Client PortalJourneys
UJ-C-002: Create New Member
Client staff creates a new member account in the system
Journey Overview
| Attribute | Value |
|---|---|
| Journey ID | UJ-C-002 |
| Actor | Client Admin / Staff |
| Goal | Create a new member account |
| Trigger | New member needs to be added to system |
| Outcome | Member account created and accessible |
Preconditions
- Staff has ROLE_CLIENT_ADMIN permission
- Member email is not already registered
- Membership plan exists (if assigning)
Journey Flow
flowchart TD
A[Navigate to Members] --> B[Click Add Member]
B --> C[Enter personal details]
C --> D[Enter contact details]
D --> E[Assign membership plan]
E --> F{Send invite?}
F -->|Yes| G[Member receives invite email]
F -->|No| H[Account created silently]
G --> I[Member sets password]
H --> J[Staff shares credentials]
I --> K[Member can access portal]
J --> KDetailed Steps
- Access Member Management
Navigate to Members section:
- Client Portal → Members
- Click "Add Member" or "+" button
- Enter Personal Information
Required fields:
Field Type Required Validation First Name Text Yes Min 2 chars Last Name Text Yes Min 2 chars Email Email Yes Unique, valid format Date of Birth Date Configurable Past date Gender Select Configurable Options list Form:
┌─────────────────────────────────────────────────────────────┐ │ Add New Member │ ├─────────────────────────────────────────────────────────────┤ │ │ │ Personal Information │ │ ──────────────────── │ │ │ │ First Name * Last Name * │ │ [________________] [________________] │ │ │ │ Email * │ │ [________________________________] │ │ │ │ Date of Birth Gender │ │ [__/__/____] [Select ▼] │ │ │ └─────────────────────────────────────────────────────────────┘ - Enter Contact Details
Contact information:
Field Type Required Phone Phone Configurable Mobile Phone Configurable Address Text Configurable City Text Configurable State Select Configurable Postcode Text Configurable Country Select Configurable - Professional Details
Work information:
Field Type Required Company Text No Position Text No LinkedIn URL URL No Website URL No - Assign Membership
Membership configuration:
┌─────────────────────────────────────────────────────────────┐ │ Membership │ ├─────────────────────────────────────────────────────────────┤ │ │ │ Membership Plan │ │ [Select Plan ▼] │ │ • Professional (Annual - $485) │ │ • Basic (Monthly - $19) │ │ • Corporate (Assigned via group) │ │ │ │ Start Date Expiry Date │ │ [__/__/____] [__/__/____] │ │ │ │ Payment Status │ │ ○ Paid (already collected) │ │ ○ Invoice (send invoice to member) │ │ ○ Complimentary (no payment required) │ │ │ │ Group/Corporate Membership │ │ [Select Group ▼] (optional) │ │ │ └─────────────────────────────────────────────────────────────┘ - Invitation Settings
Choose how member gets access:
Option Behavior Send Invite Email Member receives email to set password Generate Password System creates password for staff to share SSO Only Member uses SSO (no password needed) Invite Email Contents:
- Welcome message
- Link to set password
- Getting started guide
- Login instructions
- Review and Create
Review all details:
┌─────────────────────────────────────────────────────────────┐ │ Review Member Details │ ├─────────────────────────────────────────────────────────────┤ │ │ │ Name: John Smith │ │ Email: john@company.com │ │ Phone: 0412 345 678 │ │ │ │ Membership: Professional (Annual) │ │ Start: March 15, 2025 │ │ Expiry: March 15, 2026 │ │ Payment: Invoice │ │ │ │ ☑ Send invitation email to member │ │ │ │ [Back] [Create Member] │ │ │ └─────────────────────────────────────────────────────────────┘ - Member Created
Confirmation:
- Member record created
- Membership assigned
- Invite email sent (if selected)
- CRM sync triggered (if enabled)
- Audit log entry created
Validation Rules
| Field | Rule |
|---|---|
| Must be unique in tenant | |
| Valid email format | |
| Phone | Valid phone format |
| Start Date | Cannot be in past |
| Expiry | Must be after start |
CRM Integration
If CRM enabled, member is synced:
- Contact created in Salesforce/HubSpot
- Tags applied based on membership
- Custom fields mapped
- Lead source recorded
Related Entities
Related Journeys
Acceptance Criteria
Frontend
- Add Member form with all fields
- Membership plan dropdown
- Date pickers for membership dates
- Payment status selection
- Invitation options
- Form validation
- Success confirmation
- Error handling
Backend
-
POST /api/members- Create member - Email uniqueness validation
- Membership assignment
- Invite email sending
- CRM sync trigger
- Audit logging
Permissions
- Only ROLE_CLIENT_ADMIN can create members
- Tenant scoping enforced
Business Rules
- Email unique per tenant
- Membership dates validated
- Invite email sent if selected
- CRM sync on creation
Error Handling
- Duplicate email message
- Validation error display
- Email send failure handling