Membership Management

This guide covers how to manage members in Range Warden — adding, editing, renewing, importing, and archiving member records. Accessible to users with the manager or admin role.

Navigate to Members in the left sidebar.

Members list

The members page shows all active members in a searchable, sortable table.

Searching & filtering

• Search bar — Type a name, member number, or email address. Results filter as you type.
• Column filters — Click the filter icon on these columns to narrow results:
  • Type — Filter by membership type (e.g., Annual, Family, Lifetime)
  • RSO — Show only members who are active RSOs
  • RSO Privileges — Show only members with RSO check-in privileges
  • Status — Filter by membership status (Active, Pending, Expired, Suspended)
• Active filter chips appear above the table showing what’s applied. Click Clear all to reset.

Sorting

Click any sortable column header (Member, Number, Position, Expires, Phone) to sort ascending or descending.

Pagination

The table shows 20 members per page. Use the Previous / Next buttons at the bottom to navigate.

Viewing archived members

Toggle Show Archived at the top of the page to switch between active and cancelled/archived members. Archived members can be restored (see Archiving & restoring below).

Adding a member

1. Click Add Member in the page header.
2. Fill in the required fields (marked with *):

Personal information

Field	Required	Notes
First Name	Yes
Last Name	Yes
Date of Birth	No
Club Position	No	Select from positions defined in Admin → Club Positions
Active RSO	No	Marks this member as a current Range Safety Officer
RSO Privileges	No	Grants RSO-level access during check-in

Contact information

Field	Required	Notes
Email	Yes	Used for renewal reminders and account linking
Phone	Yes

Address

All address fields (Line 1, Line 2, City, State, ZIP Code) are optional.

Emergency contact

Field	Required	Notes
Emergency Contact Name	No	Displayed in member detail for safety reference
Emergency Contact Phone	No

Membership

Field	Required	Notes
Membership Type	No	Select from types defined in Admin → Membership Types. Pricing info is shown next to each option
Notes	No	Internal notes visible only to staff

Dependents

Add family members or dependents inline during member creation:

1. Click Add Dependent.
2. Enter First Name, Last Name, Date of Birth, and Relationship (Spouse or Child).
3. Repeat for additional dependents.

Dependents are linked to the primary member and can be included during check-in.

3. Click Create Member. A member number is automatically generated using the prefix set in Admin → Settings → Branding.

Viewing member details

Click the eye icon on any member row to open the detail panel. The detail view shows:

• Header — Member name, number, and a color-coded status badge
• Personal Information — All demographic fields
• Contact & Address — Email, phone, full address
• Emergency Contact — Name and phone
• Membership — Type, status, start date, expiry date
• RSO Status — RSO badge, RSO privileges badge, RSO account status
• Dependents — List of linked dependents with the ability to add or remove
• Training Courses — Completed courses with expiry dates and the ability to add new completions
• Check-in History — Paginated table of past check-ins (10 per page)
• Renewal History — Table showing past renewals with dates, fees, and payment totals

Editing a member

1. Click the edit icon on any member row, or open the detail view and click Edit.
2. All fields become editable:
   • Personal info, contact, address, emergency contact
   • Club positions (add or remove multiple positions using the tag selector)
   • RSO flags
   • Membership type, status, start date, expiry date
   • Notes
3. Click Save to apply changes.

Changing membership status

When changing a member’s status to Suspended or Cancelled, a confirmation dialog appears requiring a reason. This reason is recorded in the member’s record and the audit log.

Valid status transitions:

From	Can Change To
Pending	Active, Cancelled
Active	Expired, Suspended, Cancelled
Expired	Active, Cancelled
Suspended	Active, Cancelled
Cancelled	Pending (re-enroll)

Invalid transitions are blocked by the system.

Renewing a membership

1. Open the member’s detail view.
2. Click Renew Membership.
3. The system displays:
   • Membership Fee — The renewal fee for their membership type
   • Initiation Fee — Shown only if the member is outside the grace period. Within the grace period, this is waived
   • Total — Combined amount due
4. Select a payment method: Cash, Check, or Card.
5. Click Confirm Renewal.

On success:

• The membership expiry date is extended by the duration defined on the membership type.
• A payment record is created.
• The renewal appears in the member’s Renewal History table.

Grace Period

If a member renews within the configured grace period (default 90 days after expiry), the initiation fee is waived. This encourages timely renewals.

Managing dependents

Dependents are family members linked to a primary member (spouse, children).

Adding a dependent

1. Open the member’s detail view.
2. Scroll to the Dependents section.
3. Enter First Name, Last Name, Date of Birth, and Relationship.
4. Click Add.

Removing a dependent

Click the delete button next to the dependent. This cannot be undone.

Dependents during check-in

When a member is added to a check-in party, their dependents are automatically offered for quick addition to the same party.

Training courses

Track which safety and certification courses a member has completed.

Recording a course completion

1. Open the member’s detail view.
2. Scroll to Training Courses.
3. Select the course from the dropdown.
4. The expiration date is auto-calculated based on the course’s default expiration months (set in Admin → Training Courses).
5. Click Add.

Expired courses

Courses past their expiration date are visually flagged. Use this to track recertification needs.

Archiving & restoring

Archiving a member

1. Open the member’s detail view.
2. Click Archive.
3. Enter a reason for archiving (required).
4. Confirm.

The member’s status is set to Cancelled and they move to the archived view. Their data is preserved — not deleted.

Restoring an archived member

1. Toggle Show Archived on the members page.
2. Find the member and open their detail view.
3. Click Restore.

The member is moved back to the active list with a Pending status, ready to be reactivated.

Permanently deleting a member

1. Open the member’s detail view.
2. Click Delete.
3. A preview shows all related records that will be removed (check-ins, payments, dependents, course completions).
4. Confirm the deletion.

Caution

Deletion is permanent and cannot be undone. Use Archive instead if you may need the record later.

Importing members

Bulk-import members from a CSV file:

1. Click Import Members in the page header.
2. Download the CSV Template first to see the expected column format.
3. Drag and drop your CSV file or click to browse.
4. Choose an import mode:
   • Create Only — Only adds new members. Rows matching an existing member number are skipped.
   • Upsert — Creates new members and updates existing ones based on member number.
5. Click Import.
6. Review the results summary:
   • Total rows processed
   • Imported — New members created
   • Updated — Existing members modified (upsert mode only)
   • Skipped — Rows with errors, with details about what went wrong

Exporting members

Click Export Members in the page header to download a CSV of all active members. The export is logged in the audit trail.

Membership statuses reference

Status	Color	Meaning
Active	Green	Member is in good standing with a current membership
Pending	Yellow	New member awaiting activation or restored member awaiting re-enrollment
Expired	Red	Membership expiry date has passed
Suspended	Orange	Membership temporarily suspended by an administrator (reason recorded)
Cancelled	Gray	Membership cancelled / archived