User Guide

Member Registration

Add new members individually by clicking 'Add Member' or import multiple members using Excel files. Required information includes personal details, contact information, and membership status.

1. Navigate to Members section from the sidebar
2. Click 'Register Member' button
3. Fill in all required fields (name, email, phone, address)
4. Set membership status and type
5. Save to complete registration

Member Profiles

View and edit detailed member information including contact details, membership history, financial records, and associated RPN accounts. Each profile provides a complete overview of the member's relationship with your association.

Search & Filter

Find members quickly using the search bar or apply filters by status, membership type, registration date, or other criteria. Export filtered results for reporting purposes.

Bulk Import

Upload Excel files to add or update multiple members at once. Download the template to ensure your data is formatted correctly. The system validates data and provides detailed error reports.

RPN Members

Register members for RPN participation. Members can be marked as RPN members (participants) or RPN parents (family heads). View all RPN members, their matriculation numbers, and family relationships.

1. Go to RPN section from sidebar
2. Click 'Add RPN Member' to register new participant
3. Link RPN members to their parent/family head
4. Specify relationship type (Child, Spouse, Sibling, etc.)
5. Track active and inactive RPN accounts

RPN Parents

View family heads and their associated RPN members. Calculate family sizes for contribution calculations. Parents don't need to be RPN members themselves but serve as the primary contact for the family.

Death Events

Record death events and calculate contributions. The system automatically calculates how much each member owes based on family size and contribution rules. Track payment status and send notifications.

1. Navigate to RPN > Death Events
2. Click 'Record Death Event'
3. Enter deceased member details and death date
4. System calculates contributions per member
5. Track payments and send reminders

RPN Import

Import RPN members in bulk with automatic parent matching. The system matches imported members to existing association members by matricule or name, creating the necessary family relationships.

Create Cotisation

Set up membership fees for specific periods. Define the amount, due date, and applicable members. The system can automatically apply cotisation to all active members or selected groups.

1. Go to Cotisation > Create
2. Set cotisation period (month, quarter, year)
3. Define amount and currency
4. Select applicable members or apply to all
5. Set due date and payment deadline
6. Add description and any special terms

Payment Tracking

Monitor payment status for each member. View who has paid, who has pending payments, and who is overdue. Send automated reminders to members with outstanding dues.

Financial Reports

Generate reports showing total collected, pending amounts, and payment trends over time. Export reports for accounting purposes or board presentations.

Create Events

Organize association events with details, dates, and participant tracking. Events can be meetings, fundraisers, or social gatherings.

Contribution Events

Set up contribution campaigns for specific purposes. Track member contributions and generate receipts. Different from regular cotisation, these are typically one-time or special contributions.

Event Notifications

Send email notifications to members about upcoming events, reminders, and last-minute changes. Track RSVPs and attendance.

View Transactions

Browse all transactions with detailed information including payment method, reference numbers, and related documents. Search and filter to find specific transactions.

Export Reports

Export transaction data to Excel or PDF for accounting, audits, or reporting to board members. Customize date ranges and transaction types.

Financial Reconciliation

Match recorded transactions with bank statements. Identify discrepancies and maintain accurate financial records.

Activity Log

Complete audit trail of all actions taken in the system. View who did what, when, and from which IP address. Essential for compliance and security monitoring.

• Member additions, edits, and deletions
• Financial transactions and modifications
• RPN registrations and death events
• Settings changes
• Login and logout activities
• Data exports and imports

Deleted Members

View and potentially restore deleted member records. Maintains data integrity and allows recovery from accidental deletions.

User Permissions

Control who can access and modify different parts of the system. Set role-based access controls to protect sensitive information.

Organization Settings

Update your association's basic information, contact details, logo, and branding. Configure default language and regional settings.

Notification Settings

Configure email templates and notification preferences. Customize messages for verification, payment reminders, and event notifications.

Historical Data

Import and manage historical records from previous systems. Maintain continuity of your association's records and history.

Data Backup

Export complete database backups for safekeeping. Regular backups protect against data loss and enable disaster recovery.