UJ-C-002: Create New Member

Client staff creates a new member account in the system

Journey Overview

Attribute	Value
Journey ID	UJ-C-002
Actor	Client Admin / Staff
Goal	Create a new member account
Trigger	New member needs to be added to system
Outcome	Member account created and accessible

Preconditions

• Staff has ROLE_CLIENT_ADMIN permission
• Member email is not already registered
• Membership plan exists (if assigning)

Journey Flow

Detailed Steps

1. Access Member Management

   Navigate to Members section:

   • Client Portal → Members
   • Click “Add Member” or ”+” button
2. Enter Personal Information

   Required fields:

   Field	Type	Required	Validation
   First Name	Text	Yes	Min 2 chars
   Last Name	Text	Yes	Min 2 chars
   Email	Email	Yes	Unique, valid format
   Date of Birth	Date	Configurable	Past date
   Gender	Select	Configurable	Options list

   Form:

   ┌─────────────────────────────────────────────────────────────┐
   │ Add New Member                                              │
   ├─────────────────────────────────────────────────────────────┤
   │                                                             │
   │ Personal Information                                        │
   │ ────────────────────                                        │
   │                                                             │
   │ First Name *          Last Name *                           │
   │ [________________]    [________________]                    │
   │                                                             │
   │ Email *                                                     │
   │ [________________________________]                          │
   │                                                             │
   │ Date of Birth         Gender                                │
   │ [__/__/____]         [Select ▼]                            │
   │                                                             │
   └─────────────────────────────────────────────────────────────┘
   
3. Enter Contact Details

   Contact information:

   Field	Type	Required
   Phone	Phone	Configurable
   Mobile	Phone	Configurable
   Address	Text	Configurable
   City	Text	Configurable
   State	Select	Configurable
   Postcode	Text	Configurable
   Country	Select	Configurable

4. Professional Details

   Work information:

   Field	Type	Required
   Company	Text	No
   Position	Text	No
   LinkedIn URL	URL	No
   Website	URL	No

5. Assign Membership

   Membership configuration:

   ┌─────────────────────────────────────────────────────────────┐
   │ Membership                                                  │
   ├─────────────────────────────────────────────────────────────┤
   │                                                             │
   │ Membership Plan                                             │
   │ [Select Plan ▼]                                             │
   │ • Professional (Annual - $485)                              │
   │ • Basic (Monthly - $19)                                     │
   │ • Corporate (Assigned via group)                            │
   │                                                             │
   │ Start Date              Expiry Date                         │
   │ [__/__/____]           [__/__/____]                        │
   │                                                             │
   │ Payment Status                                              │
   │ ○ Paid (already collected)                                  │
   │ ○ Invoice (send invoice to member)                          │
   │ ○ Complimentary (no payment required)                       │
   │                                                             │
   │ Group/Corporate Membership                                  │
   │ [Select Group ▼] (optional)                                 │
   │                                                             │
   └─────────────────────────────────────────────────────────────┘
   
6. Invitation Settings

   Choose how member gets access:

   Option	Behavior
   Send Invite Email	Member receives email to set password
   Generate Password	System creates password for staff to share
   SSO Only	Member uses SSO (no password needed)

   Invite Email Contents:

   • Welcome message
   • Link to set password
   • Getting started guide
   • Login instructions
7. Review and Create

   Review all details:

   ┌─────────────────────────────────────────────────────────────┐
   │ Review Member Details                                       │
   ├─────────────────────────────────────────────────────────────┤
   │                                                             │
   │ Name: John Smith                                            │
   │ Email: [e-mail]                                     │
   │ Phone: [phone]                                         │
   │                                                             │
   │ Membership: Professional (Annual)                           │
   │ Start: March 15, 2025                                       │
   │ Expiry: March 15, 2026                                      │
   │ Payment: Invoice                                            │
   │                                                             │
   │ ☑ Send invitation email to member                           │
   │                                                             │
   │ [Back]  [Create Member]                                     │
   │                                                             │
   └─────────────────────────────────────────────────────────────┘
   
8. Member Created

   Confirmation:

   • Member record created
   • Membership assigned
   • Invite email sent (if selected)
   • CRM sync triggered (if enabled)
   • Audit log entry created

Validation Rules

Field	Rule
Email	Must be unique in tenant
Email	Valid email format
Phone	Valid phone format
Start Date	Cannot be in past
Expiry	Must be after start

CRM Integration

If CRM enabled, member is synced:

• Contact created in Salesforce/HubSpot
• Tags applied based on membership
• Custom fields mapped
• Lead source recorded

Related Entities

• User/Member
• User Membership
• Membership Plan

Related Journeys

• UJ-C-003
• UJ-C-004
• UJ-C-006

Acceptance Criteria

Frontend

• Add Member form with all fields
• Membership plan dropdown
• Date pickers for membership dates
• Payment status selection
• Invitation options
• Form validation
• Success confirmation
• Error handling

Backend

• POST /api/members - Create member
• Email uniqueness validation
• Membership assignment
• Invite email sending
• CRM sync trigger
• Audit logging

Permissions

• Only ROLE_CLIENT_ADMIN can create members
• Tenant scoping enforced

Business Rules

• Email unique per tenant
• Membership dates validated
• Invite email sent if selected
• CRM sync on creation

Error Handling

• Duplicate email message
• Validation error display
• Email send failure handling