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A member profile is the customer record a loan application links to. No member record, no loan application. Before you can open a loan application, the borrower must have a member record in your workspace.
Always search for a member before creating a new one. Duplicate records cause confusion when linking loan applications and tracking KYC history. Use the search bar on the Members list to check whether a member already exists.

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Who can create members

You need the members.create capability to add new member profiles. This capability is held by the Credit Officer and the Administrator. If you cannot see the New member button, ask your Administrator to check your role assignment.

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Creating a new member

1

Open the New member form

Go to Members in the main navigation, then click New member in the top-right corner of the Members list.
2

Choose the branch and CIF number

Two fields block the save and the form will not let you continue without them:
  • Branch (required): the credit union branch this member belongs to. It is fixed once the member is created.
  • Member CIF number (required): the Customer Information File number, the member’s primary identifier within the credit union. One CIF per person, and it must be unique within your workspace.
3

Enter personal details

Fill in the member’s core identifying information:
  • First name and last name (required)
  • Salutation and middle name (optional)
  • Date of birth (required)
  • Gender and employment status (optional)
  • Email address and phone number (both optional)
  • Marital status, dependents, and education (optional)
4

Enter identity details

Fill in the member’s identity numbers. These fields are all optional at creation and you can add or update them later by editing the profile. The TRN, driver’s licence, passport, government ID number, and mother’s maiden name are encrypted at rest and are never exported in plain text:
  • TRN (Tax Registration Number), used as the primary identifier for KYC verification
  • Driver’s licence number, used as an alternative KYC identifier
  • Passport number, stored as an additional identity reference
  • Government ID type, number, and issuer, for any other identity document
  • Mother’s maiden name and internal notes, both stored encrypted
5

Enter address and residence details

Fill in the member’s address and living situation. All of these are optional:
  • Address line 1 and address line 2
  • City, parish, and postal code
  • Residential status, years at the address, and previous address
6

Add next-of-kin and bank account details (optional)

Capture the member’s nearest relative (name, relationship, contact details, and address) and, if you have it, their bank account number. The bank account number is encrypted at rest. You can add or update any of this later by editing the member’s profile.
7

Save the member

Click Create member. The platform creates the member record and opens the member’s profile page. The member’s KYC status stays UNVERIFIED until you run a verification check.
Several identity fields are encrypted at rest with your credit union’s own AES-256-GCM key as a compliance requirement: TRN, driver’s licence number, passport number, bank account number, government ID number, mother’s maiden name, and internal notes. They cannot be exported or copied in plain text. The Reveal control, which decrypts a stored value in place, is available only when editing an existing member, not on the create form, and only for five of these fields: TRN, driver’s licence, passport, bank account, and internal notes. The government ID number and mother’s maiden name are encrypted but have no Reveal path; they show as blank edit inputs. Reveal requires the members.edit capability, and each reveal emits a member.pii.revealed audit event recording who revealed which field. The decrypted value itself is never written to the audit log.

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Searching for members

The Members list includes a search bar at the top of the page. As you type, the platform searches member names using type-ahead matching, so results update in real time. You can also filter by KYC status, member status, or a created-date range using the controls alongside the search bar. An Export control on the toolbar downloads the currently filtered list as a CSV. Click any result row to open that member’s profile.

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Editing a member

1

Open the member's profile

Find the member using search, then click their name to open their profile page.
2

Click Edit

Click the Edit button in the top-right area of the profile header. You need the members.edit capability to see this button.
3

Update the fields

Change any fields as needed: personal details, contact information, address, identity numbers, or bank account details.
4

Save your changes

Click Save changes. The changes are applied immediately and recorded in the audit log.

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Member status

A member’s status reflects the current state of their account with your credit union.
New members are created with ACTIVE status. An active member can be linked to a loan application once KYC is past the initial stage. The platform blocks loan drafting only when KYC is UNVERIFIED or FAILED; VERIFIED, IN_PROGRESS, and MANUAL_REVIEW all allow it. Submitting the loan still requires KYC VERIFIED.
A member becomes INACTIVE when you suspend them; there is no separate “close account” control. Their profile and all associated records, like loans, documents, and KYC history, stay in place. An inactive member cannot be linked to new loan applications, and you reactivate them to return the status to ACTIVE.
The DECEASED value exists on the record, but the platform has no in-app control to set it, and bulk CSV import does not set it either (imported members default to ACTIVE). It appears only through a direct data migration. Day to day, the statuses you set are ACTIVE and INACTIVE.
Suspend and reactivate both require the members.suspend capability, which is restricted to the Administrator. Suspending sets the member to INACTIVE, the same status described above; use it when an account needs to be placed under review, for example due to suspected fraud or a compliance hold. The suspension form requires a reason of at least three characters, which is stored on the record and emitted with the member.suspended audit event. A suspended member’s profile remains visible to staff but cannot be used for new loan origination until you reactivate them, which sets the status back to ACTIVE and clears the stored reason.

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Soft deletion

Deleting a member requires the members.delete capability, which is restricted to the Administrator. When a member is deleted, they are hidden from the standard Members list and search results. Their record is not permanently erased. It is preserved in full for regulatory audit purposes and can be restored by an Administrator if needed. If you need to remove a member from active use without deleting them, suspend the member instead.