Webinar Q&A

Q: Do I need to make any additional settings changes to use NFC?

A: Yes. To enable NFC, you’ll first need Apple approval by creating an Apple Developer account, agreeing to Apple’s terms, and completing Apple’s NFC questionnaire. Once approved, you’ll receive the hardware device, connect it via Bluetooth, and work with your account manager to ensure Member Portal 3.0 is enabled so Apple Wallet passes can be assigned to members.

Q: How do I set up a venue in the check-in app?

A: A venue is tied to a business location in the control panel. To set one up, create the business location with a name and address in the control panel, and it will then appear in the check-in app settings.

Q: What are the costs and process to upgrade to Member Portal 3.0?

A: Costs depend on your implementation path. The upgrade process is primarily a domain update, and if someone on your team has access to domain settings, it is typically a straightforward technical step. On the member side, it is simply an app update.

Q: Is there an expiration date for the old check-in app?

A: Not at this time. The older app is still available as Guest Sign-In because some clients still use older functionality. However, the recommendation is to move to the new check-in app, since that is where ongoing updates like NFC and guest pass improvements are being released.

Q: Does upgrading to the new check-in app require staff training, or just downloading the app?

A: In most cases, teams can self-train. The new check-in app was designed to follow familiar flows from the older experience, and help documentation is available to support onboarding.

Q: How do we make layout and theming changes in Member Portal 3.0?

A: Layout and theming changes are configured with your account manager. You can also note your interest in specific layout features through the form shared after the webinar.

Q: How does NFC work with the new check-in app?

A: NFC requires Apple approval, setup through an Apple Developer account, and completion of Apple’s NFC questionnaire. Once approved, a device is provided and connected via Bluetooth to the check-in app.

Q: Can a direct booking link go to a dining outlet without locking in a specific date or time?

A: Yes. A direct link can point to a specific dining outlet without specifying a date or time. In that case, it will default to the next available option.

Q: Which clubs are selected to use the new Member Portal features?

A: Access is being rolled out on a case-by-case basis to a limited group of early users. If you’re interested, please contact your account manager and share which features are most relevant to your club.

Q: Does the check-in app update automatically?

A: Yes, if automatic app updates are enabled in the App Store settings. Otherwise, you can manually update the app when new versions are released.

Q: Are check-ins from Book4Time displayed in the check-in app?

A: Yes. The check-in app uses the same data source as the control panel and can display check-ins from across the system, including supported third-party integrations such as Book4Time, SevenRooms, and Oracle.

Q: Will Oracle Symphony be integrated into the new POS connection model?

A: The webinar response indicated that an Oracle Symphony integration is possible, and the recommendation was to connect with your account manager for details specific to your property.

Q: How will I know when it’s time to update?

A: Update notifications will typically come through PeopleVine communications, and app-based updates will also appear in the App Store if automatic updates are not enabled.

Q: Can clubs see messages members send each other through the community feature? Are those messages stored on the member profile?

A: No. Community connections route through each member’s preferred contact method, such as email, SMS, or WhatsApp. Because those conversations take place outside of PeopleVine, they are not visible within the platform and are not stored on the member profile.

Q: How do we make sure we’re on Member Portal 3.0?

A: Please reach out to your account manager and complete the upgrade form so the team can guide you through next steps.

Q: How do we turn on the member directory?

A: The member directory is enabled on the back end by the CX team. If you’re interested, let your account manager know and submit the interest form. The feature will be configured with you before rollout.

Q: Is there a cost to upgrading to Member Portal 3.0?

A: Costs depend on your implementation path and will be shared during the upgrade conversation.

Q: If two members are sharing a reservation, can one reservation be sent to multiple members?

A: Not at this time. It is a popular feature request, but it is not currently supported.

Q: How can we email members when a check is invoiced?

A: You can set up an email notification trigger in PeopleVine to send automatically when the invoice is generated. If needed, the team can also help clone a template for your use case.

Q: Can data entered into a profile in the check-in app be found on the website backend?

A: Yes. When profile details such as first name, last name, email, or mobile are updated in the check-in app, they save to the CRM profile and should match the control panel.

Q: The check-in icon does not correspond to the events check-in on the backend website. How can this be fixed?

A: Please contact PeopleVine support so the team can investigate your specific setup.

Q: Is the email builder getting upgraded?

A: Yes. It is being upgraded and remains a priority. There is not a set date yet, but a beta program is planned and more details will be shared in an upcoming quarterly release.

Q: Does a member profile in the community remain active only while the membership is active?

A: Yes. Members only appear in the community if they have an active membership.

Q: Will the presentation, recording, and transcript be shared afterward?

A: Yes. The presentation and recording will be sent afterward, and a transcription may also be included.

Q: When I click a push notification, it opens the portal but not directly to the chat button. Is that being updated?

A: Yes. This is included in Member Portal 3.0, along with other small fixes of this kind.

Q: Can the check-in app add guest tickets to events, not just daily guest passes?

A: Not directly. Non-members would need to sign up for the event themselves or receive a shared ticket from a member. The team is also working on event-module improvements so ticket holders can be checked in from the RSVP list.

Q: Are there updates to make guest-pass QR codes cleaner and faster? Will there also be QR codes for event check-ins?

A: The new check-in app already includes several guest-pass improvements. Staff can now access a member’s guest passes from check-in, search them, and add guest passes whether or not the member is present. Event check-in improvements are also in progress through the events module.

Q: Can guest passes be sent for a specific future day, not just the same day?

A: An arrival date can already be added to a guest pass, but today it functions more like a marker. Improvements are planned to make future-day arrivals clearer for staff.

Q: Are there notifications when a member’s guest arrives at the club?

A: Yes. When a guest is checked in, a triggered text message can be sent to the member letting them know their guest has arrived. Twilio integration is required for text messaging.

Q: Do we need to enter a frequent guest’s information every time?

A: No. The check-in app includes a Recent Guests section so staff can quickly pre-fill a guest’s name, email, and phone number for repeat visits.

Q: How can I disable autofill on the guest check-in form?

A: In the older guest sign-in flow, autofill is controlled by the form attached to that guest sign-in in the control panel. Open that form’s settings and turn autofill off to make it a fresh form each time.

Q: Will members be able to download invoices in the member portal, not just monthly statements?

A: This is being investigated and is planned for the roadmap.

Q: How can we see guests in the check-in app, view the day’s visits, and see the total number of people who joined the club on a specific day?

A: The check-in app is designed primarily for front-desk operations. Staff can see a member’s guests by searching the member or scanning their card. For reporting on total daily check-ins, the recommendation is to export check-in data from the control panel.

Q: Can clubs force members to opt into the community feature?

A: No. Community is fully opt-in. Profiles are not created automatically so members have full control over their privacy.

Q: Can members remove themselves from the community later?

A: Yes. Members can hide or show their profile at any time and can remove themselves from the community and add themselves back whenever they choose.

Q: Are there plans for husband-and-wife shared billing information or a joint family membership account?

A: Yes. Some related features have already been released, and additional family billing updates are on the 2026 roadmap.

Q: Can a child have a member card without an email address or phone number?

A: Not at this time. Each member currently needs a unique email address and phone number.

Q: Can guest information be saved so it doesn’t need to be entered every time?

A: Yes. The recommendation was to use the check-in app, where guest information can be saved and reused for future check-ins.

Q: Is there a way for members to hide the history of guest passes they’ve issued in the past?

A: Not currently. The team asked for more context on the use case to better understand the need.

Q: What is the best way to be involved in product roadmap feedback and testing?

A: The best channels are support and your account manager. Product feedback forms are also available, and if you want to participate in testing, your account manager can help coordinate that.

Q: Can an admin hide a member’s profile or control whether someone appears in the directory?

A: No. Profile visibility in the community is controlled by the member. If they do not create a profile, they will not appear. If they do create one, they can hide it again at any time.

Q: How do guest-pass reset times work? Can a guest pass be reset?

A: The team said additional testing is needed, especially for clubs operating past midnight, and they are reviewing that flow with development.

Q: If someone cancels or pauses their membership, are they removed from the community feature?

A: Yes. Only active members appear in the community feature.

Q: Will there be more information and videos on how the community module works that we can send to members?

A: Yes. When your club rolls out the community feature, the team will work closely with you and provide the materials needed for member communications and onboarding.

Q: How do guest-pass notification triggers work?

A: When a guest pass is created, if an email address or phone number is included, the guest pass is sent to the guest through that email or phone number.

Q: Can you resend the form to fill out what we’re interested in?

A: Yes. The product feedback form will be included in the follow-up email so feedback can be shared with the product team.

Q: Will Member Portal 3.0 impact the member side?

A: No. It is simply an app update and should be a seamless transition for members.