Managing members

Add a member

A full name is the only contact field required to create a member record. Member number, email, phone, address, and notes can be added later.

1. Open the Members area and select Add member.
2. Enter the member's full name. Enter a member number or leave it blank when the organization assigns numbers automatically.
3. Add any available email, phone, member-since date, and mailing address.
4. Choose digital, print, or combined delivery and confirm the print quantity when applicable.
5. Add an internal note only when authorized staff genuinely need the context, then create the record.

Represent the real member

Do not create placeholder email addresses or force every relationship into an individual login.

• People may have no email, a changed email, or an email shared with a household.
• Libraries, institutions, and households may need a named contact while remaining distinct member entities.
• An administrator account is separate from a member record; staff do not have to be members.
• One verified account may be linked to more than one organization membership after explicit review.

Update contact and delivery details

Open a member record and edit the profile when contact information or delivery preferences change.

1. Confirm you have the correct member by checking the member number and organization.
2. Replace outdated email, phone, or mailing information; leave a field empty when no verified value is available.
3. Update digital or print delivery preferences and print quantity.
4. Save the profile, then review publication or mailing exceptions if the change affects fulfillment.

Issue a member claim

Account claiming links a verified login to an existing member record without turning email matching into automatic authorization.

1. Add and save a usable primary email on the member record.
2. Open claim management and review the target email and current claim status.
3. Send the secure invitation. If an unexpired invitation already exists, reissue only when needed.
4. The member signs in through the email flow, reviews the matching membership, and confirms the link.
5. Refresh claim status and confirm that access was recalculated.

Archive instead of deleting history

Member records can participate in financial, membership, publication, and access history. Archiving preserves that history while removing the record from active work.

• Review active membership terms and external subscriptions before archiving.
• Use corrections, adjustments, or reversals for financial mistakes rather than editing history in place.
• Use the appropriate lifecycle or privacy workflow when the reason is cancellation, death, duplicate resolution, or a data request.