Dispensary Members
Register and manage members: verification, suspension, evidence and the ledgers that record what each member received and spent.
In plain words
A member is a verified person allowed to receive products. This page is how you register them, prove they are who they say, suspend one who breaks the rules, and keep their allowance and credit straight.
The members list
Modules → Dispensary → Members. One row per member: Member #, Client, External ref, Status, Date of birth, Expires and Registered. Search by external reference or client id, filter by status, and choose columns. The list shows the member number rather than the person's name; open the row to see who it is.
| Status | Meaning |
|---|---|
| Pending | Registered, not yet verified. Cannot check out. |
| Active | Verified. Can check out within the limits in force. |
| Suspended | Blocked from checkout until reinstated. Suspending requires a reason, which is kept as an audit line. |
| Expired | Membership expiry date has passed. Checkout is blocked or allowed with a warning, depending on the On expiry setting. |
Registering a member
Click Register member. Members are always registered from an existing client; if the person is not a client yet, add them under Clients first.
Client(required)
Search by name or email and pick the client record.
Date of birth(required)
Checked against the minimum age in Settings when the member is verified.
External reference(optional)
Your own identifier for the member, for example the number on their association card. Searchable from the list.
Membership expiry(optional)
When the membership lapses. What happens then is set by On expiry in Settings.
Registering the same client twice shows “Member already exists” in the dialog and keeps it open.
The member detail page
Open a row. The page has these sections, in order:
Header
Member number, client id, status, external reference, date of birth, membership start and expiry, and who verified the member and when.
Verification
Verify, Suspend and Reinstate. Verify moves a pending or expired member to Active once the age check passes (and, for Malta, once every evidence step is complete). Suspend and Reinstate each require a reason; both are appended to the member's notes as a timestamped, attributed audit line.
Malta evidence
Shown when the organization's market is Malta. Three steps, Registry check, Residency and Intake, each with a reference field and a Mark complete / Mark incomplete toggle. Every step must be complete before Verify is available.
Allowance ledger
Grams debited and restored against the member's legal allowance: date, kind (debit or credit), grams, reason (for example ORDER_CREATED or CANCELLED) and the order reference.
Credit ledger
Top-ups, debits, refunds and staff adjustments to the member's spendable credit, with the source (order, staff, member self-service) and the reason or actor. Below it, a manual adjustment form: an amount in EUR and a required reason.
Order history
Orders placed by the member's client account: order number, status, date and total.
Member credit
Credit is a balance the organization records against the member and that the member can spend at checkout. Trapyfy does not hold member funds; the ledger records what the organization has received and what has been spent. There are three ways credit is added:
Top up by link
On the member detail page, Send top-up link emails the member a one-time link, valid for 45 minutes. It opens a plain page, no dashboard login, showing their name and current balance, where they enter an amount and pay by card. The ledger records it as member self-service.
Top up at the POS
When a member is selected as the customer at the POS, a panel beside the customer badge shows their member number, status and a Top up button for a cash or card top-up through the normal payment flow.
Staff adjustment
The form under the credit ledger: amount and a required reason. For corrections, not for routine top-ups; the reason is kept with the entry.
Credit is always restored on cancellation or refund. Whether the grams are restored is set by the Restoration toggles in Settings.
Reinstate, not Verify, is the way back from Suspended. Verify applies to pending and expired members only. Both actions need a reason, and both leave an audit line, so a regulator can see who did what and why. How checkout uses all of this is on Checkout & Reports.