Membership Portal Manual

The Director Dashboard is your command center for reviewing and managing all membership applications.

At the top, you'll see a row of stat cards showing Total Members, Pending, Approved, Rejected, and Expiring Soon counts.

Below the stats, charts visualize membership trends and distributions.

The member list auto-refreshes every 3 seconds so you always see the latest applications. You can also click "Refresh List" to reload manually.

Use the search bar to find members by name, member ID, or email.

Use the status tabs (All Registries, Pending, Approved, Rejected, Revision, Deleted) to filter the list by application status.

Every membership application goes through a 3-step review process before final approval:

Step 1 — Requirements Verification (Director): You review the applicant's submitted information and documents to confirm all requirements are complete.

Step 2 — Payment Validation (Finance): Once requirements are verified, the application is endorsed to Finance, who validates the proof of payment.

Step 3 — Final Decision (Director): After Finance confirms the payment, you give the final approval. The member ID, digital card, and certificate are auto-generated.

At any step, you can also Request Revision if specific fields or documents need correction from the applicant.

On any pending application, click the "Verify Requirements" button to open the review dialog.

The dialog shows the applicant's photo, personal details, professional credentials, and a link to view their proof of payment.

You have three options:

Requirements Complete — Verify: Confirms all requirements are met and unlocks Step 2 (Endorse to Finance).

Deny — Lacking Requirements: Rejects the application. You must provide a reason for denial.

Request Revision: Flags specific fields or documents for the applicant to correct. This does NOT reject the application — it sends it back for revision, and the applicant only needs to update the flagged items.

After requirements are verified, the "Endorse for Payment Validation" button becomes available.

Clicking it sends the application to the Finance team for payment validation.

The application's finance status changes to "Pending Finance Review" and appears in the Finance Portal.

You do not need to take further action until Finance confirms or rejects the payment.

Once Finance confirms the payment, the Approve and Reject buttons become available in Step 3.

Approve: Generates the member ID, digital membership card, and certificate automatically. A confirmation celebration appears on screen.

Reject: Rejects the application. You can add remarks explaining the rejection.

Request Revision: Even at Step 3, you can request a revision if you spot missed details. This uses the same tick-and-instruct flow as Step 1.

The Request Revision option is available in both Step 1 (Requirements Verification) and Step 3 (Final Decision) as a fallback for missed details.

Clicking it opens a dialog where you can tick the specific fields or documents that need correction.

For each ticked item, you can add a per-item note explaining what needs to be fixed.

You can also add a general remark for the applicant.

On submit, the application status changes to "Revision Requested". The applicant sees an alert on their "My Membership" page and is routed to revise only the flagged items — all other fields are locked as accepted.

Once the applicant resubmits, the application returns to "Pending" and re-enters the review process.

Click the "Add Member" button in the action bar to manually create a member record.

Fill in the member's personal information, professional credentials, employment details, and upload their photo.

Manually added members are auto-approved — they receive a member ID, digital card, and certificate immediately upon creation.

This is useful for registering existing members or handling in-person applications.

Click the "Generate Report" button to open the report dialog.

You can filter by membership type and status, then generate a downloadable report of the member registry.

Reports are useful for audits, meetings, and record-keeping.

The "Signature Settings" button is available to authorized admin accounts (Director of Membership and Administrators).

Use it to upload and configure the Director and President signatures that appear on generated digital certificates.

Upload a signature image, then it will be embedded on all newly generated certificates.

Authorized admin accounts can delete a member record by clicking the trash icon on a member card.

Deletion requires a reason and archives the record — it's hidden from the active list and public view but retained in the database for audit purposes.

Deleted members appear in the "Deleted" tab. From there, authorized admins can permanently erase a record if needed (this action cannot be undone).

Click the "View Roster" button to open the official membership directory.

The roster shows all approved members with their photos, names, member IDs, membership types, and validity status.

Use the search bar to find specific members by name, ID, or workplace.