Create/Edit Member

Purpose

Create new members or edit existing member information including personal details, account settings, contact information, and access privileges.

Route

• Create: /manage/members → Click + Create button
• Edit: /manage/members → Click gear icon (⚙) → Select Edit

Screenshots

New Member Form

New member form showing all fields for creating a new member account

Edit Member Form

Edit member form showing populated fields for updating existing member information

Description

The Create/Edit Member form provides a comprehensive interface for managing member account details. The form is divided into four main sections, each handling different aspects of the member profile.

Form Layout

The form appears as a modal or side panel overlay on the Members list page, with:

• Title: "New Member" or "Edit Member" at the top
• ✕ Close button: In the top-right corner to exit without saving
• Member list: Remains visible on the left side for reference
• Action buttons: Cancel and Save/Update at the bottom

Personal Information Section

This section captures basic demographic information about the member:

First Name*

• Text input field for member's first name
• Required field (indicated by asterisk)
• Example: "Unified"

Last Name*

• Text input field for member's last name
• Required field (indicated by asterisk)
• Example: "Club"

Gender*

• Dropdown selection field
• Required field (indicated by asterisk)
• Options typically include:
  • Male
  • Female
  • Other
  • Prefer not to say
• Example: "Female"

Birth Date*

• Date picker field
• Required field (indicated by asterisk)
• Format: MM/DD/YYYY
• Examples: "05/27/1964", "01/03/2026"
• Can be manually typed or selected from calendar

Account Information Section

This section manages authentication and access settings:

Email Id*

• Text input field for member's email address
• Required field (indicated by asterisk)
• Used for notifications and communications
• Must be unique in the system
• Example: "unified.club@demo.com"

Login Id*

• Text input field for username
• Required field (indicated by asterisk)
• Used for authentication
• Must be unique in the system
• When editing, this field appears read-only (grayed out)
• Example: "unified.club"
• Note: Use "Change LoginId" from context menu to modify in edit mode

Account Type*

• Dropdown selection field
• Required field (indicated by asterisk)
• Defines the organization type or membership category
• Example options: "Independent", "Club", "Team", "NPO"
• Default: "Independent"

Access to website*

• Dropdown selection field
• Required field (indicated by asterisk)
• Controls member's login permission
• Options:
  • Yes: Member can log in to the platform
  • No: Member cannot access the platform
• Default: "Yes"

Role*

• Two dropdown fields that work together
• Required field (indicated by asterisk)
• First dropdown: Selects role category
  • Example: "Member", "Team"
• Second dropdown: Selects specific role or team assignment
  • Example: "Subcontractor"
  • Context-dependent based on first dropdown selection
• Defines member's permissions and responsibilities

Contact Information Section

This section collects location and communication details:

Address

• Single-line text input for street address
• Optional field
• Example: "675 Mount Street"

City

• Text input field for city name
• Optional field
• Example: "Candasetfort"

State

• Dropdown selection field
• Lists all states/provinces
• Optional field
• Example: "Indiana"

Postal code

• Text input field for ZIP/postal code
• Optional field
• Accepts various formats
• Example: "48227-9761"

Home Phone

• Text input field for home telephone number
• Optional field
• Supports various formats with extensions
• Example: "(237) 863-2930 x14515"

Mobile*

• Text input field for mobile phone number
• Required field in create mode (may vary by configuration)
• Optional in some implementations
• Example: "1-702-487-0555 x138"

Work Phone

• Text input field for work telephone number
• Optional field
• Example: "994-247-4202"

Privileges Section

This section defines special permissions and capabilities:

☐ Self Resource Checkin

• Checkbox option
• Allows member to check themselves in for events
• Enables self-service check-in functionality
• Useful for trusted members or team leaders
• Checked/unchecked based on permission level

☐ Self Resource Checkout

• Checkbox option
• Allows member to check themselves out from events
• Enables self-service check-out functionality
• Useful for independent workers or volunteers
• Checked/unchecked based on permission level

☐ Checkout Allowed

• Checkbox option
• Controls whether this club/member's resources appear in the schedule checkout screen
• When unchecked: Resources belonging to this club will NOT be listed in the checkout screen
• When checked: Resources are available for checkout operations
• Useful for volunteer clubs or organizations that don't require formal checkout tracking
• If checkout is not considered for certain clubs, leave this unchecked
• Checked/unchecked based on organizational requirements

Form Actions

At the bottom of the form:

✕ Cancel Button

• Red cancel button on the left
• Closes the form without saving changes
• Returns to Members list
• No confirmation prompt (changes are discarded)

💾 Save / Update Button

• Green action button on the right
• Label shows "Save" for new members or "Update" for editing
• Validates all required fields before submission
• Saves changes and closes the form
• Returns to updated Members list

Field Validation

The form includes validation rules:

• Required Fields: Marked with asterisk (*) and validated on submission
• Email Format: Email Id must be valid email format
• Unique Constraints: Login Id and Email Id must be unique
• Date Validation: Birth Date must be valid date
• Phone Format: Phone fields accept various international formats

Differences: Create vs Edit

Create Member Mode

• All fields are empty and editable
• Login Id field is fully editable
• Form title: "New Member"
• Submit button: "Save"
• Used for adding new members to the organization

Edit Member Mode

• Fields are pre-populated with existing data
• Login Id field is read-only (grayed out)
• Form title: "Edit Member"
• Submit button: "Update"
• Used for updating existing member information
• To change Login Id, use "Change LoginId" option from context menu

Use Cases

The Create/Edit Member form is used for:

1. Onboarding: Add new members, clubs, teams, or NPOs to the system
2. Profile Updates: Modify member information as details change
3. Access Management: Control login permissions and website access
4. Role Assignment: Set appropriate roles and permissions
5. Contact Maintenance: Keep communication details current
6. Privilege Configuration: Enable or disable special permissions
7. Organizational Structure: Assign members to teams or subcontractor roles

Best Practices

• Complete Required Fields: Ensure all asterisked fields are filled before saving
• Verify Contact Info: Double-check email and phone numbers for accuracy
• Appropriate Roles: Assign roles that match member's responsibilities
• Privacy Consideration: Handle personal information (birth date, contact) with care
• Regular Updates: Keep member information current to ensure effective communication
• Login Id Consistency: Use consistent naming conventions for Login Ids
• Privilege Management: Only grant Self Checkin/Checkout privileges to trusted members
• Test Access: After creating, verify member can log in if access is enabled

Related Actions

After creating or editing a member, you may also need to:

• Assign Resources: Add team members or resources to the member's account
• Set Locations: Configure location preferences or assignments
• Add Notes: Document special circumstances via "Additional Notes"
• Configure Details: Access "Club Details" for organization-specific settings
• Manage Password: Use "Change Password" for credential management