Members

Manage your organization's membership

Overview

The Members module is your central hub for managing all members of your organization. Add members individually, import in bulk via CSV, track member statuses, and maintain complete member profiles with photos and contact information.

Key Features

Adding Members

Add members to your organization in several ways:

Add Member button - Click to open a form and enter member details manually
CSV Import - Upload a spreadsheet with multiple members at once
Registration Links - Create public links for members to self-register

CSV Import

Import multiple members from a CSV file:

Click the "Import" button in the toolbar
Download the CSV template for the correct format
Fill in your member data in the spreadsheet
Upload your CSV file (drag and drop or click to browse)
Map your CSV columns to OrgBaseHQ fields
Preview the data and confirm the import

Tip: A CSV template is available for download in the import dialog. Use this template to ensure your data is formatted correctly.

Required fields: First Name, Last Name

Member Profiles

Each member has a detailed profile including:

Photo - Upload and crop profile photos
Member ID - Custom organization tracking number (for orgs with their own ID systems)
Contact Info - Email, phone, address
Social Links - Two optional social media profile links
Personal Details - Birthday, join date, membership type
Status - Active, Inactive, Suspended, Pending, or Deceased
Notes - Free-form notes about the member

Search & Filter

Find members quickly using:

Search - Search by name, email, or position history
Example: Search "President" to find current and past presidents
Status Filter - Filter by member status (Active, Inactive, etc.)
Membership Type - Filter by membership tier
Sorting - Sort by name, join date, or other fields

Registration Links

Create public registration links for self-service member sign-up:

New Member Registration - Public form for new members to join
Profile Update - Let existing members update their information
QR Codes - Each link generates a scannable QR code
Expiration - Set optional expiration dates for links
Approval Workflow - New registrants start as "Pending" until approved by an admin

Registration Approval

When members register via a public link, they start with "Pending" status:

Pending Banner - A banner on the Members page shows the count of pending registrations
Quick Filter - Click "View Pending" to filter the list to pending members only
Approve - Open a pending member's profile and click "Approve" to activate them
Bulk Approve - Select multiple members and use "Change Status" to approve in bulk
Welcome Email - Approved members automatically receive a welcome email
Live Refresh - Toggle auto-refresh (every 5 seconds) to see new registrations in real-time

Officer Indicator

Members who currently hold officer positions are marked with a gold crown icon next to their name. This makes it easy to identify your organization's leadership at a glance.

Export Members

Export your member list as a CSV file for use in other applications or for backup. Click the "Export" button to download all members with their profile information.

Included in export:

All profile fields (name, contact, address, etc.)
Member ID and social links
Membership type and status
Join date and notes
Position History - All historical positions in format: Title:StartDate:EndDate; Title:StartDate:EndDate

Member Profile View

Click on any member to open their detailed profile page. The profile view provides comprehensive information about the member's history and involvement in your organization.

Organizational History

Shows the member's official officer appointments managed through the Governance module:

Current and past officer positions held
Term start and end dates for each appointment
Linked to positions defined in Governance
Automatically updated when officers are assigned or removed

Note: This is a read-only view. To manage officer assignments, go to the Governance module.

Position History

A flexible, manually-managed record of positions held by the member:

Add any position title (not limited to defined positions)
Record historical positions from before your organization used OrgBaseHQ
Include custom term dates and notes
Useful for tracking informal roles or committee memberships

Organizational History vs Position History: Organizational History shows formal officer appointments from Governance, while Position History is a free-form record you can edit directly on the member's profile for any role or historical position.

Activity Attendance

View a complete record of the member's participation in organization activities:

Registered Activities - Events the member signed up for
Attended Activities - Events where attendance was confirmed
Check-in Status - Whether they checked in (via QR code, kiosk, or manual)
Activity Details - Date, type, and location of each activity

This helps you track member engagement and identify your most active participants.

Dues Summary

A financial overview of the member's dues status:

Current Period Status - Paid, Partial, Unpaid, or Waived
Amount Due - Total dues owed for current period
Amount Paid - Payments made toward current period
Outstanding Balance - Remaining amount to be paid
Payment History - Record of all payments made

Click through to the Dues module for detailed payment management and to record new payments.

Bulk Actions

Select multiple members using the checkboxes, then use the bulk action bar:

Change Status - Set status for all selected members (Active, Inactive, Suspended, etc.)
Change Membership Type - Assign a membership type to all selected members at once
Delete - Remove selected members (with confirmation dialog)

Tip: If you haven't set up membership types yet, a helpful banner will appear on the Members page linking you to Settings to create them first.

Member Statuses

Status	Description
Active	Current, participating member in good standing
Inactive	Member who is no longer actively participating
Pending	Application received, awaiting approval
Suspended	Membership temporarily suspended
Deceased	Member who has passed away (preserved for records)

Member Badge

A digital member-credential members show at events. Each badge carries a per-member HMAC-signed QR code (24h expiry, refreshes on every view) that admins/officers scan at the door for instant verification — no app, no network round-trip beyond the verify endpoint.

Customize the look

Live-preview customizer at Members → Badge. Hundreds of distinct visual combinations:

Accent — 8 swatches (Lavender, Mint, Peach, Sky, Sunset, Rose, Forest, Midnight) plus custom hex
Header style — Gradient, Solid, Logo watermark, Striped, Halftone
Body background — Plain, Soft tint, Dot grid, Line grid, Diagonal pattern
Layout — Portrait, Compact, Showcase, Trading Card, Concert Ticket
Photo frame (round-photo layouts) — Plain, Halo ring, Pop halftone, Sticker, Duotone
Field flags — toggle photo / member ID / membership type / status pill / joined date / opted-in custom fields
Optional footer text (max 120 chars)

Off by default. Enabling auto-generates the org's HMAC signing secret — no extra setup.

Verify at the door

Admin scanner at Members → Badge → Open scanner (or/members/scan):

Continuous-camera scan via the device camera (lazy-loadsqr-scanner only when admins open this page)
Full-screen verdict — mint card with member photo + name + ID + membership type for active members; peach card with reason for expired / wrong-org / not-a-member
Auto-resets 4s after each scan for queue-style use at events
Strict same-org check — even though the verify token would technically resolve in any org, the scanner only greenlights badges that belong to the admin's active org

Verdict reflects live member status — a token signed before suspension surfaces as "Inactive" / "Suspended" the moment it's scanned.

Built into attendance flows

The same scanner is embedded directly in the activity attendance surfaces so admins (or members themselves) can scan a badge instead of typing an email:

Activity kiosk — a "Scan Member Badge" button on the welcome screen. A valid active scan auto-fires register + check-in (works online and via the offline queue, same as the search flow)
Public check-in / registration link — when the link's org has the badge enabled, the choice screen shows "Scan my Member Badge" alongside the email and guest options. Skips the email + magic-code dance entirely

Security: the public link's scan path re-verifies the badge token server-side (HMAC + 24h TTL + same-org binding) before checking anyone in — it never trusts a client-supplied member ID.

Member-side

When the badge is enabled, members see a My Badge entry in their portal nav at /portal/[your-slug]/badge. Encourage them to bookmark or add to their phone home screen — it's the surface they show at the door.

Tips

Use bulk actions to update multiple members at once (select checkboxes first)
Click on a member row to view their full profile and activity history
Keep email addresses up to date for dues reminders and communications
Add member birthdays to see them on your organization calendar
Member Badge customizer changes are live-previewed — try the Trading Card and Concert Ticket layouts for events with strong "moment of arrival" energy