Member Lifecycle

This guide covers the full journey of a member in Kairos, from first registration through approval, active membership, and eventual deactivation.

1. Registration

A new member can register themselves via the login screen by clicking Create account. They fill in:

• First and last name
• Email address
• Password
• Phone number
• Date of birth and gender
• Home branch selection
• Address (optional at registration)

After submitting, their account is created with Pending status. They receive a confirmation and can log in, but their access is restricted to their own profile only until approved.

Alternatively, a Pastor or Admin can add a member directly via Members → + Add Member. Members added this way are automatically approved.

2. Approval

Pending registrations appear in the Approval Queue accessible from the Members page header (Pastors and Admins only).

Approving a member:

1. Go to Members → Approval Queue
2. Review the member's submitted details
3. Click Approve. They immediately gain full member access
4. Or click Reject. Their account is removed

Once approved, the member sees the full navigation for their role and can:

• View and edit their profile
• See their fellowships and departments
• Submit forms
• View their attendance history

3. Active membership

An active, approved member can:

• Keep their profile up to date (contact details, photo, emergency info)
• Request to join a fellowship
• Request to join up to two departments
• Register for outreach programs in their branch
• Submit forms (First-Time Visitor, Baptism, Testimony, etc.)
• View their attendance history via My Attendance

4. Role assignment

Functional roles are assigned by Admins. A member's navigation and capabilities update immediately when a role grant is added or removed, with no re-login required.

Examples of role grants:

• FellowshipLeader scoped to a specific fellowship → unlocks fellowship management
• DepartmentLeader scoped to a specific department → unlocks department roster and follow-ups
• BranchAdmin scoped to a branch → grants Pastor-level access for that branch

5. Deactivation

Deactivating a member is a soft delete. All their data (attendance records, follow-up notes, department history, donation history) is preserved. They lose login access but nothing is removed from reports or historical records.

Only Pastors and Admins can deactivate members.

To deactivate: open the member card on the Members page and click Deactivate. Confirm the action.

To reactivate: find the member using the Inactive status filter and click Reactivate.

6. CSV import and export

For bulk operations:

• Import CSV: upload a spreadsheet of members to create multiple accounts at once. The system validates each row and shows a preview before importing.
• Export CSV: download the current filtered member list. Useful for reporting, external mail merges, or migrating data.

Both are available to Pastors and Admins from the Members page header.