Membership Management

Create, edit, and manage member accounts with full CRUD operations

Manage all member accounts in your organization with comprehensive CRUD operations, bulk actions, and advanced filtering.

Capabilities

Action	ROLE_CLIENT_ADMIN	ROLE_CLIENT_USER
View members	✅	✅
Create members	✅	❌
Edit members	✅	❌
Delete members	✅	❌
Bulk operations	✅	❌
Export data	✅	✅

Features

Member List View

1. Access Member List

   Navigate to Members in the sidebar to view all members in a paginated data table.

2. Search & Filter

   Use the search bar to find members by name or email. Apply filters for:

   • Membership type
   • Status (active, inactive, suspended)
   • Join date range
   • Membership expiry
3. Customize Columns

   Click the column selector to show/hide fields in the table view.

Acceptance Criteria

Frontend

• Members list displays in data table with TanStack Table
• Search bar filters members by name, email
• Filter dropdowns for membership type, status
• Pagination controls (30 members per page)
• Add member button opens form modal/page
• Edit button opens edit form with current data
• Delete button shows confirmation dialog
• Bulk actions: export, email, status change
• Loading states during API calls
• Success/error toasts for actions

Backend / API

• ?membershipType= - Filter by type
• ?search= - Search by name/email
• ?status= - Filter by status
• ?page= - Pagination
• ?itemsPerPage= - Results per page (default: 30)

Permissions

• Access is restricted per the Capabilities matrix on this page (or equivalent role rules).

Business Rules

• ROLE_CLIENT_USER role can view members (read-only)
• Cannot delete member with active membership
• Email must be unique across organization
• All actions logged to audit trail

Error Handling

• Error states return clear messages and appropriate HTTP status codes.

Create New Member

Acceptance Criteria

Frontend

• UI supports the workflows described in this feature.

Backend / API

• Backend behavior supports this feature as documented.

Permissions

• Access is restricted per the Capabilities matrix on this page (or equivalent role rules).

Business Rules

• Only ROLE_CLIENT_ADMIN role can create/edit/delete members

Error Handling

• Error states return clear messages and appropriate HTTP status codes.

UI Spec (from supplied spreadsheet)

The following field inventory is sourced from workspace/sources/entity-registry.csv (“Members” / membership-related fields).

This is a UI/requirements inventory (not the ERD). Some fields are system-generated or may be configured as optional during implementation.

Create/Edit Member – Field Inventory

Field	Input Type	Required	Notes
First Name	Text	Required	model: firstName
Last Name	Text	Required	model: lastName
Date of Birth	Date	Required	model: dateOfBirth
Email	Email	Required	model: user.email (unique per client)
Contact Number	Number	Required	model: contactNumber
Mobile	Number	Required	model: mobile
Company	Text	Required	model: company
Position	Text	Required	model: position
Gender	Select	Required	Options: Male, Female, Other, Not Specified; model: gender
Address	Text	Required	model: address
City	Text	Required	model: city
Postcode	Number	Required	model: postcode
State	Select	Required	model: state
Country	Select	Required	model: country
LinkedIn URL	URL	Not Required	model: linkedinUrl
Website URL	URL	Not Required	model: websiteUrl

Membership – Field Inventory

Field	Input Type	Required	Notes
Membership ID	Number	Required	Automatically Generated; model: membership (rel: OneToMany UserMembership)
Membership Plan	Selector	Required	Pull through a list of membership plan entities
Membership Registration Date	Date	Required	Start date for the membership period
Membership Expiry Date	Date	Required	Grace period may be applied automatically based on plan settings
Membership Status	Selector	Required	Set from plan defaults but can be overridden by admins
Group Membership Assignment	Selector	Not Required	Assign member to a corporate/group plan (if applicable)

Data Model Cross‑Reference (Entities)

• Member profile + personal fields: User / Member
• Plan configuration (pricing, grace period, CPD requirements): Membership Plan
• Membership periods (per member, per plan): UserMembership (referenced throughout Entities)
• Corporate/group memberships: Group / Corporate Membership

Edit Member

All member fields can be edited except:

• Email address (contact support to change)
• Member ID
• Created date

Acceptance Criteria

Frontend

• Edit Member workflow is implemented in the UI as described.

Backend / API

• Backend behavior supports Edit Member as documented.

Permissions

• Access is restricted per the Capabilities matrix on this page (or equivalent role rules).

Business Rules

• All business rules for this feature are enforced.

Error Handling

• Error states return clear messages and appropriate HTTP status codes.

Delete Member

Soft delete is used - member data is retained for audit purposes but the account is deactivated. Members with active memberships cannot be deleted until the membership expires or is cancelled.

Acceptance Criteria

Frontend

• Delete Member workflow is implemented in the UI as described.

Backend / API

• Backend behavior supports Delete Member as documented.

Permissions

• Access is restricted per the Capabilities matrix on this page (or equivalent role rules).

Business Rules

• All business rules for this feature are enforced.

Error Handling

• Error states return clear messages and appropriate HTTP status codes.

Bulk Operations

Bulk Export

Export members to CSV or Excel with selected fields:

1. Select members using checkboxes (or select all)
2. Click Export button
3. Choose format (CSV, Excel)
4. Select fields to include
5. Download generated file

Acceptance Criteria

Frontend

• Bulk Export workflow is implemented in the UI as described.

Backend / API

• Backend behavior supports Bulk Export as documented.

Permissions

• Access is restricted per the Capabilities matrix on this page (or equivalent role rules).

Business Rules

• All business rules for this feature are enforced.

Error Handling

• Error states return clear messages and appropriate HTTP status codes.

Bulk Update

Update multiple members at once:

1. Select members using checkboxes
2. Click Bulk Actions → Update
3. Choose field to update (e.g., membership type, status)
4. Enter new value
5. Confirm changes

Acceptance Criteria

Frontend

• Bulk Update workflow is implemented in the UI as described.

Backend / API

• Backend behavior supports Bulk Update as documented.

Permissions

• Access is restricted per the Capabilities matrix on this page (or equivalent role rules).

Business Rules

• All business rules for this feature are enforced.

Error Handling

• Error states return clear messages and appropriate HTTP status codes.

Import Members

Import members from CSV file:

1. Click Import button
2. Download template CSV
3. Fill in member data
4. Upload completed CSV
5. Review validation results
6. Confirm import

Acceptance Criteria

Frontend

• Import Members workflow is implemented in the UI as described.

Backend / API

• Backend behavior supports Import Members as documented.

Permissions

• Access is restricted per the Capabilities matrix on this page (or equivalent role rules).

Business Rules

• All business rules for this feature are enforced.

Error Handling

• Error states return clear messages and appropriate HTTP status codes.

Implementation Contracts

Backend (API)

GET    /api/members                      # List all members (paginated)
POST   /api/members                      # Create new member
GET    /api/members/{id}                 # Get member details
PUT    /api/members/{id}                 # Update member
DELETE /api/members/{id}                 # Soft delete member
POST   /api/members/bulk-export          # Export members
POST   /api/members/bulk-update          # Bulk update
POST   /api/members/import               # Import from file
POST   /api/members/import/validate      # Validate import data

Query Parameters:

Error Handling

Error	HTTP Status	Message
Duplicate email	409	”A member with this email already exists”
Not found	404	”Member not found”
Unauthorized	403	”Access denied”
Validation error	400	Field-specific error messages
Active membership	400	”Cannot delete member with active membership”

AI-Powered Engagement

Login Activity Tracking

The system monitors member login activity and identifies inactive members based on configurable thresholds.

1. Configure Inactivity Threshold

   Set the number of days of inactivity that triggers a re-engagement email (e.g., 30, 60, or 90 days)

2. Monitor Login Dates

   System automatically tracks and stores last login dates for all members

3. Trigger Re-engagement

   When a member exceeds the inactivity threshold, the system queues a personalized re-engagement email

AI Re-engagement Emails

When members exceed the inactivity threshold, the system sends personalized re-engagement emails containing:

Content Recommendations

AI-curated recommendations based on member interests:

• Community Articles: Relevant articles from the community feed
• Polls: Active polls matching the member’s interest categories
• Discussion Threads: Trending or popular discussions they might enjoy

Personalized Suggestions

Tailored recommendations based on member profile and history:

• Upcoming Events: Events matching their interests or past attendance
• Resources: Documents, videos, or materials relevant to their profession
• CPD Opportunities: Learning content to maintain certifications

Acceptance Criteria

Frontend

• Inactivity threshold configuration in settings
• Dashboard showing inactive member counts by threshold
• Preview of re-engagement email template
• Manual trigger option for sending re-engagement emails

Backend / API

• Track and store last login date for all members
• Scheduled job to identify inactive members
• AI service integration for generating personalized recommendations
• Email queue for re-engagement campaigns

Permissions

• Only ROLE_CLIENT_ADMIN can configure inactivity thresholds and email templates

Business Rules

• Re-engagement emails sent maximum once per configured period (e.g., once every 30 days)
• Members can opt-out of re-engagement emails
• Email content respects member interest category preferences
• Recommendations exclude content the member has already viewed

Error Handling

• If AI recommendation service unavailable, send email with generic content
• Failed email deliveries logged and retried

Implementation Contracts (AI Engagement)

GET    /api/members/inactive                 # List inactive members
POST   /api/members/re-engage                # Trigger re-engagement emails
GET    /api/members/{id}/recommendations     # Get AI recommendations for member
PUT    /api/settings/engagement              # Update engagement settings