Managing Members

The Members section of the admin dashboard is where you manage the people in your organization. You can add members manually, approve pending sign-ups, assign membership types, and deactivate members who leave.

Viewing your members

1. Click Members in the sidebar.
2. You’ll see a table listing all active members with columns for name, email, membership type, status, and join date.
3. Use the Search box to filter members by name or email.
4. Click a column header to sort the list.
5. Use the pagination buttons at the bottom to navigate through pages.

Adding a member

1. On the Members page, click the Add Member button.
2. Fill in the member details:

Field	Description
First Name	Required.
Last Name	Required.
Email	Optional. Used for auto-linking when the member signs in.
Phone	Optional. Also used for auto-linking if email is not available.
Membership Number	Optional. A custom identifier for the member (e.g., a club ID).
Membership Type	Optional. Select a type defined in your organization (e.g., “Rotarian”, “Friend”).
Join Date	Optional. When the member joined.

3. Click Create to save the member.

Members created by an admin are immediately active — they do not go through an approval workflow.

Editing a member

1. Click a member’s name in the list.
2. Update any field on the member detail page.
3. Click Save.

You can also toggle a member’s Active status on this page to deactivate them without deleting.

Approving pending members

If your organization has approval required enabled, new members who sign up are placed in a Pending status until an admin approves them.

Pending members appear in the members list with a Pending badge. You can approve them in two ways:

• From the list: Click the Approve button next to the member’s name.
• From the detail page: Review the member’s information, then click Approve.

When you approve a member, a welcome email is automatically sent to them.

Rejecting a member

On the member detail page, click Reject to deny a pending member. Rejected members are removed from the members list.

Membership types

Membership types let you categorize members into tiers (e.g., “Full Member”, “Associate”, “Student”). These types are used for:

• Pricing rules — Different ticket prices for different membership tiers.
• Guest limits — Some event types allow different numbers of guests per tier.

Manage membership types from the Settings section or from Event Types.

Auto-linking

When a member signs in to your website for the first time, Seva automatically links their account to their member record. The system matches by email address first, then by phone number. This means you can import your member list and members will be connected to their accounts as they sign in — no manual linking required.

Understanding member status

Every member has two independent status indicators. They serve different purposes and are managed separately.

Active (on/off switch)

The Active checkbox on the member detail page controls whether a member can use the system at all. Think of it as an on/off switch for the member’s account.

• Checked (active): The member can sign in, view the directory, register for events, and use all member features.
• Unchecked (inactive): The member is immediately blocked from all access. Their record and history are preserved, and they can be reactivated at any time.

Active is the primary access control for members. When you need to revoke someone’s access — whether they’ve left the organization, been suspended, or need to be temporarily locked out — this is the field to change.

Status (approval workflow)

The Status badge tracks where a member is in the approval pipeline. It only comes into play when your organization requires approval for new sign-ups.

• Active: The member has been approved (or was created directly by an admin) and has full access.
• Pending: The member signed up but hasn’t been approved yet. They have limited access until an admin approves or rejects them.
• Rejected: The member’s application was denied by an admin.

Status is managed through the Approve and Reject buttons, not the Active checkbox.

How they work together

The two fields are independent — changing one does not affect the other. Here are the common combinations:

Active	Status	What the member can do
Yes	Active	Full access — this is the normal state
Yes	Pending	Limited access — waiting for admin approval
No	Active	Blocked — was approved but has been deactivated
No	Pending	Blocked — deactivation overrides everything

The key takeaway: Active always wins. If Active is unchecked, the member is blocked regardless of their approval status. If Active is checked, their approval status determines what level of access they have.

Deactivating a member

Deactivating a member immediately revokes their access to your organization. This is used when a member leaves, is suspended, or should no longer be able to use your website’s member features.

How to deactivate

There are two ways:

• From the detail page: Uncheck the Active checkbox and click Save.
• Delete button: Click Delete on the member detail page. This is a soft-delete — it unchecks Active for you and redirects back to the members list.

Both methods have the same effect.

What happens when you deactivate a member

• Access is blocked immediately. Even if the member is currently signed in or has an active session, their very next action will be denied. They do not need to sign out first — the system checks their active status on every request.
• All sessions are terminated. Any existing sign-in sessions the member has are deleted, forcing them to the signed-out state.
• Web components show a message. If the member is using an embedded component (like My Profile or My Registrations) when they are deactivated, they will see “Your account has been deactivated. Please contact an administrator.”
• The member disappears from lists. Deactivated members no longer appear in the members list, the member directory, or as available hosts for events.
• Their data is preserved. The member record is not deleted — it’s just marked inactive. Past registrations, attendance history, and other records remain intact.

Deactivation vs. rejection

These are different concepts:

	Deactivation (Active checkbox)	Rejection (Reject button)
Who it applies to	Any member	Only pending members awaiting approval
What it does	Blocks all access immediately	Denies the membership application
Reversible?	Yes — re-check Active and save	Would need to re-create the member
Sessions terminated?	Yes	No (pending members have limited access)

Reactivating a member

1. Deactivated members are hidden from the default members list. To find them, look up the member directly (e.g., via search or direct URL).
2. On the member detail page, check the Active checkbox.
3. Click Save.

The member can immediately sign in and use all member features again. They do not need a new account — their existing account and history are restored.

Member self-service

If your website uses Seva’s embeddable web components, members can manage some of their own information without admin intervention:

• <seva-my-profile> — Members can view their profile, edit their directory contact info (email, phone), and add or verify a phone number.
• <seva-member-directory> — Members can browse a searchable directory of all active members in the organization.

These components are modal-based and self-manage authentication. See the Webmaster Guide for setup instructions.

Next steps

• Managing Events — Create events and set up tickets
• Tickets — Configure ticket types and pricing rules
• Registrations — Track who’s registered for your events