Managing Members

The member management system is the heart of ShulNET, providing comprehensive tools to maintain member records, track membership status, and manage all member-related information.

Viewing Members

Member List

Access the member directory from the admin menu → Members:

• Search: Find members by name, email, city, or state
• Filter by Type: View members, contacts, prospects, or former members
• Sort: Click column headers to sort by name, email, location, etc.
• Pagination: Browse through large member lists (15, 30, or 50 per page)

Member Statistics

The member list shows counts for each type:

Adding Members

You have two options for adding members:

Option 1: Quick Add

1. Navigate to Members → Add Member
2. Enter required information (name, email, type)
3. Add optional contact details
4. Save the record

Option 2: Onboarding Workflow

For comprehensive member setup with automatic invoice generation:

• Use the Member Onboarding Workflow
• Includes membership tier selection
• Generates invoices automatically
• Guided 4-step process

Member Profile

Personal Information

Each member profile contains:

• Full name (title, first, middle, last)
• Contact information (email, phones, address)
• Date of birth
• Gender
• Member type and status

Jewish Details

• Hebrew name and parents' Hebrew names
• Tribe (Kohein, Levi, Israel)
• B'nai Mitzvah date
• Anniversary date
• Service participation preferences (Aliyah, Chazanut, Dvar Torah, Maftir)

Related Records

From a member profile, you can access:

• Membership Periods: History of membership dates and tiers
• Invoices: All billing records
• Yahrzeits: Memorial observances
• Family Members: Linked spouse and children
• Event RSVPs: Event registrations
• Email History: Contact record from Outlook integration

Editing Members

1. Find the member in the directory
2. Click on their name to view the profile
3. Click "Edit Member" button
4. Update any fields as needed
5. Click "Update Member" to save changes

Creating User Accounts

Give members access to the member portal:

1. Open Member Profile

   Navigate to the member's profile page.

2. Click "Create User Account"

   Button appears if the member doesn't have a user account yet.

3. Temporary Password Generated

   System creates account with temporary password.

4. Email Credentials

   Send the login credentials to the member's email.

5. Member First Login

   Member logs in and is prompted to change password.

User Account Access

Once a member has a user account, they can:

• View and update their profile
• See their invoices and payment history
• Pay invoices online
• View their children's student records
• RSVP to events
• View their yahrzeit records

Importing Members

Bulk Import Process

1. Download Template

   Navigate to Members → Import → Download Template

2. Fill in Spreadsheet

   Add member data to the Excel template:

   • One row per member
   • Required columns: first name, last name, email, member type
   • Optional: all other member fields

3. Upload File

   Click "Import Members" and upload your completed file.

4. Review Preview

   System shows preview of members to be imported with any errors highlighted.

5. Confirm Import

   Click "Import" to add all members. You'll see a success message with count.

Exporting Members

Export to Excel

1. Navigate to the member list
2. Apply any filters (member type, search terms)
3. Click "Export" button
4. Choose Excel format
5. File downloads with all visible member data

Use Cases for Exports

• Mailing labels for High Holiday tickets
• Email lists for external newsletters
• Membership directory publication
• Board reports and statistics
• Backup of member data

Member Types

Changing Member Type

As member status changes, update their type:

Family Relationships

Linking Family Members

Connect spouses and children:

• Spouse: Create separate member records and note relationship
• Children: Use parent_id field to link children to parents
• Family Invoices: Bill can go to primary member

Household Management

Best practices for families:

• Use shared email or separate emails per adult
• Link all children to parent member records
• Family membership tier covers household
• One invoice for the family unit

Best Practices

Common Questions

Can I delete a member?

Yes, but consider changing to "Former Member" instead. Deleting removes all history. If you delete, associated records (invoices, yahrzeits) may be affected.

What if two people share an email address?

Each member needs a unique email. Use variations like [email protected] and [email protected], or create family email addresses.

How do I handle deceased members?

Check the "Deceased" field in their profile. They remain in the system for historical/yahrzeit purposes but are marked accordingly.

Can members update their own information?

Yes! Members with user accounts can update their profile through the member portal. Admins can see all changes in the activity log.

What's the difference between member and contact?

Members are dues-paying, formal members. Contacts are community members, donors, or friends of the synagogue who aren't formal members.

Related Documentation

• Member Onboarding - Add members with full workflow
• Membership Periods - Track membership over time
• Managing Invoices - Billing members
• User Roles - Member portal access