S3 secretary manage members

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There are three ways to add members to your club on PigeonLink. You can approve join requests from members who apply themselves, add individual members directly, or import a full membership list from a spreadsheet. This guide covers all three methods.

Three Ways to Add Members

Method 1 Members Join Themselves

Best for ongoing day-to-day membership. Members register on PigeonLink, find your club, and request to join. You approve or decline.

Method 2 Add Individually

Best for adding a single member, or someone without an email address. You enter their details directly.

Method 3 Batch Import from CSV

Best for setting up a new club or migrating an existing membership list. Add hundreds of members in one operation.

Method 1 Approving Member Join Requests

See the separate guide Approving New Members for full instructions on reviewing and acting on pending requests.

Method 2 Adding an Individual Member

Use this method to add a single member directly without them having to submit a join request useful for members who are not comfortable registering online, or when you need to add someone urgently.

From the Manage Members page, click the Active Members tab.
Click the Add Member button in the top-right corner.
Enter the member's email address. PigeonLink checks whether an account already exists.
- If an account exists the member is linked to your club immediately.
- If no account exists enter the member's Full Name. PigeonLink creates a placeholder account for them.
Fill in any optional fields: Flier Name, Member Number, Loft Name, Loft Number, and Club Role.
Click Add Member.

Placeholder Accounts

When you add a member who does not yet have a PigeonLink account, the system creates a placeholder account using their email address. The member cannot log in until they set their own password. Let them know to:

Visit pigeon-link.com
Click Forgot Password
Enter their email address and follow the link in the email to set a new password

Let new members know to expect an email from noreply@pigeon-link.com with instructions for setting their password.

Method 3 Batch Import from CSV

The CSV import is the fastest way to add a large number of members at once. A CSV (Comma-Separated Values) file is a plain text spreadsheet that can be exported from Microsoft Excel, Google Sheets, or any other spreadsheet application.

Required Columns

Your CSV must contain at least these two columns with these exact header names:

Column Name	Description
`full_name`	The member's full name Required
`email`	The member's email address Required

Optional Columns

Add any of these optional columns column order does not matter:

Column Name	Description
`loft_name`	The name of the member's loft
`loft_number`	The official loft/union number (e.g. SR-1001)
`member_number`	The member's club membership number
`role`	Club role: member, secretary, rmanager, smanager, pro, conveyor, treasurer, president. Defaults to member if omitted.
`flier_name`	The racing name shown on results (e.g. J. Smith)
`section_name`	Section name must exactly match a section name in the club hierarchy
`latitude`	Loft latitude in decimal degrees (e.g. 53.35641) or degrees/minutes/seconds (e.g. 53 21 23N)
`longitude`	Loft longitude in decimal degrees (e.g. -6.26031) or degrees/minutes/seconds (e.g. 6 15 47W)

A header row is required. Column names must be written exactly as shown lowercase with underscores. The file can use comma or tab separators.

Uploading the File

From the Manage Members page, click the Active Members tab.
Click the Import CSV button in the top-right corner.
Optionally click Download Sample CSV to get a template file with the correct column names.
Click Choose File, select your prepared CSV file, and click Preview Import.

Reviewing the Preview

Before any changes are made, PigeonLink shows you a preview of every row in your file. Each row is colour-coded:

Colour	Badge	Meaning
White / Green	New account	Member will be imported and a new PigeonLink account created for them
Blue tint	Existing user	Member already has a PigeonLink account they will be added to your club
Amber	Review	Member is already in your club (active, pending, or previously removed) will be skipped
Red	Error	Row has a problem (e.g. missing name or invalid email) will be skipped

If you included loft coordinates, the preview shows the resolved decimal value in the Coords column. Check this before confirming to ensure degrees/minutes/seconds values were parsed correctly.

Confirming the Import

Review the summary at the top it shows how many rows are ready to import, flagged for review, or contain errors.
If satisfied, click Confirm Import (N rows).
The system imports all valid rows and shows a results summary with the outcome for each member: Imported, Approved, Re-added, Skipped, or Error.

The import cannot be automatically undone. If you need to reverse an import, members can be removed individually from the Active Members list.

What Happens to Loft Coordinates

Members with no existing loft record a new loft record is created with the coordinates marked as secretary-verified
Members with an existing loft record the coordinates are updated and marked as secretary-verified
Loft name only (no coordinates) a loft record is created without coordinates; the member can set coordinates themselves via My Loft after logging in

Editing Member Details

After adding members, click the pencil Edit button on any member's row in the Active Members list to open the Edit Member form. From here you can update:

Personal details full name, flier name, email, phone
Loft details loft name, loft number, address
GPS coordinates set or update verified loft coordinates
Club membership details member number, joined date, club role
Primary club flag mark this as the member's primary club

Setting coordinates via the Edit Member form marks them as secretary-verified. This is required for official race distance calculations.

Last updated: 29 Mar 2026