Fan Profiles

Every fan in your database has a profile page that tells the full story of their relationship with you. It is the single place where you can see everything a fan has done, every message they have sent, every purchase they have made, and how engaged they are. Think of it as a CRM contact page — but built specifically for music artists and the kind of interactions that matter in your world.

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Opening a Fan Profile

There are two ways to get to a fan profile:

1. From the Directory: Click any fan’s name in the fan table.
2. From a conversation: When viewing SMS, email, or Instagram DM conversations, click the fan’s name at the top of the conversation.

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Profile Header

At the top of every fan profile, you will see the key identity information at a glance:

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Profile Tabs

The fan profile is organized into tabs so you can quickly find what you need. Here is what each tab contains.

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Info Tab

The Info tab shows all of the fan’s contact details, preferences, and metadata. Contact Information:

• Email address (with opt-in status)
• Phone number (with SMS consent status and timestamp)
• Instagram handle (if connected)
• Spotify profile (if connected via pre-save)
• Apple Music profile (if connected via pre-save)

Location:

• City
• State / Province
• Country
• Latitude and longitude (used for heatmap placement)

Consent Status:

• Email opt-in: Yes/No with timestamp of when consent was given
• SMS opt-in: Yes/No with timestamp of when consent was given
• Opt-out history: If the fan ever opted out and when

Custom Fields: Any custom fields you have created will appear here with their values. Default custom fields include:

• T-shirt size
• Birthday
• Favorite song
• Discovery song (how they first found your music)

Learn more about Custom Fields → Source & Metadata:

• Source (where the fan first came from)
• UTM parameters (if they arrived via a tracked link)
• First touchpoint (the specific smart link, form, or event that captured them)
• Referral source (if they were referred by another fan)

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Activity Timeline

The Activity Timeline is one of the most powerful features on the fan profile. It is a chronological list of everything the fan has done, ordered from most recent to oldest. Every event in the timeline includes a timestamp, an icon indicating the event type, and a description. Event types you will see: Filtering the timeline: Above the timeline, you can filter to show only specific event types. This is useful when a fan has a long history and you want to focus on, say, just their purchases or just their email engagement. How far back does it go? The timeline goes back to the moment the fan was first added to your database. Every interaction from that point forward is logged.

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Conversations Tab

The Conversations tab shows the full message history between you and this fan, across all channels. What you will see:

• SMS messages — Every text sent to and received from this fan, with timestamps.
• Email messages — Subject lines and previews of every email sent to the fan, with open/click tracking.
• Instagram DMs — DM history if the fan has interacted with your connected Instagram account.

Channel indicators: Each message has a small icon or label showing which channel it came from:

• SMS icon for text messages
• Email icon for emails
• Instagram icon for DMs

Sending a message directly from the profile: At the bottom of the Conversations tab, you will find a message composer. You can:

1. Select a channel (SMS, Email, or Instagram DM) from the dropdown.
2. Type your message.
3. Click Send.

This is great for one-on-one conversations — replying to a fan’s question, thanking them for a purchase, or sending a personal invite.

Tip: Sending a message from the fan profile is for one-on-one communication. For bulk messaging, use Blasts or Flows.

Conversation threading: Messages are displayed in a single unified timeline regardless of channel, so you can see the full back-and-forth in order. Each message is labeled with its channel so you always know where it was sent.

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Rewards Tab

The Rewards tab shows everything related to the fan’s VIP status and token balance. Current Status:

• Current VIP tier with badge
• Total tokens earned (lifetime)
• Tokens needed for next tier
• Progress bar showing how close they are to leveling up

Token History: A log of every token-earning event:

• What action earned the tokens
• How many tokens were awarded
• When it happened

Tier History: A record of every tier change:

• Date of tier change
• Previous tier
• New tier
• What triggered the upgrade

Manual Token Adjustment: As an admin, you can manually add or remove tokens from a fan’s balance. This is useful for:

• Rewarding a fan for something Fanaura does not automatically track (like showing up to a meet & greet)
• Correcting an error
• Running a special promotion

To adjust tokens:

1. Click Adjust Tokens on the Rewards tab.
2. Enter the number of tokens to add or subtract.
3. Add a reason (optional but recommended for your records).
4. Click Apply.

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Lists Tab

The Lists tab shows every fan list this person belongs to. What you will see:

• List name
• List type (Manual or Dynamic)
• Date the fan was added to the list

Managing list membership: From this tab, you can:

• Add to a list: Click “Add to List” and select from your existing lists.
• Remove from a list: Click the X next to any list to remove the fan.

Tip: If a fan is on a dynamic list, removing them manually may be temporary. If they still match the list’s filter criteria, they will be re-added automatically. To permanently exclude them, adjust the list’s filter rules.

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Profile Actions

In the top-right corner of the fan profile, you will find an actions menu (three-dot icon or dropdown) with these options:

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Edit Profile

Opens the profile in edit mode so you can update any field:

• Name
• Email
• Phone
• Location (City, State, Country)
• Custom fields
• Notes

Changes are saved immediately when you click Save.

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Add to List

Quickly add this fan to one or more lists without navigating to the Lists tab.

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Send Message

Opens the message composer with this fan pre-selected as the recipient.

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View on Heatmap

Jumps to the Heatmap view, centered on this fan’s location.

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Remove Fan

Permanently deletes this fan from your database. This action:

• Removes all their data, including activity history and conversations
• Removes them from all lists
• Cannot be undone

You will be asked to confirm before the deletion happens.

Warning: Removing a fan is permanent. If you just want to stop messaging them, update their opt-in status instead of deleting them.

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How the Engagement Score Works

The engagement score displayed on the profile header is a composite number from 0 to 100 that reflects how active and engaged this fan is with your content. Factors that increase the score:

• Opening emails
• Clicking links in emails
• Replying to SMS messages
• Pre-saving releases
• RSVPing to events
• Purchasing merch
• Clicking smart links
• Completing flow steps

Factors that decrease the score:

• Inactivity over time (scores decay gradually if a fan stops engaging)
• Opting out of channels

The score updates in real-time as new activity comes in.

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Tips & Best Practices

• Check profiles before one-on-one outreach. Before you message a fan directly, look at their activity timeline. Referencing something specific (“Hey, thanks for pre-saving the new album!”) makes your message feel personal and genuine.
• Use the Rewards tab to surprise superfans. When you see a fan about to hit Diamond tier, consider giving them a small token boost to push them over the edge. It is a great excuse to reach out and celebrate with them.
• Keep custom fields updated. If a fan mentions their birthday in a conversation, add it to their profile. These details add up and let you send personalized messages at scale later.
• Review the timeline for churn signals. If a previously active fan has gone quiet (no activity in their timeline for months and a declining engagement score), they might need a re-engagement campaign.
• Use the Conversations tab for context. Before replying to an SMS or DM, scroll up in the conversation to refresh your memory on what was discussed before.

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What’s Next

• Fan Directory — Back to the master fan table
• VIP Tiers & Engagement — Understand how scoring and tiers work
• Custom Fields — Add your own data fields to fan profiles
• Fan Lists — Organize fans into targeted segments