Masking and revealing email addresses in the system

In this article you will learn how email addresses of members and prospects are masked by default in the system, how authorized staff can reveal them when needed, and which permission you use to control who may see the full address.

Contents

• Prerequisites
• How masking works
• Affected surfaces
• Revealing an email
• Granting or removing the permission
• Behavior in exports

Fast lane

1. By default, email addresses are shown in a shortened, masked form to protect members' sensitive data.
2. Staff with the View sensitive member data permission can reveal the full address per record.
3. Grant the permission: Resources / Employees / Roles → open the role → enable View sensitive member data.
4. In server-generated member and prospect exports (CSV/Excel), email addresses are also masked for users without this permission.

Prerequisites

• To manage the permission: access to Resources / Employees / Roles (typically a studio admin or a role allowed to edit roles).
• To reveal a masked email address: the View sensitive member data permission in your own role.

How masking works

In the system you decide which roles may see members' and prospects' sensitive data, such as the full email address, in plain text. For everyone else the address appears in a shortened, masked form instead. This protects sensitive contact data while still letting staff recognize and work with the record.

For staff without the View sensitive member data permission, the masked address follows a fixed display rule:

• First character of the local part (before the @) + asterisks + last character of the local part + @ + full domain.
• If the local part consists of a single character only, it is shown as *.

Examples (purely illustrative):

The domain is not shortened, so that in support or callback situations you can still recognize which provider is involved.

Note: Masking applies to the display in the system and to the exports mentioned below. It is not a technical access barrier at a deeper level: in certain raw data (e.g. the browser's network responses or API responses outside the masked exports) the full address may still be contained. Therefore treat the permission as an organizational measure within your internal role concept and your data protection rules, not as a final technical lock.

Affected surfaces

The masked display takes effect in the following views:

• Classic system view: member profile, member search, prospect quickview, prospect detail view.
• Trainer App / frontdesk: member data card.
• Sales Tool: person card and personal address data with an email field.

In these views the masked form appears for users without the permission; all other contact data (phone, address, bank details) is not affected by this change and is handled separately.

Revealing an email

If you have the View sensitive member data permission, you can make the full address visible per record:

1. Open the member or prospect profile in which the email is displayed masked.
2. Next to the masked email address, select Show email.
3. The full address is displayed. Using Hide email you can mask it again.

Important points about revealing:

• Revealing applies only to the current view and the current page load. On reload or when switching records, the address is masked again.
• The revealed state is not stored permanently (neither per user nor per record).
• Revealing is not recorded in an audit log in this version.

Granting or removing the permission

Visibility of the full email address is controlled via the View sensitive member data permission. Description in the roles screen: "Allows the user to view sensitive personal data such as email addresses in plain text. Without this permission, sensitive data is masked."

1. Open Resources / Employees / Roles.
2. Select the role you want to adjust.
3. Enable or disable the View sensitive member data permission.
4. Save the role.

Tip: Use the search field in the roles screen and filter for sensitive to find the permission faster. It sits in the General group (Member management).

Expected result: From the next page load, users of this role see email addresses either masked (permission not active) or masked with the option to reveal (permission active).

Notes on the default assignment:

• The existing default assignment of this permission in the standard roles remains unchanged in this version. Check per role whether the current assignment matches your desired data protection level.
• Newly created studios receive the same default assignment as existing studios in this version.

Behavior in exports

Masking also applies in server-generated member and prospect exports (CSV/Excel). If a user without the View sensitive member data permission triggers an affected export, the email columns contain the masked display following the same rule as in the interface. With the permission, the export contains the full address.

Affected are the member and prospect exports that contain an email column. Other exports are not affected by this masking.