The Membership List is where you manage all your loyalty members. You can look up a customer, check their points balance, update their details, or see their purchase history — all from this one page.

When to use this: When you need to look up a member, edit their details, check their points balance, or manage member records.

Prerequisites

• Membership Group created (defines tier structure)
• Outlet Setup completed

Membership List Overview

📝 General Description

The screenshot above shows 53 test members (JAY00002–JAY00011 visible on page 1) across 5 pages. Each row displays the membership number, group tier (all REGULAR in this example), member name, date of birth, email, mobile, subscription date, and Segment classification (e.g., "01. Champions", "03. Potential Loyalists", "05. Recent Customers", "10. Lost"). The Segment column uses RFM-based customer segmentation to categorize member activity.

⚙️ UI Elements

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3.1.1 Data Grid Columns

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3.1.2 Add / Edit Member

Personal Information Card

Contact Information Card

Address Card

Membership Card (Right Column)

Points & Balance Summary (Edit Mode — Read-Only)

These fields are auto-calculated and read-only. They pull from separate summary tables:

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3.1.3 Custom Fields

The Membership form supports custom fields added through the Custom Field Setup page.

Go to Settings → Custom Field Setup → Set Page to membership to define additional fields that appear on the member edit form.

Custom fields can be:

• Text, Numeric, Date, Dropdown, Checkbox data types
• Positioned on the Left or Right column of the form
• Marked as mandatory to enforce data collection

These are stored in the userfld1–userfld20 columns of the Membership table, or in CustomField1–CustomField10 for extended fields.

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3.1.4 Member Actions

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3.1.5 POS Sync Behavior

Changes saved to member records sync to POS terminals according to the outlet's data sync schedule.

[!TIP] If a member change needs to take effect immediately, trigger a manual data sync from the POS terminal's settings menu, or use the App Command Setup to push a sync command to the terminal.

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3.1.6 Feature Settings

These backend settings affect how the Membership List works at POS:

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How to Edit a member

1. In the Membership List page, find the member you want to change.

2. Click the blue member name or ID link. The edit form opens — it looks the same as the "Add New" form, but all fields are already filled in with the current values.

3. Change the fields you need to update.

4. Click Save to apply your changes.

Expected Result: The member record is saved and updated.

[!TIP] To make changes, just click the name of any member in the list — the same form opens with everything already filled in. Change what you need and click Save.

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💡 Example

Scenario: A retail store registers a new walk-in customer as a member.

1. Customer fills in a registration form at the counter.

2. Cashier goes to Membership List → Click + Add New.

3. Fill in:

• Membership No: MEM00100 (or auto-generated)
• First Name: Sarah, Last Name: Tan
• Mobile: +6591234567
• Email: sarah.tan@email.com
• DOB: 1990-05-15
• Membership Group: Regular (default tier)

4. Click Save.

5. Sarah is now registered → She starts earning points on every purchase. 6. After spending $500, she qualifies for automatic upgrade to Gold tier (if auto-upgrade is configured in the Membership Group).

[!TIP] Use Import to bulk-register members when migrating from another system. The Excel template includes all required fields. This saves hours of manual data entry for large member databases.

[!NOTE] Members can also be registered directly at the POS terminal using the Quick Add form, which captures minimal info (name, mobile, email) without leaving the sales flow.

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Access & Permissions

[!NOTE] Exact permissions depend on the Privileges Setup configured for each role. Contact your administrator if you cannot access this page.

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Business Rules

• Records that are linked to active transactions or other modules cannot be permanently deleted
• Changes made here will take effect on POS terminals after the next sync
• Deleted records can be restored from the list using the Show Deleted filter
• All changes are logged with the user who made them and the timestamp

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How to Delete a Membership

1. Navigate to Membership Setup from the sidebar menu.

2. Click the name or code link (blue text) of the record you want to delete. 3. In the edit form, scroll down to the bottom.

4. Click the Delete button (red button). 5. A confirmation dialog appears — click Yes to confirm deletion.

Expected Result: The record is soft-deleted — it is hidden from the active list and POS terminals but can be restored later using the "Show Deleted" filter.

[!WARNING] Records linked to active transactions or other modules cannot be deleted. The system will display an error if deletion is not allowed.

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How to Add a New Membership

1. Navigate to Membership Setup from the sidebar menu.

2. Click the + Add New button (green button).

3. Fill in the required fields in the form.

4. Fill in any optional fields as needed.

5. Click Save to create the new membership.

✅ Expected Result: The new membership appears in the list and is available for use across the system.

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FAQ

Q: Why is the member not receiving points? A: Check that the member's group has benefit rules configured in Membership Benefit. Also verify the transaction qualifies (minimum spend, eligible products).

Q: Can I merge duplicate member records? A: This must be done by your system administrator. Contact support with both member IDs for assistance.

Q: How do I transfer a member to a different group? A: Edit the member record and change the Membership Group field. The change takes effect immediately.

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Troubleshooting

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Related Menus

• Product Setup > Promotion Setup — member-only promotions
• Sales Setup > Discount Setup — member discount types
• Sales Setup > Voucher Setup — voucher redemption for members
• Setting > Membership Compulsory — require membership at checkout

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Open Questions / Confirmation Needed

[!NOTE] The following items may vary depending on your system version and configuration:

• Exact permission settings depend on your Privileges Setup configuration
• Sync timing to POS terminals depends on network conditions and sync schedule
• Some features may require additional licensing or module activation
• Field behavior may differ between EQuip versions

If you encounter behavior not described in this manual, contact your system administrator or EQuip support team.