Being membership chair

You look after who's in the club. You can see the full roster, decide applications, import and invite members, and open members' legal identities when the job needs it. You can also read the audit log.

Vetting

Applications wait on Vetting. Each goes through the same steps, in order: sponsor, interview, orientation, consent policy. Only the next step is offered. Mark it done, with a short note if it helps the next reviewer. Notes stay on the vetting page.

When every step is done, approve or decline, with a note for the record if you like. The decision goes in the audit log. Approving makes the person an active member for a year, and if their interview is done, marks them as 18+ verified. They get an email either way. You can decline at any stage.

Change what applicants are asked from Application questions: one to five short questions.

Importing members

To bring members over from another system, use Import members. It takes a CSV from WildApricot, TidyHQ, Eventbrite or a spreadsheet, up to 5,000 rows.

1. Choose the file. Colors guesses where it came from.
2. Match the columns.
3. Check the file. This is a dry run: it shows what would happen without changing anything.
4. Import.

Colors updates an existing member when the email matches, skips rows that look like a duplicate of someone already in the club, and skips rows with no legal name or anyone under 18. Imported members start unlisted, with no roles, and nobody is emailed. An import can't be undone, so read the dry run carefully.

Inviting people

Invite sends someone a link to join, valid for 14 days. Resend sends a fresh link and cancels the old one.

Invited people skip vetting and become active straight away, so only invite people the club already knows. You can invite someone straight into a role, including officer roles. Be sure before you do.

Opening a legal name

On a member's page, the Legal identity card lets you open their legal name, date of birth, email, phone and address. You'll be asked why. Be specific: "renewal paperwork for the state filing" is better than "admin".

• The details show for 30 seconds, then hide.
• Your reason, your scene name and the time go in the audit log first.
• The member sees every read, with your reason, on their own privacy page.

That last point is the reason for the rest. Members trust the club with names that could out them. Being able to see who looked, and why, is what lets them trust it. Only open a record when you need what's in it.