Member Workflows

Staff can manage members when their role includes member permissions. This page is the staff-facing shortcut for day-to-day member work. For complete module details, also read Members.

Common Workflow

1. Open Member Manager > Members.
2. Search or filter the member list.
3. Use Smart List for quick follow-up groups such as expired memberships, expiring soon, missing photo, missing phone, or recently added members.
4. Use table copy buttons for Member ID, email, or phone when needed.
5. Open Member 360 from the row action menu or desktop right-click context menu when you need a quick overview before editing.
6. Use Add Member, Import Members, Renew, Batch Edit, Batch Delete, or row actions based on permission.
7. Review success or error messages inside the active screen or modal.

Staff Should Know

• Member Type controls the fields in the Add/Edit Member form.
• Membership Plan controls validity, renewal, borrowing, and fee policy.
• Member ID is the visible library identifier, not a login replacement or technical record number.
• Date fields must follow the organization date format.
• Smart List helps staff find common follow-up groups without building the same filter every time.
• Member 360 shows profile quality, access, contact details, extra fields, and timeline for one member.
• Import previews show row-level errors before saving valid rows.
• Batch delete requires a typed confirmation.

Do And Don'ts

Do

• Search existing members before creating a new record.
• Confirm member type, plan, and library access before saving.
• Use Smart List before selecting many records.
• Use Member 360 to review a member when you do not need to edit immediately.
• Use copy buttons for Member ID, email, and phone when sharing details internally.
• Ask the admin before running a large import or batch operation if you are unsure.

Don't

• Don't create duplicate members for the same person.
• Don't edit a member type unless the record really belongs to a different type.
• Don't delete or batch update members unless you are sure the selection is correct.
• Don't ignore import errors for duplicate emails, duplicate Member IDs, invalid dates, or wrong plan codes.

FAQ

What is Member 360 used for?

Use Member 360 to review one member's key details, profile quality, access, and recent timeline before deciding whether an edit, renewal, or follow-up is needed.

When should I use Smart List?

Use Smart List when you need a quick group such as expiring soon, expired memberships, missing photo, missing phone, active members, or recently added members.

Why can't I see Add Member or Import Members?

Your staff role may not include create or import permission. Ask the organization admin to review your role.

Why does Add Member ask for Member Type and Membership Plan?

Member Type decides the fields to collect. Membership Plan decides policy such as expiry, renewal, borrowing, and access.

Can I change a member's type?

Yes, if your role allows member updates. The change is recorded in audit history.

Why does import say a row needs attention?

The row may have missing required data, duplicate email, duplicate Member ID, invalid date format, invalid member type code, invalid plan code, or an image warning.

What should I do before batch delete?

Filter carefully, review the selected count, read the confirmation message, and proceed only when you are certain the records should be deleted.

Who should members contact for help?

Members and patrons should contact their library. Staff should not send members to CodeAchi for normal account or library policy questions.