Members without an account: edit, archive and link to an account
What you can do with a member your school added without an account, edit them, archive them, or link them to a real account.
Ask ClassyHelps you keep the details of people without the app up to date, and move them onto their own account once they start using it.
The profile of a member without an account (opened at the side by pressing their row) has four buttons: Edit, Archive, Join link and Link to account. They only appear on the adult's own profile, not on their children's.
There are two ways to link such a member to an account:
- send them a Join link; they log in and confirm it's them;
- pick their account yourself with Link to account.
Either way their groups, kids, charges and history move onto the account, and the record without an account is retired.
You need the Manage members permission.
Good to know
A member without an account gets no notifications.
The name at the top of their profile doesn't link to a profile page, because there isn't one.
On this screen
Edit button
Opens the window for editing the member's and their children's details.
Edit button
Opens the window for editing the member's and their children's details.
Lets you fix the name, phone, date of birth, country and the children's details.
Opens the Edit member window, pre-filled. Fields and limits are the same as when adding, but there's no Groups section, groups are changed under Assigned groups in the profile.
Edit member window
The form for changing the details of a member without an account.
Edit member window
The form for changing the details of a member without an account.
Saves the new details of the person and their children.
Press Save changes. On success you see "Details updated."
If you remove a child with the bin icon and save, the child is deleted and taken out of all their groups. A new child added here isn't in any group, enrol them afterwards from their profile.
Check carefully before removing a child, their group enrolments are lost.
Archive button
Removes the member without an account from the school.
Archive button
Removes the member without an account from the school.
Use it when the person no longer attends.
Opens an Archive member confirmation: "… will be removed from the members list and their groups. Payment and attendance history is preserved. This can only be undone via support." After Archive you see "Member archived." and the profile closes. Cancel closes the confirmation.
An archived member can't be given a join link, and a link already sent stops working.
Join link button in the profile
Creates a personal link the person uses to connect their account to this record.
Join link button in the profile
Creates a personal link the person uses to connect their account to this record.
Lets the person take over their own membership once they start using the app.
Creates a new link and tries to copy it straight away ("Join link copied to clipboard."). If copying isn't allowed, you see "Join link generated." The link shows under the buttons with a Copy join link button.
Each new link makes the previous one invalid, that's how you stop a link sent by mistake. The link works until the record is linked to an account or archived.
What the person opening the link sees
This is me, joinThe page where the person confirms the record is theirs.
What the person opening the link sees
This is me, joinThe page where the person confirms the record is theirs.
Shows the person the details the school holds for them before they connect them to their account.
The person has to log in or sign up. They see "You were invited as" and their name, a warning that the school entered these details and they can correct them, their groups and the kids on the membership. After This is me, join they see "You're in!" and a Go to organisation button.
If the link was replaced by a newer one, "This link doesn't work"; if the record is already linked to another account, "Already claimed"; if it was archived, "Membership archived".
Link to account button
Opens the window where you pick the person's account yourself.
Link to account button
Opens the window where you pick the person's account yourself.
For when the person already has an account and you know which one.
Opens the Link member to an account window.
Link member to an account window
Search for a registered account and permanently move the record onto it.
Link member to an account window
Search for a registered account and permanently move the record onto it.
Moves the groups, kids, charges and history of the member without an account onto the chosen account.
Type at least 4 characters in Search accounts by name…; with fewer you see "Please enter N more character(s)". Results show name and phone. With no matches, "No matching accounts."
The warning explains it can't be undone: memberships and history merge into the account, the record is retired, and the account's own profile details are kept. Press Link account. On success you see "Member linked to the account." and the profile closes.
You can't link to another member without an account, only to a registered account.
Accounts that are already employees of the school don't show up in the search.