. If a member with the same email already exists, they will be updated rather than duplicated.

Export to CSV

Click Export to download your entire member list as a CSV file for use in spreadsheets or other tools.

Member vs. Customer

Circlevine distinguishes between two types of contacts:

• Members — People who belong to your organisation (e.g., club members). They have ledgers, can participate in events, and can be invited to the portal.
• Customers — External parties you invoice (e.g., sponsors, suppliers). They have a separate section under Customers in the sidebar.

Custom Fields

Every organisation is different. Circlevine lets you define custom fields that appear on member and customer profiles.

To set these up: 1. Go to Organisation Settings → Custom Data Fields. 2. Define fields with a name and type: - Text — Free-form text input - Boolean — Yes/No toggle - Dropdown — Select from predefined options - Multi-Select — Choose multiple options from a list

Custom fields appear on member profiles and can be used for filtering in events and communications.

Guest Members

If someone makes a one-off payment and you do not want to add them as a full member, you can assign the transaction to a Guest. Guests appear in the member list but are marked as guests and do not count towards your member limit.

Member Status

Toggle a member's Active status to mark them as active or inactive. Inactive members are preserved in your records (with their full ledger history) but can be filtered out of active views.

Required Documents

Organisations can define required document types (e.g., "ID Document", "Proof of Address"). These appear on member profiles, and you can track which members have submitted them.

To upload a member document: 1. Open the member's profile. 2. Scroll to the Documents section. 3. Upload the document and select its type.

Documents can be marked as Internal (visible only to admins) or Portal (visible to the member in their portal).