Client guide
How to run the desk
A practical walkthrough for staff after onboarding. Your operator still handles first setup (organization, first admin, wallet keys).
01
Open the desk
- Sign in with the account your operator invited, or unlock with your personal staff PIN.
- Each organization has its own desk. Use the link your admin shared (path /o/your-slug/desk).
- Admins see Settings (branding, levels, templates). All staff can search members and send cards.
02
Brand the card
- Upload your logo and set a primary color under Settings → Branding.
- Optional: renewal URL (links members to your existing CRM renew form), address, hours, and benefits text.
- Membership levels can carry default benefits; override per level when Family and Individual differ.
03
Import the membership roll
- Export CSV from your current system. Member ID and name are the minimum; email is needed to send invites.
- Same member ID updates an existing person (renewals). New ID creates a new card.
- Shared emails (couples) are never auto-merged. Review any flagged rows before sending.
- You can also add a single member manually from the desk.
04
Edit the invitation once
- Under message templates, set the invite subject and body. Merge fields fill name, card link, and optional renew link.
- Send one member, a filtered batch (for example not yet installed), or a broadcast by level.
- Links go straight to the card — members do not create a portal password.
05
Check in at the door
- Open Door / check-in on a staff phone (same PIN or session as the desk).
- Scan the barcode on the digital card, or search by name or member ID.
- Recent visits appear for staff. Inactive members can be soft-deactivated so they no longer admit.
06
Day-to-day
- Resend a card anytime if a member lost the email.
- Export the roll when you need a backup or a handoff.
- Deactivate members who lapsed; reactivate when they renew.
- Invite additional staff from Settings; promote an admin when you need a second owner.