Documentation Index
Fetch the complete documentation index at: https://learn.nexudus.com/llms.txt
Use this file to discover all available pages before exploring further.
Overview
The Members & Contacts page is your customer database. Every person or company registered in your system lives here — whether they have an active plan (members) or not (contacts). From this page you can create new customers, view their profiles, manage access and billing, assign them to teams and locations, and track their activity across bookings, invoices, and check-ins.How to access
Navigate to Operations → Members & contacts in the left sidebar.Requires the coworker role. The list is sorted by registration date (newest first) by default. If your location has the Finance module enabled, the list initially shows only customers with an active plan — clear the filter to see all customers.
Members vs contacts
The distinction between members and contacts is automatic:- A member is a customer with at least one active contract.
- A contact is a customer without any active contracts.
Both members and contacts appear in the same list. Use the plan filter to show only members (those with a plan) or clear it to see everyone.
The customer list
The list shows key information at a glance:| Column | Details |
|---|---|
| Name | Full name (individuals) or company name (companies), plus avatar and team names |
| Plan | The names of any active plans (contracts) |
| Registration | Date the customer was added |
| Status | Badges indicate: Individual/Company, Member (has plan), Administrator, Suspended/Archived, No portal access |
Status badges
- Individual / Company — customer type
- Member (refresh icon) — has at least one active contract
- Administrator (lock icon) — is a full platform administrator
- Suspended (red, pause icon) — account is suspended (
Active = false) - Archived (red) — account has been archived
- No portal access (grey) — no user account, cannot log in
Creating a customer
Click Add customer
From the Members list, click the Add customer button. You can also use one of the available quick-start wizards:
- Quick member — create a customer and assign a plan in one flow
- Quick contact (sale) — create a contact with sale opportunity
- Company with employees — create a company and add team members
- Member of staff — add a staff member to your location
- Import customers — bulk import from CSV
Choose the customer type
Select Individual or Company. For companies, the primary field is the company name. For individuals, it’s the full name.
Fill in required fields
The minimum required fields are:
- Full name (or Company name)
- Email address
- Country
- Timezone
Grant online access (optional)
Enable Create user account to give the customer login access to the Members Portal and mobile app. This sends them a welcome email with sign-in instructions.
Assign a plan (optional)
During creation, you can immediately assign a plan (contract). This is the fastest way to onboard a member.
Customer profile structure
When you open a customer, the profile is organized into top-level tabs. The tabs visible depend on your modules and role.Dashboard tab
A summary view showing:- Key metrics (revenue generated, bookings made, check-ins since last renewal)
- Summary charts (activity over time)
- Key events timeline (recent actions and milestones)
The Dashboard tab only appears for existing customers and requires the Invoices module.
Account tab
The main configuration area, organized into sub-sections:Account details
Core identity and contact information:| Field | Description |
|---|---|
| Customer type | Individual or Company |
| Full name | Required. For individuals, the full name. For companies, the primary contact name. |
| Company name | Required for Company type. The organization’s name. |
| Salutation | How to address this customer in communications (auto-populated from first name) |
| Required. Used for login (if user account exists), invoices, and notifications. | |
| Avatar | Profile photo (uploaded to blob storage) |
| Banner image | Header image for their profile page |
| Notes | Private admin notes (not visible to the customer) |
Locations
| Field | Description |
|---|---|
| Home location | The primary location for invoicing. Determines which location bills this customer. |
| Registered locations | All locations this customer can access. A customer can belong to multiple locations without creating duplicate profiles. |
Teams
Assign this customer to one or more teams. Teams can represent companies, departments, or any logical grouping. Team membership is bidirectional — adding here also adds the customer to the team’s member list.Contact and billing
Address fields for correspondence and invoicing:- Contact address — street, city, postcode, state, country
- Billing address — separate billing details if they differ (billing name, email, address). Used on all generated invoices.
- Phone numbers — mobile and landline
Professional profile
Public-facing information shown in the Members Portal directory:| Field | Description |
|---|---|
| Profile summary | A short bio shown in the directory |
| Profile website | Link to their website or portfolio |
| Profile tags | Skills or interests used for networking and discovery |
| Profile is public | Toggle visibility in the member directory |
| Social links | LinkedIn, Twitter, Instagram, GitHub, Facebook, Telegram, Skype, Pinterest, Flickr, Vimeo, Tumblr, Blogger, Google |
Attendance
Expected on-site schedule for each day of the week (Monday through Sunday). Used for occupancy planning and reporting.Demographics
Categorical information:- Gender — Not set, Male, Female, Other, Rather not say
- Date of birth — used for birthday automations and age calculation
- Business area — industry or sector
Identifiers
| Field | Description |
|---|---|
| Tag | Short labels to categorize this customer (supports multiple tags) |
| Unique reference number | Your own internal ID for this customer across all locations |
| Show alert on check-in | When enabled, displays a custom message to staff whenever this customer checks in |
| Alert message | The message to display |
Notifications
Control which automated emails this customer receives:| Setting | Effect |
|---|---|
| Send new invoices by email | Automatically emails new invoices |
| Send payment receipts by email | Sends confirmation when a payment is recorded |
| Send failed payment notifications | Alerts the customer when automatic payment fails |
| Notify team on deliveries | Notifies the entire team when a delivery arrives |
| Delivery notification email | Override email address for delivery notifications |
Access rights
Controls what the customer can do in the portal and on-site:| Permission | What it controls |
|---|---|
| Can connect to IT network | Whether they can authenticate for WiFi / network access |
| Can make bookings | Whether they can book resources in the portal (requires user account) |
| Can book for team members | Whether they can create bookings on behalf of their team (requires bookings permission) |
| Can purchase products | Whether they can buy add-on products (requires user account) |
| Can purchase events | Whether they can buy event tickets (requires user account) |
| Can post community messages | Whether they can participate in community forums (requires user account) |
| Can access team invoices | Whether they can view invoices for their team’s paying member |
| Field | Description |
|---|---|
| PIN code | Used for internet access, check-in terminals, and printing services |
| Access cards | One or more card IDs linked to door access systems (supports multiple values) |
| Access fobs | One or more RFID fob numbers (supports multiple values) |
Permissions that require a user account are automatically disabled if the customer has no online access. You’ll see a warning banner and a Grant online access button if this is the case.
Integrations & Services
Per-customer configuration for external services:- PaperCut — free printing quota, pay-as-you-print toggle
- Ezeep / Ezeep Blue — cloud printing enablement and free printing flag
Payments tab
Payment gateway configuration and financial settings for this customer. Requires the Finance module.| Field | Description |
|---|---|
| Payment provider | Which gateway processes this customer’s automatic payments (Stripe, GoCardless, etc.) |
| Tax rate type | Default, Reduced, or Exempt |
| Tax ID number | VAT number or tax exemption reference |
| Invoice due date period | Number of days after issue before an invoice is overdue |
| Do not process invoices automatically | Prevents the system from attempting automatic payment collection |
| Bank details | Bank name, account, branch — for manual payment or direct debit setups |
Sales tab
A consolidated view of all commercial activity:- Invoices — full invoice history with status and amounts
- Contracts — active and past plan subscriptions
- Bookings — booking history
- Event tickets — purchased event registrations
- Charges — one-off charges and credits
Benefits tab
Tracks credits, passes, and discounts assigned to this customer:- Booking credits — time-based or count-based booking allowances
- Passes — pre-purchased access passes
- Time credits and printing credits — usage-based credits active on their account
- Discount codes — assigned promotional codes
CRM tab
Relationship management data for this customer:- Notes and activity history
- Tasks assigned to or about this customer
- Messages and communications
- Documents and files
- Proposals sent
- Opportunities (sales pipeline)
- Visitor history
Invoices tab
Dedicated invoice list filtered to this customer. Shows unpaid invoice count as a badge on the tab. Requires the Invoices module.Ledger tab
Financial transaction ledger for this customer. Shows the current balance as a badge:- A positive balance means the customer has credit.
- A negative balance means the customer owes you.
Suspending and archiving
Customers have two independent status flags:| Status | Effect |
|---|---|
Suspended (Active = false) | The customer’s account is deactivated. Access may be restricted depending on your configuration. The customer still appears in lists with a red “Suspended” badge. |
Archived (Archived = true) | Marks the customer as no longer active. Used for former members you want to keep on record but hide from daily operations. Shows a red “Archived” badge. |
Granting and revoking online access
A customer needs a user account to log in to the Members Portal and mobile app. Granting access:- During creation: enable Create user account — sends a welcome email automatically.
- On an existing customer: use the Grant online access command from the Access rights section. This creates the user account and sends the welcome email.
- Use the Revoke online access button in the Access rights section. This removes the user account but preserves the customer record and all associated data.
Filtering and searching
The customer list supports:- Global search — searches across name, email, company, billing name, and team names
- Plan filter — show only customers on a specific plan (or those without any plan)
- Team filter — customers belonging to a specific team
- Active/Archived status — filter by account status
- Location filter — show customers at a specific location or across all locations
- Custom fields — filter by any custom field value
- Date range — filter by registration date or date of birth
- Tags — filter by assigned tags
- Customer type — Individual or Company
Bulk commands
From the list view, select multiple customers and use the Run command action to perform bulk operations such as:- Suspend or reactivate accounts
- Archive accounts
- Send bulk emails
- Assign tags
- Create contracts
- Grant or revoke online access
Multi-location behaviour
- A customer can be registered at multiple locations without duplication.
- The home location (Invoicing Business) determines which location handles their billing.
- When viewing the customer list, you can switch between seeing only the current location’s customers or all customers across your network.
- Adding or removing location associations requires edit access to the customer and the relevant location.
Best practices
- Grant online access if the customer needs to use the portal or app. Without a user account, they cannot log in, make bookings, or pay invoices online.
- Use tags to segment customers (e.g., “Enterprise”, “Freelancer”, “Trial”) for targeted communication, filtering, and reporting.
- Set up billing details early — configuring the payment provider and tax settings before the first invoice avoids manual corrections later.
- Review access permissions when onboarding — by default all permissions are enabled, but you can restrict specific capabilities per customer.
- Set check-in alerts for important situations (outstanding balances, VIP guests, special access needs) so front-desk staff are always informed.
- Use attendance tracking to plan occupancy and understand which days your space is busiest.
Related pages
Teams
Group customers into teams for shared billing and access.
Contracts
Assign plans to customers to activate membership.
Plans
Configure the plans your customers can subscribe to.
Access Control
Set up physical access systems linked to customer credentials.