CRM Overview

The CRM gives you a unified view of everyone connected to your wine business — prospects, staged members, ecommerce customers, and active members. To open it, click CRM in the left sidebar of your dashboard.

Detailed Guides

Bulk Import Members — Import contacts in bulk using the import wizard
Prospect Pipeline — Manage prospects, track pipeline stages, and convert prospects to members

Contacts Table

The CRM page displays a contacts table with these columns:

Column	What it shows
Name	Contact's full name
Email	Contact email address
Phone	Phone number
Source	How the contact entered your CRM (Manual, Imported, etc.)
Date Added	When the contact was created
Status	Current status (varies by contact type)

Searching

Type in the search bar at the top of the table to search by name, email, or ID.

Filtering

Use the filter dropdowns directly below the page header:

Contact type — All Contacts, Members, Staged, Ecommerce Customers, Prospects (with counts)
Status (appears after selecting a contact type) — Filters specific to that type
Active scope (appears when viewing Members with Active status) — All active, Skipping releases
Club — Filter to a specific club
Tier — Filter to a specific tier (appears after selecting a club)
Card (appears for Members and Staged types) — All Cards, Has Card, No Card

Page Actions

The top-right corner of the page has these buttons (left to right):

Sync Payment Methods (credit card icon) — Syncs payment method flags with Stripe for all members
Export (download icon) — Opens the export dialog
Import (upload icon) — Navigates to the bulk import wizard
Refresh (circular arrow icon) — Reloads the contacts table
Add Contact (plus icon) — Opens the Add Contact sidebar to create a new contact

Pagination

The table is paginated. Use the controls at the bottom to navigate between pages.

Contact Types

Members

Active wine club members. Clicking a member row opens the full Member Sidebar (the same sidebar used on the Members page) with all membership details, actions, and lifecycle controls.

Staged Members

Pre-active contacts who have been assigned to a club and tier but are not yet billing. They need a payment method and activation before they become full members. Clicking a staged member row opens the Contact Detail Sidebar with activation and card collection tools.

Ecommerce Customers

People who have made one-off purchases through your online store but are not club members. Their records are automatically created from ecommerce orders.

Prospects

Contacts in your pipeline who have not joined a club yet. See Prospect Pipeline for the full prospect workflow.

Rewards Members

Customers enrolled in your Rewards Program but who haven't (yet) joined a wine club. They appear in the contacts table when you've enabled non-member loyalty. The same person can simultaneously be a club member, an ecommerce customer, and a rewards member — they're unified under one Business Customer Profile behind the scenes.

Business Customer Profile

Behind the scenes, every relationship between a customer and your business is tracked on a single Business Customer Profile record. This unified profile holds:

The customer's contact info as it relates to your business
Their wine club membership(s), if any
Their ecommerce order history
Customer notes and flags your team has added
Their Rewards Program enrollment, points balance, and lifetime stats (if rewards are enabled)
Their saved card on file (if collected)
Tender transaction history (POS card-on-file payments)

When you click any contact row, the sidebar surfaces all of these facets in one place. A profile is auto-created the first time a person engages with your business in any way: joining a club, completing an ecommerce order, being staged by your team, or signing up for rewards directly.

Member Attribution

When a member joins through staff effort, you can record which staff member is credited. The Recruited By field on the contact sidebar shows the credited staff member.

To change attribution:

Click the contact row to open the sidebar
Look for the Recruited By field on the Details tab
Click Change to open a staff selector
Pick the new attributed staff member and confirm

Changing attribution requires the Change Member Attribution permission. See Team and Permissions.

Click any non-member contact row to open the Contact Detail Sidebar — a panel that slides in from the right.

Staged Member Sidebar

Tab strip: Details | Notes | Import Data (if imported)

Details tab sections:

Contact information — name, email, phone, birthday
Assigned club and tier — the club and tier the member is staged into
Fulfillment method and location — Local Pickup or Shipping, and the assigned location
Payment method status — shows either a green "Ready to activate" indicator (if card is on file), a Send Card Collection Link button (if no card), or an Activate Member button when the member has a card on file

Sticky footer buttons:

Activate Member (green) — Activates the membership. Only shown if a payment method is on file. Disabled if Stripe is not configured.
Release from Club (red) — Removes the staged member from the club and moves them back to prospects

Tab strip: Details | Notes | Import Data (if imported)

Details tab: Contact information and order history summary.

How to Add a Contact Manually

Click CRM in the left sidebar to open the CRM page.
Click Add Contact (the plus icon) in the top-right corner.
The Add Contact sidebar opens on the right side.
Fill in the contact's name, email, phone, and any other details.
Choose whether to add them as a prospect or assign them to a club as a staged member.
Click to save. The new contact appears in the contacts table.

How to Activate a Staged Member

Filter by Staged in the contact type dropdown to find staged members easily.
Click the staged member's row to open the Contact Detail Sidebar.
Ensure the member has a payment method on file (visible in the Details tab). If not, send a card collection link first.
At the bottom of the sidebar, click Activate Member (the green button).
A confirmation dialog titled Activate Staged Member appears. It may show options for:
- Initial purchase items — If the tier requires an initial purchase, an item selector appears. You can also check Skip initial purchase to bypass this.
- Charge signup fee — A checkbox to charge or waive the signup fee.
- Send welcome email — A checkbox to toggle whether to email a welcome message.
Click Activate to confirm, or click Cancel to go back.

How to Send a Card Collection Link

Click the staged member's row to open the Contact Detail Sidebar.
In the Details tab, click Send Card Collection Link.
A dialog appears confirming an email will be sent with a link to add a payment method. The link expires in 72 hours.
If the tier requires an initial purchase, an item selector appears inline.
A checkbox: Charge and activate membership when card is added — when checked, the membership auto-activates as soon as the member adds their card. Sub-options:
- Waive signup fee — Check to waive the signup fee
- A summary line describes what charges will apply
Click Send Email to confirm, or click Cancel to close.

How to Release a Staged Member from a Club

Click the staged member's row to open the Contact Detail Sidebar.
At the bottom, click Release from Club (the red button).
A confirmation dialog appears: "Release {name} from {club name}? They will be moved back to your prospects list and can be re-added later."
Click Release to confirm, or click Cancel to go back.

Batch Actions for Staged Members

Batch Activate

Filter by Staged and select multiple staged members using the checkboxes.
In the batch actions bar, click Activate.
Members with a card on file will be activated directly; members without a card will be sent card collection links with auto-activation enabled.
Options: Waive signup fee checkbox, Send welcome email checkbox.
Click to confirm. A toast notification summarizes the results.

Batch Remove

Filter by Staged and select multiple staged members using the checkboxes.
In the batch actions bar, click Remove.
Click to confirm. The staged members are released from their clubs and moved back to prospects.

Syncing Payment Methods with Stripe

If you have migrated members from another system or added cards directly in Stripe, use the sync tool to update payment method flags in WineView.

Click the Sync Payment Methods button (credit card icon) in the top-right corner.
A confirmation dialog explains that the system will check Stripe for every member whose payment method status is currently unset.
Click Sync Now to start. The process may take a moment for large member lists.
A toast notification confirms how many memberships were synced.

Exporting Contacts

Click the Export button (download icon) in the top-right corner.
The export dialog opens.
Configure your export options and download the file.

Notes

Both the Contact Detail Sidebar and the Member Sidebar have a Notes tab where staff can add free-text notes and flags. See Customer Notes for the full guide on adding, editing, and managing notes and flags.