UnionPally Member Management Guide

A Guide to Adding, Managing, and Understanding Members and Member Assets in Your Association

What Are Members?

Members are the people who belong to your association. They are the heart of your organization - the individuals who attend meetings, pay levies, participate in activities, and make your association a thriving community.

Member Management Features

UNDERSTANDING MEMBER TYPES

Regular Members

The foundation of your association:

• Attend meetings and vote on decisions
• Pay dues and levies
• Participate in association activities
• Can own assets (shops, properties, etc.)

Admin Members

Full management authority:

• Everything regular members can do, PLUS:
• Add and remove other members
• Create and modify levies
• Access financial records
• Manage association settings
• Assign roles to other members

Executive Committee (Exco) Members

Leadership with specific roles:

ADDING NEW MEMBERS - Step by Step

What Information You Need

Required Information:

• Full Name - Member's complete legal name
• Start Date - When they officially join
• Association - Which association they're joining
• Your PIN - For security verification

Optional but Recommended:

• Phone Number - For communication and invites
• Email Address - Official correspondence
• Address - Where they can be reached
• Nickname - What they prefer to be called
• Gender - For demographics and records
• Existing Debt - Any previous outstanding amounts
• Role - Regular member, admin, or exco position

Step-by-Step Process

Step 1: Navigate to Member Management

1. Log into your UnionPally account
2. Select your association
3. Go to "Members" section
4. Click "Add New Member"

Step 2: Fill in Basic Details

Member Name: "John Doe"
Nickname: "JD" (optional)
Start Date: Select the official joining date
Gender: Select from dropdown (optional)

Step 3: Add Contact Information

Phone: Enter with country code
Email: Valid email address
Address: Full residential address

Pro Tip: If the person already has a UnionPally account, they'll automatically be invited to link their profile!

Step 4: Set Financial Information

Existing Debt: Enter any previous debt amount
Role: Choose member type (Regular/Admin/Exco)

Step 5: Security and Confirmation

Your PIN: Enter your security PIN
Review all details
Click "Create Member"

What Happens After Adding a Member

1. Member Profile Created

   • All information stored securely
   • Unique member ID generated

2. Automatic Levy Assignment

   • Registration fee applied (if set)
   • All "For All Members" levies assigned
   • Existing debt recorded (if any)

3. System Invitations

   • If phone/email provided and person has UnionPally account:
     • Link invitation sent automatically
     • Role-based invites for admin/exco positions

4. Admin Notifications

   • Success confirmation with details
   • Summary of applied levies
   • Next steps recommendations

MEMBER ASSETS - Managing Properties and Belongings

What Are Member Assets?

Assets are properties, shops, or items owned by members that your association needs to track. Think of them as the "things" members have that might need special fees, maintenance, or management.

Types of Assets You Can Track

Adding Assets to Members

1. Go to member profile
2. Click "Add Asset"
3. Fill in asset details:

   Asset Name: "Shop A-12"
   Asset Type: Shop
   Description: "Electronics and phone accessories"
   Location: "Block A, Row 1, Main Market"
   Start Date: When member acquired it
   

4. Save the asset

Why Track Assets?

• Asset-Based Levies - Charge fees per shop/property
• Maintenance Tracking - Know what needs upkeep
• Fair Fee Distribution - Bigger properties pay more
• Insurance Records - Document valuable assets
• Transfer History - Track ownership changes

MEMBER LEVIES AND PAYMENTS

How Levies Work with Members

When you create a levy, you can apply it to:

• All Members - Everyone gets the levy automatically
• Specific Members - Choose who gets charged
• Member Assets - Charge based on properties owned

Automatic Levy Assignment

For New Members:

1. Registration Fee - Applied immediately (if set)
2. "For All" Levies - All universal levies assigned
3. Existing Debt - Recorded as debt levy (if any)

For Existing Members:

• New "For All" levies apply automatically
• Asset-based levies apply when assets are added

Payment Tracking

Each member has a payment dashboard showing:

• Paid levies (with dates and amounts)
• Pending payments (with deadlines)
• Total debt and payment history
• Payment performance metrics

MEMBER ROLES AND PERMISSIONS

Permission Levels

Assigning Roles

To Make Someone an Admin:

1. Edit their member profile
2. Change role to "Admin"
3. Enter your PIN
4. They'll get invitation if they have UnionPally account

To Assign Exco Position:

1. Edit member profile
2. Select specific exco role (Chairman, Secretary, etc.)
3. System sends appropriate invitations
4. Member accepts and gains exco powers

Important Notes:

• Only one Chairman per association
• Multiple people can hold same exco position (except Chairman)
• Admins can assign any role
• Exco members can add other members but not admins

MEMBER LIFECYCLE MANAGEMENT

Member Journey

1. Joining Phase

• Member added to system
• Registration fee applied
• Welcome communications sent
• Assets registered (if any)

2. Active Phase

• Regular levy payments
• Meeting attendance
• Asset management
• Role responsibilities

3. Special Situations

• Role changes (promoted to exco/admin)
• Asset acquisitions or sales
• Debt management
• Disciplinary actions

4. Inactive/Exit Phase

(Future Features - Currently Under Development)

• Resignation tracking
• Expulsion records
• Asset transfers
• Final debt settlement

Managing Member Status

Active Members

• Joined and participating normally
• Paying levies on time
• Attending meetings regularly

Members with Issues

• Outstanding debts
• Missed payments
• Poor meeting attendance
• Disciplinary concerns

BEST PRACTICES FOR MEMBER MANAGEMENT

1. Data Quality

• Collect complete information during registration
• Verify phone numbers and emails for accuracy
• Update details regularly as members change info
• Use consistent naming conventions

2. Communication

• Add contact information for all members
• Send invitations to link UnionPally accounts
• Use clear member names (avoid nicknames as primary names)
• Keep address records current

3. Role Management

• Start with regular members - promote based on involvement
• Limit admin access - only trusted, active members
• Distribute exco roles based on skills and availability
• Review roles regularly - adjust as needed

4. Financial Tracking

• Set registration fees for new members
• Apply existing debts during registration
• Use asset-based levies for fair fee distribution
• Monitor payment patterns to identify issues early

5. Asset Management

• Record all member assets for complete tracking
• Use descriptive names ("Shop A-12" not "Shop")
• Keep location information current
• Track asset ownership changes over time

COMMON SETUP SCENARIOS

New Market Association

Member Setup:
- Name: "Ade Johnson"
- Role: Regular Member
- Assets: "Shop 15, Electronics Section"
- Start Date: Market opening date
- Registration Fee: ₦5,000
- Monthly Dues: ₦2,000
- Shop Maintenance: ₦1,000/month

Residential Estate Group

Member Setup:
- Name: "Mrs. Sarah Williams"
- Role: Regular Member
- Assets: "House 23, Block C"
- Start Date: Move-in date
- Registration Fee: ₦10,000
- Security Levy: ₦3,000/month
- Development Fund: ₦50,000 (one-time)

Social Club

Member Setup:
- Name: "Michael Chen"
- Role: Secretary (Exco)
- Assets: None
- Start Date: Club joining date
- Membership Fee: ₦15,000/year
- Event Fund: ₦500/month
- No asset-based fees

Professional Association

Member Setup:
- Name: "Dr. Amina Bakare"
- Role: Admin
- Assets: "Office Suite 4B"
- Start Date: License date
- Annual Dues: ₦25,000
- Office Maintenance: ₦5,000/quarter
- Professional Development Fund: Variable

COMMON MISTAKES TO AVOID

During Member Registration

Missing Contact Information

• Problem: Can't send invitations or communicate effectively
• Solution: Always collect phone number or email

Wrong Start Dates

• Problem: Affects levy calculations and member status
• Solution: Use actual joining date, not system entry date

Ignoring Existing Debts

• Problem: Financial records incomplete
• Solution: Ask about and record any previous debts

Role Management

Too Many Admins

• Problem: Security and control issues
• Solution: Limit admin access to 2-3 trusted members

Wrong Exco Assignments

• Problem: Confusion about responsibilities
• Solution: Match roles to member skills and availability

Asset Tracking

Vague Asset Names

• Problem: Can't identify specific properties
• Solution: Use clear, specific names ("Shop A-12" not "Shop")

Missing Asset Information

• Problem: Incomplete records affect levy calculations
• Solution: Record all member properties and belongings

TROUBLESHOOTING MEMBER ISSUES

"Member can't receive invitations"

Check contact information - phone and email correct?
Verify UnionPally account - do they have one?
Resend invitations - sometimes messages get lost
Manual linking - help them link accounts directly

"Wrong role assigned to member"

Edit member profile - change role field
Check permissions - ensure you have admin access
Verify exco limits - only one chairman allowed
Send new invitations - role change triggers new invites

"Member not seeing their levies"

Check levy assignment - was it applied to this member?
Verify "For All" settings - should everyone have this levy?
Asset-based levies - member needs matching assets
Date ranges - levy might not be active yet

"Asset levies not working"

Asset registered - member must have asset recorded
Asset type match - levy must match asset type
Active status - both asset and levy must be active
Assignment settings - levy set for assets, not members

MEMBER ANALYTICS AND REPORTING

Key Metrics to Track

Member Growth

• New members per month
• Total active members
• Member retention rate
• Geographic distribution

Financial Performance

• Payment completion rates
• Average debt per member
• Levy collection efficiency
• Asset-based revenue

Engagement Levels

• Meeting attendance rates
• Active vs. inactive members
• Communication response rates
• Role participation

Using Member Data

For Association Planning:

• Budget based on member count and payment patterns
• Plan events around member availability and interests
• Adjust levies based on member financial capacity
• Identify leaders from active, engaged members

For Improved Communication:

• Target messages to specific member groups
• Use preferred contact methods (phone vs. email)
• Track response rates to improve messaging
• Personalize communications using member data

UPCOMING MEMBER FEATURES

Currently under development for future releases:

Advanced Member Status Tracking

• Desertion tracking for absent members
• Formal suspension management
• Resignation process handling
• Expulsion records and procedures
• Deceased member memorial features

Enhanced Member Assets

• Asset transfer between members
• Asset history and ownership tracking
• Asset valuation and insurance records
• Maintenance scheduling for assets

Improved Communication

• Bulk SMS to member groups
• Email newsletters and updates
• Push notifications for mobile apps
• WhatsApp integration for groups

MEMBER MANAGEMENT CHECKLIST

Setting Up New Members

• Collect complete contact information
• Set accurate start date
• Record any existing debts
• Assign appropriate role
• Register member assets
• Apply registration fees and universal levies
• Send account linking invitations
• Welcome communication sent

Ongoing Member Management

• Regular data updates - keep contact info current
• Payment monitoring - track dues and debt levels
• Role reviews - adjust positions as needed
• Asset updates - record changes in property ownership
• Engagement tracking - monitor participation levels
• Communication maintenance - ensure members get messages

Monthly Review Tasks

• Check payment completion rates
• Review member debt levels
• Update asset registrations
• Validate contact information
• Assess role assignments
• Plan member engagement activities

MEMBER SUCCESS STRATEGIES

Building Strong Membership

1. Quality Over Quantity

• Focus on engaged, committed members
• Set clear expectations during registration
• Maintain high standards for participation

2. Fair and Transparent Management

• Apply rules consistently to all members
• Maintain clear communication about fees and expectations
• Provide regular updates on association activities

3. Member Development

• Rotate leadership opportunities
• Provide training for exco positions
• Recognize and reward active participation

4. Technology Integration

• Encourage members to link UnionPally accounts
• Use digital communication channels effectively
• Provide training on system features

Retention Strategies

Keep Members Engaged:

• Regular communication and updates
• Fair levy amounts and clear purposes
• Opportunities for participation and leadership
• Recognition for contributions and service

Address Issues Quickly:

• Payment difficulties - offer payment plans
• Communication problems - multiple contact methods
• Role conflicts - clear job descriptions and expectations
• Asset disputes - fair resolution processes

FINAL TIPS FOR SUCCESS

Start Right

• Collect complete information during initial registration
• Set clear expectations about roles and responsibilities
• Use consistent naming and categorization systems
• Plan for growth with scalable processes

Maintain Quality

• Regular data cleanup - keep member information current
• Monitor payment patterns - identify and address issues early
• Review role assignments - ensure they match member capabilities
• Track engagement levels - maintain active participation

Plan for the Future

• Document processes - ensure consistency and continuity
• Train multiple administrators - avoid single points of failure
• Build member leadership - develop successors for key roles
• Continuously improve - gather feedback and adapt systems

Congratulations! You now have the complete guide to managing members in your UnionPally association. Remember: Great associations are built on great member management. Take time to do it right, and your organization will thrive!

Last updated: January 2026 Need technical help? Contact your system administrator Questions about specific features? Check the other user guides Found a problem? Report issues to the development team