Members & profiles
Every student, instructor, and admin at your academy lives on one roster. This page covers what's on a member's profile, how profile visibility works, how to find anyone fast, and what happens when someone leaves. For every way to get someone onto that roster — invites, walk-ins, and free trials — see Adding a member.
Add a member
Invites, walk-ins, claim codes, and free trials — every way someone joins your roster.
The member profile
Rank, contact details, payments, attendance, and staff-only notes, all in one place.
Profile visibility & youth profiles
Members choose who sees their profile — members under 18 are protected automatically.
Member search
One search box matches a name, an email, or a code.
Roles, statuses & ranks
What each role, status, and rank actually means for a member.
Deactivate or remove
Lock someone out and keep everything, or delete the membership and keep the history.
The member profile
Click anyone's row on the Members page to open their profile. The identity rail at the top is who they are; the cards below are their history at your academy.
The identity rail:
You'll also see whether their profile is Academy-visible or Private — more on that in Profile visibility and youth profiles below.
The cards below it:
Who can edit what
While a member is unclaimed — no app account of their own yet — you can edit their name, email, phone, and date of birth right from their profile. The moment they claim their account with their claim code, that becomes self-service: they manage those details from their own app, and the edit screen tells you so if you try.
Some things always stay with staff
Role, rank, and status don't follow the claim. Whether or not a member has claimed their account, only staff change what role they hold, promote them, or update their status. See Roles & permissions and Ranks & promotions.
Profile visibility and youth profiles
From their own app, every member chooses who sees their profile inside your academy: Academy — visible to every other member — or Private — visible only to staff and themselves. Staff always see every profile at your academy, whatever a member has chosen.
Members under 18 are locked to Private automatically, the moment their date of birth says so. It isn't a setting anyone has to remember to turn on — TrainOS treats a minor's profile as private from the start, even before they've claimed an account, and keeps it that way for as long as they're under 18. Their app shows "Private — Locked for members under 18" so they know why.
Member search
The Members page has one search box, open to instructor and above — instructors reach the roster from the mobile app, since the web dashboard is for owners and admins. Type a name, an email, a claim code, or a check-in number: the box matches all four at once.
Narrow it further with filters for Rank, Role, Status, Subscription, and Joined date.
Widen the Status filter to see everyone
The Status filter starts on Active, so your day-to-day roster stays focused on people who are training right now. Switch it to All — or pick Pending or Inactive directly — to bring the rest of your roster into view.
Roles, statuses, and ranks at a glance
Three separate systems shape what a member can do and where they stand at your academy: their role, their status, and their rank. Here's the short version of each — every one has its own page with the full detail.
Roles
Owner and admin run the dashboard, instructors teach from the app, students self-serve.
Statuses
Active, Pending, and Inactive — the lifecycle every member moves through.
Ranks
Per-academy rank systems, with promotions and a permanent history.
Deactivate or remove a member
Both actions live on the web dashboard, so only owners and admins can reach them. Both cancel an active subscription first — if the cancellation fails, the whole action stops, so nobody keeps getting billed after losing access.
Reactivating doesn't bring back a cancelled subscription
Deactivating cancels their subscription immediately. Turning them back Active does not restart it — you'll need to start a new subscription from their Membership card.
A few more things worth knowingGuard rails, and what Remove doesn't touch.
What members see
A member's own profile lives on the Profile tab of their app — the same layout you see from the roster, minus Instructor Notes, which no student ever sees, even about themselves.
They can edit their own name, phone, bio, photo, and date of birth directly from the app. Their email stays tied to their sign-in — the profile screen doesn't touch it.
They also set their own Profile Visibility — Academy or Private — as described above, unless they're under 18, in which case it's locked to Private for them automatically.
See also
- Adding a member — every way to get a new member into TrainOS
- Member statuses — Active, Pending, and Inactive, and how a member moves between them
- Roles & permissions — what owners, admins, instructors, and students can each do
- Ranks & promotions — assigning rank systems and recording promotions
- Subscriptions & policies — pausing, cancelling, and changing a member's plan
- Free trial signups — how prospects book a trial from your public schedule