Member Management Guide

Complete guide for managing chapter members in ChapterSphere

Adding Members

Manual member addition
Bulk Import

Excel import process
Member Roles

Role management
Member Status

Status management

Adding Members Manually

Step-by-step process for adding individual members to your chapter

Step-by-Step Process

  • 1
    Navigate to Members Section

    Go to Chapter → Members from your admin dashboard sidebar

What you'll see

In the left sidebar, click on "Chapter" to expand the menu. You'll see several options including "Members" with a users icon (👥). The Members option will be clearly visible in the dropdown menu.

  • 2
    Click "Add Member" Button

    Located at the top right of the members list page

What you'll see

A blue button with a plus icon (+) labeled "Add Member" positioned in the top-right corner above the members table. The button has a primary blue background matching the ChapterSphere theme.

  • Fill Member Information
    • First Name and Last Name (Required - marked with red asterisk *)
    • Email Address (Required - used for login)
    • Phone Number (Required - can be used for login)
    • Business Name and Category
    • Member Role (Member, Treasurer, Chapter Admin)
    What you'll see: A clean, organized form with clearly labeled input fields. Required fields are marked with red asterisks (*). The Role dropdown shows three options with descriptive labels. Form validation will highlight any missing required fields in red.
  • Set Member Status

    Choose from Active, Inactive, or Suspended

    What you'll see: A dropdown menu with three status options, each with color-coded indicators (green for Active, yellow for Inactive, red for Suspended). "Active" is selected by default.
  • Save Member

    System automatically generates login credentials and sends email

    What happens next: After clicking the green "Save Member" button, you'll see a success message confirming the member was added. The system will display a notification that login credentials have been generated and emailed to the member.
    • Pro Tips
    • Email addresses must be unique across the system
    • Phone numbers can be used as alternative login
    • Business categories help with reporting
    • Login credentials are auto-generated and emailed
    • Members can change passwords after first login
    Automatic Login Credential Generation

    When you add a member, ChapterSphere automatically creates login credentials and sends them via email. The member can use either their email or phone number as username.

    Bulk Member Import

    Import Process
    1. Download Template

      Click "Download Template" on the Members page to get the Excel format

      What you'll see: A green "Download Template" button next to the "Import Members" button. Clicking it downloads an Excel file with pre-formatted columns and sample data.
    2. Fill Member Data

      Complete all required fields following the template format

      Excel format: The template has clearly labeled columns (First Name, Last Name, Email, Phone, etc.) with the first row showing sample data as an example.
    3. Upload File

      Click "Import Members" and select your completed Excel file

      What you'll see: A file browser dialog opens where you can select your Excel file. Only .xlsx and .xls files are accepted.
    4. Review Data

      System shows preview of data to be imported

      Preview screen: A table showing all the data from your Excel file with validation status indicators (green checkmarks for valid data, red X for errors).
    5. Confirm Import

      Click "Confirm Import" to add all members

      Final step: A large green "Confirm Import" button appears at the bottom. After clicking, you'll see a progress bar and success message showing how many members were imported.
    Required Fields
    Field Required Format
    First Name Yes Text
    Last Name Yes Text
    Email Yes Valid email
    Phone Yes 10-15 digits
    Business Name Optional Text
    Business Category Optional Text
    Role Optional member/treasurer/chapter_admin
    Status Optional active/inactive/suspended
    Important Notes
    • Email addresses must be unique - duplicates will be skipped
    • Phone numbers should include country code for international members
    • If Role is not specified, default is "member"
    • If Status is not specified, default is "active"
    • Login credentials are automatically generated for all imported members

    Member Roles & Permissions

    Role Assignment Interface

    When editing a member's profile, you'll see a "Role" dropdown with three clearly labeled options. Each role has a distinct icon and color coding: Chapter Admin (crown icon, blue), Treasurer (calculator icon, orange), and Member (user icon, gray).

    Chapter Admin
    Full Access
    • Manage all members
    • Create and manage meetings
    • Handle venue charges and payments
    • Access all reports
    • Configure chapter settings
    • Manage communication tools
    • Chapter onboarding and setup
    Dashboard view: Chapter Admins see all menu options in the sidebar with full access to every section.
    Treasurer
    Financial Focus
    • Manage venue charges
    • Process payments
    • Access financial reports
    • View member payment history
    • Generate receipts
    • Manage advance payments
    • Export financial data
    Member
    Basic Access
    • View own profile
    • Mark attendance (mobile app)
    • View payment history
    • Download receipts
    • Invite visitors
    • Update profile information
    • Manage device sessions
    Role Assignment

    Only Chapter Admins can assign roles to other members. You can have multiple Treasurers but should limit Chapter Admin access to key leadership members for security.

    Member Status Management

    Active

    Full access to all features. Can login and participate in meetings.

    Inactive

    Temporarily disabled. Cannot login but data is preserved.

    Suspended

    Account blocked. Cannot login or access any features.

    Status Change Impact
    Feature Active Inactive Suspended
    Login Access
    Attendance Marking
    Venue Charges Optional
    Email Notifications Limited
    Data Retention
    Continue Your Journey
    Back to Documentation Next: Meeting Setup