Members¶

This page describes day-to-day work with member records: searching, creating, editing, joining and leaving, documents, and export/import and bulk actions for many members at once. Fees and payment intervals have their own page: Memberships and fees.

Member list¶

"Members → List" shows every member with search and filters:

• Search looks through name, nickname (from the profile plugin) and the membership number.
• Filters: Active (default), Inactive, Negative balance, Pending change proposals, All. "Active" means: at least one membership that started in the past and either has no end or an end in the future - a computed property, not a field you set manually.

The same search is available as autocomplete elsewhere in the Office, for example to match a payment to a member during bank import (see the Finances page once it exists).

Creating a member¶

"Members → Add" shows exactly the fields configured under Settings → Registration form - core fields, membership fields, profile plugin fields and optionally the PGP fingerprint, in the order set there. Required fields from that configuration cannot be skipped; the membership number is pre-filled with the next free numeric value, but you can replace it with any text.

On save:

1. The member and their first membership (start, interval, fee) are created.
2. If a welcome template is configured (see Settings → General) and the member has an e-mail address, a welcome mail is placed in the outbox - including an automatically inserted link to their personal member page.
3. If an internal welcome template is configured, a matching mail goes to the notification address.
4. If a PGP fingerprint was given when creating the member, byro immediately tries to import the matching key from the configured keyservers (see PGP email encryption).

Mail always lands in the outbox for review, it is never sent directly.

The member view¶

Opening a member shows several tabs:

Editing member data¶

In the "Data" tab, each section (core data, each existing membership, adding a new membership, each profile plugin) is its own form; only changed forms are applied on save.

Reviewing change proposals: if the member proposed changes to their own data through the member page, they show up here to accept or reject. Nothing is applied automatically. Accepting a PGP fingerprint proposal immediately triggers a keyserver import; an invalid fingerprint is rejected with an error instead of being applied.

Joining and leaving¶

In the "Operations" tab, every currently running membership has an "End membership" form (only the end date is editable). After saving:

• the membership gets the given end date,
• outstanding fees are recalculated,
• if a leave template (member or internal) is configured, a matching mail is placed in the outbox.

There is no function to undo ending a membership other than clearing the end date again.

Account adjustment¶

Also in the "Operations" tab: the account correction for this member, with two reasons:

• Initial balance: for migrating into byro, when a member already brings a balance from before byro.
• Fees waived: reduces an existing debt; the amount must decrease the debt (negative in relative mode, smaller than the current balance in absolute mode), otherwise byro rejects the input.

Amounts can be entered relatively (add/subtract) or absolutely (target balance). Details on the account model behind this are on the Finances page once it exists.

Documents¶

The "Documents" tab uploads files directly for this member (title, date, category - categories come from the core and installed apps and plugins -, direction incoming/outgoing/other) and lists the existing ones. More on the general document system (sending as a mail attachment, categories in detail) on the Documents page once it exists.

Data disclosure¶

"Disclosure" generates a single disclosure mail for this member (content: all stored data) and places it in the outbox. For many members at once, see "Bulk actions" below.

Export¶

"Members → List → Export" exports the currently filtered members (same filters as the list, plus "All") as CSV, either comma-separated (default) or semicolon-separated (for German Windows Excel versions: decimal comma instead of a period). You choose individually which fields to export - preselected are the fields that also appear in the registration form. No XLSX export.

Import¶

"Members → List → Import" reads a CSV file (the same two formats as the export) and matches columns to fields automatically by their header (the exact text of the field's label); if a column matches no field, the import aborts with an error before anything is written.

• A column for the internal database ID updates an existing member instead of creating a new one.
• Columns for balance and last fee timestamp create an initial balance for new members (both columns must be present together).
• New members with no membership columns are created without a membership.

Bulk actions¶

• Generate balances (Members → List → Balances): creates a balance over a chosen time range for every member with an active membership, and optionally places reminder mails in the outbox for members below a configurable balance threshold. Runs synchronously when the form is submitted.
• Disclosure for all (Members → List → Disclosure): generates a disclosure mail in the outbox for every currently filtered member - check the active filter first.
• Balance refresh (button on the member list): recalculates every member's balance in the background; only one run at a time, a second click while it runs just reports that.

Reference: contact type¶

Every member has a contact type (person, organization, role) with no further effect on forms or permissions - purely informational, unless it is exposed through the registration form.