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Adding & Managing Members

This guide explains how to add new members to Shepherd, import an existing list, and manage member records over time.

Adding a Member Manually​

  1. Navigate to Members in the sidebar
  2. Click the + Add Member button (top right)
  3. Fill in the member's details:
    • First name and last name (required)
    • Phone number (required — used for WhatsApp messaging)
    • Gender and date of birth
    • Membership status (e.g., Full Member, Adherent)
    • Join date
    • Email, address, and other optional fields
  4. Click Save Member

The member will appear immediately in your directory and can be assigned to groups.

Need someone connected to a household without adding them to the full directory yet? Use the Families module and add them as an Unregistered Person instead of creating a full member record.

Importing Members in Bulk​

If you're migrating from another system or have an existing spreadsheet:

  1. Go to Members → Import
  2. Download the CSV template to see the required format
  3. Fill in your member data in the template
  4. Upload the completed CSV file
  5. Preview the import and resolve any flagged errors
  6. Click Confirm Import
tip

The minimum required fields for import are: First Name, Last Name, and Phone Number. All other fields are optional but enrich the profile.

Editing Member Records​

To update a member's information:

  1. Open their profile by clicking their name in the directory
  2. Click the Edit button (pencil icon)
  3. Update the relevant fields
  4. Click Save Changes

All edits are logged with a timestamp and the name of the user who made the change.

Archiving & Removing Members​

When a member leaves the church or is no longer active:

  • Archive — Hides them from the active directory but preserves their history. Use this for members who have transferred, moved away, or are temporarily inactive.
  • Delete — Permanently removes the record. Use with caution; this action cannot be undone.

To archive a member: Open their profile → click Actions → Archive Member.

Kids and First-Timer Notifications​

If you add a child through the kids workflow, Shepherd will create the child record without triggering a first-timer notification by mistake. This helps keep first-time guest alerts focused on actual visitor follow-up.

Recording a New Convert​

When someone gives their life to Christ:

  1. Add them as a new member with status New Convert
  2. Record their salvation date in the profile
  3. Assign them to a follow-up group or assign a pastor/mentor
  4. Track their discipleship journey through attendance and pastoral notes

Next Steps​