Member records — Add, Edit & Manage
The top-bar People tab is look-up only. Adding, editing, and deleting a record is Administration → Member records (under People & families). This section covers that admin page, the profile view, photos, and the self-service controls a person has on their own public profile.
Member records
Open Administration → Member records. The page shows:
- Stat cards — total people, active families, and typed members.
- Breakdowns — people by classification (Member, Guest, …) and by member type (Radical, Trailblazer, G&A).
- Quick actions — Add person, Maintenance (backups and roster import), Campuses, and a link to the public directory.
- A searchable list of everyone, with filters and paging.
The top-bar People tab is a different door: look someone up by ministry, family, birthday month, or search. It does not add records.
Finding people
- Type a name or email in the search box.
- Narrow by classification or member type. "Not set" under member type finds the people still missing one.
- Campus comes from the selector in the top bar, not from this page. There is one campus control for the whole site.
- Results paginate 25 at a time. Click a person's name to open their profile, or Edit — pinned to the right-hand edge, so it stays on screen however narrow the window.
Reading the list
Two columns are deliberately narrow, because spelled out they took more width than the person's name:
- Cls — a coloured circle for classification. Green means attending, orange not attending, grey not recorded. The letters inside are the classification's short code, so the mark still works in print and for anyone who does not separate the two colours.
- Type — a symbol for member type: an arrow for G&A, a seedling for Radical, a pennant for Trailblazer.
The two cards above the list — By classification and By member type — are also the key: every mark appears there beside the name it stands for and the number of people it covers. Hovering a mark names it too.
Adding a person
- On Member records, click + Add person.
- Fill in the form. Only the last name is required — everything else is optional (matching how the record editor validates).
- Click Create person.
The editor is grouped for clarity:
- Name & identity — title, first, middle, last, suffix, gender.
- Birth date — month and day must be entered together (or left blank); year is optional.
- Membership — classification, member type, membership date.
- Family & campus — the household they belong to, their family role, and their primary campus.
- Contact — emails and phones.
- Location — address, city, province, postal code, country.
- Social — Facebook, LinkedIn, X.
Editing a person
From the list, click Edit, or open the profile and choose Edit. The same grouped form is used, pre-filled with the person's details. Changes are saved against the record with an updated-by/edited-on stamp.
The profile view
Clicking a person's name opens their profile — a read view with:
- a photo (or initials when no photo is set),
- quick info (gender, classification, member type, family role, membership date, birthday),
- contact rows with call, text, email, and copy-to-clipboard buttons,
- address with map links (and an embedded map when coordinates are known),
- campus affiliations, and
- a Family panel listing household members, each linking to their profile.
The Actions menu
The Actions button (admins) offers: Edit person, View public profile, Change family/role, View photo, and Delete person (with a confirmation).
Refresh coordinates
When a person belongs to a family, a Refresh coordinates button looks up the family's map location from its address (via OpenStreetMap) and stores it, so the map appears. Coordinates live on the family record, shared by everyone in that household.
Photos
Photos are stored in a portal-owned folder and served by the portal. A person's photo shows on their profile and in the directory; when none is set, their initials are shown instead.
- Admins can set a photo from the profile.
- The person themselves can upload or remove their own photo (see below).
Self-service on your own profile
When someone is signed in and viewing their own public profile (/people/{their id}), a Manage my profile panel appears with:
- Profile photo — upload or remove (images are re-encoded to a safe square).
- Primary campus — choose the campus they're affiliated with.
- Address coordinates — a Refresh button to map their family's address.
Portal-wide admins get the same controls on anyone's profile. Everyone else sees a read-only profile.
Importing a campus roster
Bulk load from the Hub Excel workbook lives on Maintenance, not on Member records and not on the People tab. See Import, Export & Backups.
Families
Households are managed on the Families page (under People & families): search families, see member counts, and open a family to edit its shared address, phone, email, and wedding/anniversary date. The family editor lists its members (each linking to their profile) and includes the same Refresh coordinates button. A family can't be deleted while it still has members — reassign them or deactivate the family instead.
Dropdown options
The values in the classification, family-role, and member-type dropdowns are managed on the Member types page (under People & families). See that page to add, rename, reorder, or remove options. An option that's still in use can't be deleted until the people using it are reassigned.