How Admin Settings Affect Members

Understand how configuration and data flow from the Admin Panel to the Members Portal, shaping the user experience.

Overview

The Néxudus Members Portal is not a standalone product. Everything users see, access, and can do in the portal is determined by how Néxudus has been configured in the Admin Panel.

This page explains how configuration and data flow from the Admin Panel to the Members Portal, with particular focus on:

• Members vs contacts
• Contracts as the source of membership
• Suspensions and frozen contracts
• Login, contact-level, and member-only access
• Multi-location and network visibility

The Core Mental Model

At a high level, the flow looks like this:

Admin Configuration → Customer State → Contract State → Rules & Permissions → Members Portal Experience

Key Principles

• Every person using your space in Néxudus is a customer.
• Customers fall into two states:
  • Members: At least one active contract.
  • Contacts: No active contracts.
• The Members Portal renders a filtered experience based on:
  • Whether the customer is a member or a contact.
  • Whether contracts are active, frozen, or suspended.
  • Portal access rules.
  • Location and network scope.

Most “why does this user…” questions can be traced back to one of these layers.

Customers, Members, and Contacts

Customers as the Base Entity

In Néxudus, a customer is the base entity for people and companies. All customers:

• Can exist in the system.
• May have login credentials.
• May appear in directories or listings.
• May access parts of the Members Portal.

Whether they are treated as members or contacts depends entirely on contracts.

Members vs Contacts

• A member is a customer with at least one active contract.
• A contact is a customer with no active contracts.

Membership is not a manual flag — it is derived dynamically from contract state.

• When a customer gains an active contract, they immediately become a member.
• When all contracts end or are removed, they revert to being a contact.

Contracts Define Membership and Benefits

Contracts are the source of membership in Néxudus. They define:

• Whether a customer is currently a member.
• Which plan applies.
• What benefits and entitlements are available.
• How billing and access are handled.

A customer with multiple contracts is considered a member as long as at least one contract is active.

Suspended Customers

A customer can be suspended, regardless of whether they are a member or a contact. When suspended:

• Login may still be allowed.
• Access to actions is restricted.
• Member-only functionality may be blocked.

Examples:

• A suspended member may not be able to create bookings.
• A suspended member may not be able to make payments.
• Some sections may become read-only.
  Suspension does not override membership benefits while it is active but automatic billing will stop for suspended members.

Frozen Contracts

Contracts can be frozen, temporarily pausing membership benefits without ending the contract. When frozen:

• The customer is still a member (the contract exists).
• Benefits linked to the frozen contract are suspended.
• Member-only access may be restricted.

Examples:

• A member may not be able to book a member-only resource.
• Included credits or allowances are paused.
• Plan-based discounts do not apply.

When the contract resumes, benefits and access are restored automatically.

Portal Access Requirements

Each section of the Members Portal can be configured to require different access levels.

Access Levels

Portal sections can be configured to require users to be:

• Public: No login required.
• Logged in.
• Contacts: Customers without active contracts.
• Members: Customers with at least one active contract.

This allows operators to expose different experiences to different customer states.

Sections with Configurable Access Rules

The following sections can each be configured independently:

• Entire portal
• Home page
• About us page
• Help Desk module
• Events list and calendar
• Booking pages
• Directory pages
• Discussion board pages
• Blog and article pages
• Contact pages
• Payments page
• Plan selection page
• Benefits page
• Products store page
• Perks and benefits page
• Frequently asked questions

Example Scenarios:

• Contacts may browse plans but not book resources.
• Members may access bookings and payments.
• Some content may require login but not membership.

Portal Access and Customer Status

Regardless of a customer’s status (member or contact), they can either have portal access or not. Portal access is a separate configuration that determines whether a customer can log in and interact with the Members Portal.

Customers Without Portal Access

• Customers without portal access cannot log in to the Members Portal.
• They are unable to view or interact with any portal content, regardless of their membership or contract status.

Customers With Portal Access

• Customers with portal access can log in and interact with the portal based on their status and permissions.
• Access to specific sections and features is further determined by:
  • Member vs contact status.
  • Contract state (active, frozen, or suspended).
  • Configured portal access rules.

Permissions and Roles

Permissions determine what a customer can do, not just what they can see. Permissions are evaluated based on:

• Member vs contact status.
• Active, frozen, or suspended contracts.
• Team or company membership.
• Enabled features.

Two members on the same plan may still have different permissions due to role or team context.

Plans, Benefits, and Entitlements

Plans define the benefits of a contract, not the identity of the customer. Plans control:

• Which resources can be booked.
• Included credits or allowances.
• Pricing rules.
• Discounts and benefits.
• Access to member-only areas.

If a contract is frozen or the customer is suspended:

• Plan benefits are temporarily disabled.
• Access may be restricted even though the contract still exists.

Bookings and Availability

Booking access is determined by stacked rules. Availability is evaluated in this order:

1. Portal access requirements.
2. Member vs contact status.
3. Customer suspension state.
4. Contract freeze state.
5. Plan entitlements.
6. Resource configuration.
7. Availability schedules.
8. Booking rules and constraints.
9. Time-based rules.

This explains why:

• A resource appears but cannot be booked.
• A member sees availability but cannot confirm a booking.
• Access changes when a contract is frozen.

Products, Store, and Payments

Commerce in the Members Portal is driven entirely by Admin configuration. Visibility and access depend on:

• Portal access rules.
• Member vs contact status.
• Contract state.
• Plan restrictions.
• Suspension state.

Example:

A suspended member may:

• See products.
• But be prevented from purchasing.

Community Content Visibility

Community content is filtered by both access level and location scope. Content types affected:

• Events
• Articles
• Perks and discounts
• FAQ articles

Content can be:

• Public
• Contact-only
• Member-only
• Restricted by plan

Location and Network Visibility

When an operator manages multiple locations, content and resources can be scoped.

Supported Visibility Scopes

The following can be configured to show data from:

• The current location.
• All child locations.
• All parent locations.
• All locations in a network.

Applies to:

• Events
• Articles
• Perks and discounts
• FAQ articles
• Bookable resources
• Products

This allows operators to balance local relevance with network-wide consistency.

Branding, Language, and Customization

Portal appearance is centrally controlled. Operators define:

• Branding and colors.
• Logos.
• Available languages.
• Custom pages.
• Embedded pages.

Customers can typically only change:

• Their preferred language.
• Personal profile settings.

Timing, Sync, and Delays

Not all changes take effect immediately. Examples:

• Contract freezes affect access immediately.
• Suspension restricts actions immediately.
• Plan changes may affect billing on the next cycle.
• Permission changes may require re-login.

Understanding timing is essential when troubleshooting.

Common Troubleshooting Scenarios

“Why can this user log in but not book anything?”

Likely causes:

• They are a contact, not a member.
• All contracts are frozen.
• The customer is suspended.
• The section requires members.

“Why did a member lose access temporarily?”

Check:

• Contract freeze dates.
• Suspension status.
• Plan changes.
• Billing state.

“Why does content differ between locations?”

Check:

• Location visibility rules.
• Network vs location scope.
• Current location context.

Key Takeaway

Membership in Néxudus is contract-driven. All users are customers, but only customers with active contracts are members.

The Members Portal reflects the current state of contracts, permissions, suspensions, freezes, and configuration — not just who the user is.

If something doesn’t appear or work as expected, the answer almost always lives in the Admin Panel or contract state.