Managing member information

The Members page is your roster of riders. This article covers finding members, editing their details, and keeping the list clean.

Finding a member

At the top of the Members page you'll see totals for Total, Active, Inactive, Pending, and No facility members.

• Use the Search box (search by name, phone, and other profile details).
• Click Filters to narrow the list to a specific Facility, then click Apply. Use Clear all to remove the filter.
• Click the column settings icon above the table to choose which columns show, reorder them, or freeze columns. See Reading the Members list for what each column shows.

Reading the Members list

By default the list shows Member, Mobility, Trips, Needs attention, Medicaid ID, and Facility. Insurance Plan, Payer, and Status are optional — turn them on from column settings. A member who isn't Active gets a status badge next to their name, so you don't need the Status column to spot them.

• Mobility — the member's level of service (for example manual or power wheelchair, walker, or stretcher). If it isn't set on the profile, ZeitRide uses the member's recent trips and marks the chip via trip. Not set means neither has it.
• Trips — Next with the date of the next scheduled pickup in the coming 30 days (or No upcoming trip), Recurring with the days of any active recurring trips (for example Mon/Wed/Fri or Mon–Fri), and Last ride with the latest completed drop-off in the past 14 days (or No ride in 14 days). Dates read Today, Tomorrow, or a short date such as Oct 21.
• Needs attention — chips for gaps worth fixing: No address, Invalid phone, No phone, Possible duplicate, No Medicaid ID, No DOB, and No signature. A missing address and a phone number that isn't valid are always flagged. No phone, No Medicaid ID, No DOB, and No signature appear only if your company normally records that field (at least half of your members have it), so they don't flag every row when you don't collect it. The cell shows two chips plus a + count; hover it to see them all.
• Payer (optional) — the payer on the member's most recent trip.

Possible duplicate

Possible duplicate means another member in your company has the same first and last name, and their dates of birth match or at least one of them has none. Open both records to check:

• Same person — see Cleaning up duplicates below.
• Different people — add each member's date of birth. Once the dates differ, the flag clears.

Columns with no data yet

If no member in your company has a Medicaid ID, Facility, or Insurance Plan, that column starts hidden. It's still in column settings, labelled (no data yet), and you can turn it on at any time. This only applies until your company saves its own column choice — a saved layout is always kept as you set it. Layouts saved before these columns were added keep every column you chose, with Mobility, Trips, and Needs attention added after Member.

Editing a member

1. Click a member's row to open their record in a slideout.
2. Switch between tabs:
   • General information — name, contact, address, status, notes, and service defaults.
   • Insurance — insurance plan, plan ID, and Medicaid ID (Save insurance to apply), plus the member's Social Security number when a broker file included it.
   • Files — documents attached to the member.
   • Assigned trips — the recurring trips this member is on (read-only here; see Member schedules).
   • Trip history — every past trip leg for the member, with search, date range, and status filters.
3. Make your changes and click Save Member.

You can also click the edit (pencil) icon directly on a member's row to jump straight into editing.

Note: Saving keeps the slideout open, so you can continue working through tabs without losing your place.

Changing a member's mobility type

When you change a member's Mobility type and save, ZeitRide checks the member's scheduled trips that haven't started yet. If any still carry the old mobility type, it asks Update upcoming trips? with the count — click Update trips to apply the new mobility type to all of them in one go, or Keep trips as they are to change only the profile. Trips already in progress are left alone, and no driver or vehicle is changed; if an updated trip now sits on a vehicle that doesn't fit, the usual Dispatch board warnings tell you.

Wheelchair members who can transfer to a car seat

Some riders use a manual wheelchair but can move into a regular car seat, with the wheelchair folded and stored in the vehicle. For these members, turn on Transfers to a car seat under the member's service defaults. The option appears only when the member's mobility type is Wheelchair (manual).

With it on, the member's wheelchair trips can go on any vehicle, not only wheelchair-accessible ones. That applies to automatic assignment, driver suggestions, manual assignment and the driver trip pool. On the Dispatch board those trips show as WC · transfers and are never flagged as a vehicle mismatch. The trip is still booked and billed as a wheelchair trip.

Power wheelchairs, scooters and bariatric wheelchairs don't fold, so they always need a wheelchair-accessible vehicle.

Social Security number

Some broker files include riders' Social Security numbers. When they do, ZeitRide keeps the number encrypted and attaches it to the member — it is never stored on the trip, shown to drivers, or included in exports and reports.

On the member's Insurance tab, Social Security number shows only the last four digits, for example •••-••-1234. The field appears only for members whose number came in a broker file.

• Reveal shows the full number. It's available to company admins and to roles with the Reveal member SSN permission (see Roles and permissions).
• The full number hides again after 30 seconds, or click Hide.
• Every reveal is recorded in the Activity log with who viewed it and when.

Notes

Use the Notes field on the General information tab for anything dispatchers and drivers should know — special requirements, access instructions, behavioral notes. Notes appear on the member's profile card.

Texting a member

If the member has a mobile number and Allow SMS — rider consented is ticked (see Texting consent), click the SMS icon on their row to open the Send SMS window, type your message, and click Send.

If the number can't receive texts (a landline, a number that doesn't exist, or a phone that keeps failing), the text isn't sent and the window explains why. See Texts that can't be delivered.

Deactivating a member

There is no separate "deactivate" button — set the member's Status field to Inactive on the General information tab and save. Inactive members stay in your records (and their trip history is preserved) but are flagged with a gray status badge. Use Pending for members you're still setting up.

Deleting a member

Click the delete icon on the member's row and confirm. Deleting is permanent — prefer setting the member to Inactive if they may ride again or if you need their history for billing.

Cleaning up duplicates

If imports or broker trips have created duplicate member records, a company administrator can open the Duplicate members report under Settings → Admin and click Find candidate duplicates. It lists members that share a Medicaid ID. The report is read-only — it doesn't remove or change any member. To have a duplicate merged, contact support (see Getting support).