# Chapter 3 — Member Management

## 3.1 How members work

A **member** is a person registered in your church database. Each member record stores:

- Personal details (name, date of birth, gender, marital status)
- Contact information (phone, email, address)
- Church details (status, join date, departments, groups)
- Optional photo and GDPR consent
- Links to attendance history, follow-ups, and finance records

### Data scoping

| Tenant type | Member scope |
|-------------|--------------|
| Single church | All members belong to the church |
| Branch | Members belong to this branch only |
| HQ (multi) | HQ does **not** manage members — branches do |

### Member status

| Status | Meaning |
|--------|---------|
| **Active** | Currently attending |
| **Inactive** | No longer active but record kept |

---

## 3.2 View the members list

**Menu:** Member Management → **Members**

![Members list](../assets/screenshots/03-members-list.png)
*Figure 3.1 — Members list with sample data, search, and Add Member button*

### Step-by-step

1. Sign in as church or branch admin.
2. Click **Members** in the left sidebar.
3. Browse the table — columns typically include Name, Phone, Department, Status.
4. Use **Search** to find a member by name or phone.
5. Use **filters** (status, department) to narrow the list.
6. Click a **member name** to open their profile.

---

## 3.3 Add a new member

**Menu:** Members → **Add Member** (top-right button)

![Add member form](../assets/screenshots/04-add-member-form.png)
*Figure 3.2 — Add member form with dummy data and annotated fields*

### Step-by-step

1. Open **Members** → click **Add Member**.
2. Fill in **required fields**:
   - First name and last name (or full name)
   - Status (Active / Inactive)
3. Fill in **optional fields**:
   - Email, phone, address
   - Date of birth, gender, marital status
   - Department and member groups
   - Photo (JPG, PNG, or WebP)
   - GDPR consent checkbox
4. Click **Save**.

### Create a login for the member (optional)

If your plan supports member portal access:

1. Check **Needs login** on the form.
2. System creates a user account linked to the member.
3. Member can sign in with the email you provide.

---

## 3.4 Edit a member profile

### Step-by-step

1. Open **Members** → click the member's name.
2. On the profile page, click **Edit** (pencil icon or Edit button).
3. Update any fields.
4. Click **Save**.

### What the profile shows

| Section | Content |
|---------|---------|
| Overview | Photo, contact, status, departments |
| Attendance | Recent attendance history |
| Follow-ups | Open pastoral care tasks |
| Groups | Member groups assigned |
| Leadership | Positions held (if any) |

---

## 3.5 Delete or deactivate a member

### Deactivate (recommended)

1. Edit the member → set **Status** to **Inactive** → Save.
2. Record is kept for history; member no longer appears in active lists.

### Delete (permanent)

1. Open member profile → click **Delete**.
2. Confirm the deletion prompt.
3. Record is permanently removed.

Requires **Delete** permission. Deletion may be blocked if the member has linked finance or attendance records.

---

## 3.6 Export members

1. Open **Members**.
2. Apply filters if you want a subset.
3. Click **Export** in the toolbar.
4. Choose format → file downloads.

Requires **Export** permission.

---

## 3.7 Member groups

**Menu:** Groups & Departments → **Member Groups**

Member groups segment people for communication, reporting, or events (e.g. "Men's Fellowship", "New Converts").

### Create a group

1. Open **Member Groups** → **Add**.
2. Enter group name and description.
3. Save.

### Assign members to a group

1. Edit a member profile → select groups in the **Groups** field.
2. Save.

Or manage assignments from the group detail page (where available).

---

## 3.8 Departments and department heads

**Menu:** Groups & Departments → **Departments**

Departments organize members by ministry (Youth, Choir, Ushering, Media, etc.).

![Departments list](../assets/screenshots/19-departments.png)
*Figure 3.3 — Departments module*

### Create a department

1. Open **Departments** → **Add**.
2. Enter name and description.
3. Save.

### Assign a department head

1. On the department list, click **Assign Head** for the department.
2. Search for a member.
3. Select the member → confirm.
4. The department list shows the **Department Head** column.
5. The head also appears on the member's profile.

### Remove a department head

1. Click **Assign Head** → clear the selection → Save.

---

## 3.9 Leadership positions

**Menu:** Designations → **Leadership** (single church / branch)

Track who holds leadership roles (Pastor, Elder, Deacon, etc.).

### Create a position

1. Open **Leadership** → **Add Position**.
2. Enter title and description.
3. Save.

### Assign a leader

1. Open the position → **Assign**.
2. Select a member and start date.
3. Save.

---

## 3.10 Follow-ups (pastoral care)

**Menu:** Member Management → **Follow-ups**

Follow-ups track pastoral care tasks: home visits, phone calls, prayer requests.

### Create a follow-up

1. Open **Follow-ups** → **Add**.
2. Select the **member**.
3. Enter type (visit, call, prayer), notes, and due date.
4. Save.

### From attendance tracker

When members are absent repeatedly, the **Attendance Tracker** can suggest follow-ups. A badge on the sidebar shows open follow-up count.

---

## 3.11 Birthdays

**Menu:** Member Management → **Birthdays**

Shows upcoming member birthdays.

### Enable birthday notifications

1. Open **Birthdays**.
2. Toggle **Birthday notifications** on.
3. System sends reminders before upcoming birthdays (if email is configured).

---

## 3.12 GDPR consent form

**Menu:** Members → **GDPR Form** (download link)

1. Click **Download GDPR form** to get the consent template.
2. Print and have the member sign.
3. Record consent on the member profile (GDPR checkbox).

---

## 3.13 Transfer a member (branch only)

When a member moves to another branch in a multi-site church:

1. Open the member profile.
2. Click **Transfer to branch**.
3. Select the destination branch.
4. Confirm — member record moves to the new branch.

---

## 3.14 Visitor form

Visitor registration with a **custom form and QR code** is managed under **Attendance → Visitor form**. See [Chapter 4.8](04-attendance.md#48-visitor-form-qr-registration) for the full guide (build form, share QR, view submissions).

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[← Chapter 2](02-navigation.md) | [Next: Chapter 4 — Attendance →](04-attendance.md)
