# Add, import and look after your members Source: https://docs.meetscarlet.com/members/ Updated: 2026-11-02 Members is your studio's list of people. Add them one at a time or bring your whole list over from a spreadsheet, then keep tags, private notes, households and waivers on each person's profile. ## Find someone Open Members and type in Search members: a name, an email or a phone number (at least 3 digits) all work. On a computer the cursor is already in the box, and pressing Enter opens the first match. Narrow the list with the Status filter (active or blocked) and the Tag filter. Open a profile and come back, and your search and filters are still there. Search and the filters cover your first 3,000 members. If you have more, email hello@meetscarlet.com. [Screenshot: The Members list with a search field, Status and Tag filters, and rows of members with their tags.] ## Add one member 1. **Start** Choose Add member. 1. **Fill in their details** A name, plus an email or a phone number. Add the country code to phone numbers, like +1 555 123 4567. 1. **Save** If someone already has that email or phone, Scarlet tells you and offers to open that member instead, so you don't end up with the same person twice. ## Import your list from a spreadsheet Moving from another system? Save your member list as a CSV file and import it. Owners and managers can do this. 1. **Get the file ready** Choose Import on Members (on a phone it's under Import or export), or Import from a file before you have any members. Download a template shows the columns Scarlet reads: **name** (or **first_name** and **last_name**), **email**, **phone** and **tags**, with tags separated by a semicolon. Each person needs a name and an email or phone. Up to 2,000 rows and 1 MB per file. 1. **Check it** Choose CSV file. Scarlet checks every row first and adds nobody yet. You see how many will be added, how many are skipped and which rows have a problem, with the reason on each row. 1. **Import** Fix any problem rows in your spreadsheet and check again, or go ahead with Import. People who already have the same email or phone, including blocked members, are skipped, never changed. If the file lists someone twice, only the first row counts. If Scarlet asks you to wait, try again in half a minute. [Screenshot: Import members on a phone: 1. Choose your file, a short list of what the file needs (columns, a name and an email or phone, tags separated by semicolons, up to 2,000 rows and 1 MB), and the Choose CSV file and Download a template buttons.] [Screenshot: The import check: 3 members will be added, 1 skipped and 2 problems, with each row and its reason listed below.] > Good to know: Phone numbers without a country code use your studio's country. To take your list out again, owners and managers can use Export on Members (under Import or export on a phone), which downloads a CSV of your members, following the Status and Tag filters you've chosen, up to 20,000 members. The file goes to your Downloads folder. Export needs two-step sign-in on your account; see Two-step sign-in . ## What's on a profile [Screenshot: A member's profile on a phone: their photo, contact details, tags, notes and memberships.] - **Details and photo.** Contact details, plus a photo the desk can match against the person at check-in. Use a JPEG, PNG or WebP photo under 5 MB (an iPhone's HEIC photos aren't accepted). Scarlet keeps a small copy and removes location data from it. - **Tags.** Short labels like morning or student that only your team sees. Filter the list by them, or pick who gets a broadcast. They're separate from a plan's plan tags. - **Notes.** Only staff see notes. A note can't be edited or removed once it's added, so it stays a reliable record. - **Memberships.** What they've bought and what's left on it. - **Store credit.** Their balance from gift cards, referral rewards and refunds kept as credit, with the latest lines. Owners, managers and front desk can also [redeem a gift card](https://docs.meetscarlet.com/gift-cards/#redeem) for them here. - **Household.** Link a child or partner as a dependent. A dependent has no login of their own: their main member looks after them, and they can be checked in on the main member's membership. A member can have up to 10 dependents, a dependent belongs to one main member only, and someone who has their own email, has signed in or has dependents of their own can't be made a dependent. Each member can have up to 20 tags. - **Waivers.** Record a waiver that was signed on paper or at the desk, with its version and who signed. A dependent's main member signs for them. Front desk staff can add and edit members, tags, households and waivers, and add notes. Changing the email of someone who already signs in to the app needs an owner or manager. ## Block or delete a member Owners and managers see Access at the bottom of a profile. - **Block member** signs them out of your app, stops them booking and messaging, and ends their check-in pass. Their history stays. Unblock member lets them back in with a new pass. - **Delete member** removes their personal data: contact details, notes, tags, household links and messages. Waivers stay on file with the signer's name removed. It can't be undone. Before you delete someone, clear the three things that stop it: - **Plans that renew.** Under Memberships on their profile, choose Cancel plan…, or Cancel sale… for a sale that isn't paid yet. Frozen plans count too, and a plan that's cancelled but still inside its notice period blocks the delete until it ends. Packs don't block it. See [Memberships at the desk](https://docs.meetscarlet.com/memberships/#desk). - **A block.** Choose Unblock member first. Deleting a blocked member would clear the block and let the same email sign up again. - **Household members.** Choose Unlink beside each one, or delete them first. Bookings and payments stay as they are and are not cancelled or refunded, so cancel future bookings and make any refund before you delete. > Can't be undone: Deleting can't be undone. If you might want them back, block them instead.