Working with the Members directory

Who you can see

Opening the Members directory needs the viewMembers capability, which an administrator grants in Role Management. What the list shows you depends on your role's scope. Administrators usually see every member in every branch, Regional VPs see members in the branches of their region, and Branch Executives see members in their own branch only. On most deployments Branch Executives also see only members whose status is Active, though that is configured per deployment. If your role includes viewMembersListOutOfScope, you see the full member list even outside your region or branch, with restricted fields on those out-of-scope profiles.

Two rules apply to everyone, including administrators. Members set to the inactive status are hidden from the directory entirely and their profiles cannot be opened, so think twice before setting someone to Inactive because they will vanish from the list for all users while staying in the database. Branch names in the Location column may also be display-transformed (merged or renamed) according to per-deployment rules.

There is no delete button for members. They cannot be removed from the directory or profile pages. Members leave the roster through the master-list import's Departures step, and members set to the inactive status simply disappear from view.

Searching, filtering, and finding missing data

The directory header shows the total count and Page X / Y, and just below the search bar it reads Showing N to M of total. The list is always sorted alphabetically by last name, A to Z, and there is no on-screen sort control. Pages hold 50 members, and you move through them with Prev and Next at the bottom. Your search, scope, filters, and page are all kept in the page URL, so the browser Back button and shared links restore the exact same view.

Searching is forgiving. Matching is accent-insensitive, so typing Seb also finds Sebastien. Multi-word searches use AND logic, so every word must match somewhere in the member's searchable fields. If nothing matches you see No members match your search.

The Missing fields button, next to the scope selector, narrows the list to members who are missing data. It opens a panel titled Show only members missing, with around 40 field checkboxes such as Email, Date of Birth, Job Title, and Membership Card. Only fields that at least one visible member is actually missing appear there. If everyone's profiles are complete it says All members have complete profiles. The Membership Card option is special: it checks the stored card files rather than a database column, so it finds members with no uploaded card PDF or no employee ID.

1. 1Use the Search dropdown to pick a scope: All (the default), Name, Job, Location, or Status. The current choice shows a check mark, and All searches across name, email, job title, location, organization, and status at once.
2. 2Type in the search box and click Search. Click Reset to clear the query, scope, and any missing-field filters and return to page 1.
3. 3To find gaps, click Missing fields and tick one or more checkboxes. The list filters immediately and the button shows the count of active filters, for example Missing fields (2).
4. 4Click Clear filter inside the panel, or Reset, to remove the filter. Clicking outside the panel just closes it.

Inside a member profile

Click a member's name to open their profile. It opens scrolled to the top and shows their name, the inline status editor, membership card controls, and a Back button that returns you to the previous page. The profile is built from blocks (Core, Salary, Employment, Union, Contact, Home Address, Dates, Seniority, Notes, and Changelog), and each block only appears if you hold its view capability. If you cannot see a block, you do not have its capability.

Some blocks have their own controls. The Core block links Job Title and Location to their job and branch pages. The Employment block has Flexwork and Rehire toggle chips that open panels where you keep free-text rows with Add row and per-row x buttons. The Seniority block has a switch that includes or excludes the member from the Seniority list, and the Notes block is a free-text field. For Branch Executives the server always strips home-address values and refuses edits to them, regardless of capabilities.

If you open a profile outside your assigned region or branch (only possible with the viewMembersOutOfScope capability), an amber Out-of-scope member banner appears and only permitted blocks are visible. On those profiles each block is gated by the out-of-scope variant of its capability, so an administrator controls exactly which blocks RVPs and others can see on out-of-region members.

Editing fields and changing status

The Status badge in the list, and in the profile header, is editable in place. A single click does nothing on purpose, to prevent accidental edits, so you double-click instead. Available statuses are configured per deployment, and saving a status edit requires the editMembers and editMemberFieldEmployment capabilities. Saving is optimistic: the change applies immediately, and if the server rejects it the badge reverts and an Update failed error appears.

Editing a field needs the editMembers capability plus the matching per-block edit capability. There is no edit request or approval workflow, so saved edits apply immediately, again optimistically. Every edit is written to the member's Changelog and pushed as an in-app notification to administrators and RVPs. A small dot in a field card's corner tells you its history: orange means edited by hand, red means a rejected import value, and cyan means the field is flagged Do not notify. If a field qualifies for more than one, cyan wins, then red, then orange.

1. 1To change a status, double-click the badge, choose a status from the dropdown, then click the green check to save or the red x to cancel.
2. 2To edit a field, double-click the field card and type the new value. For Job Title and Location, suggestion chips appear once you have typed three or more characters, and clicking one fills it in.
3. 3Click Save, then confirm the before-and-after prompt, or use Cancel to discard.
4. 4To protect a value you fixed by hand, press and hold a field card for about three seconds to toggle its Do not notify flag (the cyan dot). Flagged fields are skipped entirely during master-list imports and never overwritten.

Membership cards and the Changelog

Some deployments store a membership card PDF per member. If yours does not use this feature, you will not see these controls. When a card exists, a Membership card button in the profile header opens the PDF in a new tab, which needs the viewMembershipCards capability. The download link is a signed link valid for about an hour, so just click the button again if it expires. Uploading and deleting are both gated by the deleteMembershipCards capability: only PDF files are accepted, the maximum size is 10 MB, and the member must have an employee ID on file. Uploading again replaces the existing card, and a red trash-can icon beside the card button deletes a card after a confirmation.

At the bottom of the profile, the Changelog block is a collapsible audit trail. Click its header to expand or collapse it; the header shows the total entry count. Each entry lists the field that changed, the date and time, the email of the person who made the change, and the before-and-after diff. Entries are newest first, 15 per page, with Previous and Next buttons. There are no filter controls, because it is the complete history for that member.

1. 1To view a card, click the Membership card button in the profile header.
2. 2To add one, click Upload card PDF and pick a PDF up to 10 MB.
3. 3To remove one, click the red trash-can icon and confirm the prompt.
4. 4To review history, click the Changelog header to expand it, then page through with Previous and Next.

Temporary members and retirees

Two side lists hold people who are not on the employer's payroll master list. From the Members toolbar, Manage Other Members opens a chooser with Temporary (amber) and Retirees (blue) buttons. Temporary members are people not yet on the master list, and they are included in a full global Export Data CSV. Retirees are former members kept on union-wide email exports. Managing either list requires the exportData capability. Each list shows Name, Email, and Phone columns with a Remove button per row.

An orange dot beside a name flags that the same name exists on the main roster, which helps you spot accidental duplicates. There is no merge tool, so duplicates are surfaced this way rather than merged automatically. On the Temporary list only, a small green keep marker in the far-left corner of each row lets you mark someone as keep, do not remove, for staff who are on the list on purpose. Removing anyone always asks for confirmation first.

1. 1Open Manage Other Members from the toolbar, then pick Temporary or Retirees.
2. 2Click Add person, fill in Name and Email (Phone is optional), then click Add.
3. 3To remove someone, click Remove and confirm the dialog.
4. 4On the Temporary list, if a row's orange dot shows a name match to an active member, the Remove dialog offers Add email to profile & remove, which copies the email onto the matching profile and sends the person a bilingual upgrade email before deleting the temporary entry.