Skip to main content

Managing members

Members are the heart of Collector — everything else (obligations, payments, reports) is organized around them.

The Members page

Registering a member​

Go to Members → New member and fill in:

  • Names — first name, last name, and any other names.
  • Phone — used for SMS reminders and confirmations.
  • Email — used for receipts, reminders, and portal access.
  • Date joined and any demographic details your organization tracks.

Phone and email are each optional, but a member with neither can't receive receipts, reminders, or portal invitations — so capture at least one whenever you can.

What happens automatically on registration​

  1. The member gets a member number.
  2. They're enrolled in every auto-enroll product.
  3. The current period's obligations are generated for each mandatory product they're enrolled in — a member who joins mid-June owes June, not just July onward.
  4. If the registration fee is enabled in Settings, a one-time registration-fee obligation is generated at the fee amount in force on the day they register (later fee changes don't affect them).
  5. If the registration welcome notification is enabled, they receive a welcome SMS/email.

The member page​

Open any member from the list to see their full picture:

  • Profile — contact details and status.
  • Enrollments — which products they participate in.
  • Obligations — what they owe and its status (pending, partially paid, fulfilled, overdue).
  • Payments — everything they've paid, with receipts.
  • Statement of account — the running record of expected vs. paid.

This is also where you record a payment for a specific member, enroll them in a product, or edit their details.

A member's page: arrears, payment cards, obligations, and payments

Member status​

  • Active — participates normally: obligations are generated each period.
  • Inactive — for members who have left or lapsed. Use this instead of deleting, so their payment history stays intact for your records.

Enrolling members in products​

  • Auto-enroll products handle themselves — every member is in.
  • For other products, use the Enrollments section on the member's page: pick the product and click Enroll. The member immediately receives the current period's obligation for that product.
  • Unenrolling stops future obligations; it doesn't erase what was already owed. A member can be re-enrolled at any time.

Managing a member's enrollments

Bringing in existing members​

Don't type your whole register by hand — import members (and their payment history) from CSV or Excel. See Importing data.