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Additional Details

Purpose​

Add or edit special notes and additional information about members for internal administrative reference and tracking.

Access​

From the Members list:

  1. Click the gear icon (⚙) next to a member
  2. Select 📝 Additional Notes from the context menu

Screenshot​

Additional Details dialog showing special notes and additional notes fields
Additional Details dialog showing special notes and additional notes fields

Description​

The Additional Details dialog provides a dedicated space for administrators to document special circumstances, requirements, or any other important information about a specific member or club.

Dialog Header​

  • Title Format: "Additional Details : [Member Name]"
    • Example: "Additional Details : DemoClub, Another"
    • Example: "Additional Details : Club, Unified"
  • Close Button: X icon in the top-right corner to dismiss the dialog

Form Fields​

Special Member Checkbox​

  • Label: Special Member
  • Type: Checkbox (unchecked by default)
  • Purpose: Flag this member as having special status or requiring special attention
  • Use Cases:
    • VIP members
    • Members with special needs or accommodations
    • Priority members requiring extra attention
    • Members with unique privileges or restrictions

Special Notes​

  • Type: Multi-line text area
  • Purpose: Document specific notes that relate to the member's special status
  • Best Used For:
    • Recording special accommodations needed
    • Noting specific requirements or preferences
    • Documenting exceptions to standard procedures
    • Important reminders for staff when dealing with this member
    • Medical or safety considerations (if applicable)
    • Contact instructions or escalation procedures

Additional Notes​

  • Type: Multi-line text area
  • Purpose: General notes and information about the member
  • Best Used For:
    • General observations about the member
    • Historical information
    • Communication preferences
    • Background information
    • Follow-up items or action items
    • Past issues and resolutions
    • Relationship to other members or organizations

Action Buttons​

✓ Save (Green)​

  • Action: Save all changes to the member's additional details
  • Result:
    • Information is saved to the member's record
    • Dialog closes and returns to Members list
    • Changes are immediately reflected in the system

✕ Cancel (Gray)​

  • Action: Discard all changes and close the dialog
  • Result:
    • No changes are saved
    • Returns to Members list
    • Member record remains unchanged

Use Cases​

Special Status Tracking​

Mark members who require special handling:

  1. Check the Special Member checkbox
  2. Add specific requirements in Special Notes
  3. Document any procedures in Additional Notes
  4. Save the information

Communication Logging​

Document important communications:

  1. Add conversation summaries in Additional Notes
  2. Include dates and outcomes
  3. Note any commitments or follow-ups needed
  4. Save for future reference

Accommodation Documentation​

Record accessibility or special needs:

  1. Check Special Member if accommodations are needed
  2. Detail specific accommodations in Special Notes
  3. Add contact information or procedures in Additional Notes
  4. Ensure staff has access to this information

Historical Record Keeping​

Maintain a member's history:

  1. Use Additional Notes to track membership timeline
  2. Note significant events or milestones
  3. Document changes in status or participation
  4. Create a comprehensive member profile

Best Practices​

Documentation Standards​

  • Be Specific: Include dates, names, and concrete details
  • Stay Factual: Record objective information, not opinions
  • Be Concise: Keep notes clear and to the point
  • Update Regularly: Keep information current and relevant
  • Use Proper Grammar: Maintain professional documentation

Privacy and Security​

  • Sensitive Information: Be mindful of what information is documented
  • Access Control: Remember that other administrators can view these notes
  • Professional Tone: Maintain appropriate professional language
  • Data Protection: Follow organizational privacy policies
  • Confidentiality: Only include information that's necessary and appropriate

Organizational Tips​

  • Date Your Entries: Start notes with dates for chronological tracking
  • Use Clear Headings: Separate different types of information
  • Action Items: Clearly mark items that require follow-up
  • Contact Info: Include relevant contact information when needed
  • Cross-References: Reference related members or cases when applicable

Special Member Flag Usage​

Only use the Special Member checkbox when:

  • Member requires consistent special attention
  • Staff needs to be immediately alerted about special status
  • Member has ongoing special requirements
  • Special procedures must be followed for this member

Don't overuse this flag, as it loses effectiveness if too many members are marked as special.

Tips​

  1. Regular Updates: Review and update notes periodically to keep information current
  2. Team Communication: Use notes to communicate important information to other administrators
  3. Search Keywords: Include keywords that might be useful for future searches
  4. Version Control: Consider adding dates to notes to track when information was added
  5. Standardized Format: Develop a team standard for note formatting for consistency