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How do User Account Types work in Optix?

As an admin, learn how User Account Types work, how to create custom types, and how the automatic Lead-to-Member conversion behaves

Written by Raul Zhou

User Account Types help you categorize different types of Users in your Organization. They appear on the Users page, allowing you to see user categories at a glance and filter by type to send targeted messages or push notifications.

When a new organization is created, the following Account Types are pre-configured in your dashboard:

  • Lead

  • Drop-in

  • Member

  • VIP

  • Team

  • Former member

  • Application Approved

  • Application Rejected

  • Admin

  • Lost Lead

Note: Of these, six are system-reserved default types that have built-in system behavior tied to them: Lead, Member, Team, Former Member, Application Approved, and Application Rejected. The remaining types (Admin, Drop-in, VIP, Lost Lead) are standard labels with no special system logic attached.

Using Account Types effectively can help you:

  • Segment Your Users: Quickly identify leads, active members, teams, and former members

  • Target Communications: Filter by Account Type to send messages or push notifications to specific groups

  • Automate Workflows: Use Account Types as triggers or conditions in Automations to streamline onboarding, follow-ups, and more

  • Track Membership Lifecycle: Monitor how users progress from Lead to Member and beyond

How to create a custom Account Type

You can create custom Account Types to fit your organization's needs. To do so:

  1. Navigate to your Users tab and click on a User to open their account panel

  2. You will find the Account Type within the Details section on the far left

  3. Click on the Account Type to select a different type, or scroll to the bottom of your Account Type list and select Add new type

  4. Add the name of the new Account Type and select a colour

  5. Click Save

How to change a User's Account Type

You can manually change a User's Account Type at any time:

  1. Navigate to your Users tab and click on the User

  2. In the Details section, click on the current Account Type

  3. Select the new Account Type from the dropdown

You can also change Account Types in bulk or automatically using Automations.

How the Automatic Lead-to-Member conversion works

When a User's status changes to Active, Optix automatically changes their Account Type from Lead to Member. This is built-in system behavior and is not a configurable toggle in the dashboard.

Note: This automatic conversion only applies when the Account Type is currently set to the default Lead label. If a User's Account Type has already been changed to something other than Lead, the system will not override it when they become Active.

What if I want Active users to stay as Leads?

Since the Lead-to-Member conversion is automatic and cannot be disabled, the recommended workaround is to create an Automation that changes the Account Type back to Lead (or another desired type) after the user becomes Active.

Does renaming an Account Type affect this behavior?

No. The six system-reserved default types (Lead, Member, Team, Former Member, Application Approved, Application Rejected) are identified internally by their original name, not the display name. If you rename "Member" to something else (e.g., "Full Member"), the system will still map new Active users to that same underlying record. The display name changes, but the automatic behavior remains the same.

FAQs

Can I delete a default Account Type?

The six system-reserved types (Lead, Member, Team, Former Member, Application Approved, Application Rejected) cannot be deleted as they have built-in system behavior tied to them. Other Account Types, including Admin, Drop-in, VIP, and any custom types you create, can be removed.

Can I rename the system-reserved Account Types?

Yes. You can rename any Account Type's display name and change its colour. The system identifies default types by their internal original name, so renaming them will not break any backend workflows. However, renaming core types like Lead or Member may cause confusion for your team, so proceed with caution.

Can I use Account Types in Automations?

Yes. Account Types can be used as both triggers and conditions in Automations. For example, you can trigger an automation when a User's Account Type changes, or set a condition that only applies to Users with a specific Account Type.

Can I have different Account Types per location?

Account Types are set at the organization level and apply across all locations.

Troubleshooting

A user's Account Type changed to Member automatically and I didn't do it.

This is expected behavior. When a User's status becomes Active, Optix automatically converts their Account Type from Lead to Member. If you want to override this, set up an Automation to change the Account Type back after activation.

I renamed "Member" but new active users are still being assigned to it.

Renaming a default Account Type only changes the display name. The system identifies it internally by its original name, so new Active users will still be mapped to the same underlying default Member record. This is working as intended.

Need more info on Users, Teams & Check-ins?

Take a look at this quick guide to dive deeper.
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