Edit and manage members

Overview

This guide covers keeping your member list up to date — editing a member’s personal details, changing their access, showing or hiding no-access members, and how the active-member limit works.

Edit a member’s details

1. Open the Members register from the menu bar.
2. Select the pencil icon next to the member you want to change.
3. Update their name, email, access level or committee role.
4. Save your changes.

Members can also update their own personal details once they’re logged in.

What the member register holds

The Members register is a full record for each person, not just a name and email:

• Personal details — phone, date of birth and address, plus a free-text Notes field for anything else (skills, availability, reason for leaving).
• Tags — label members to suit your organisation, for example Parent / Staff / Community, Paid / Volunteer, or Ordinary / Voting / Life Member.
• Role terms — record the role a member held and the period they held it, keeping a full history of your committee. The current role shows on the Members list.
• Attachments — store documents against a member, such as ID copies, blue-card or police checks, or signed membership forms.

Email your members

From the Members page, administrators can email members using their own email application:

• Select Email to add all members to the BCC field of a new email.
• Or click an individual member’s address to start an email to just that person.

Member email addresses are only visible to Administrators — Normal and Email-only members don’t see them.

Show or hide no-access members

Members set to No-access remain in your records but can’t sign in. To keep the list tidy you can show or hide them:

1. On the Members register, use the show/hide no-access control.
2. Hidden no-access members are still there — they’re just filtered out of the everyday view, and can be shown again at any time.

This makes “No-access” a useful alternative to deleting someone: their history stays intact and they can be reactivated later by changing their access level.

The active-member limit

A committee can have up to 100 active members. Active members are those who can sign in or receive content as part of the committee.

• Once a committee reaches 100 active members, adding another active member is blocked.
• You can still add inactive (No-Access) members beyond that point.
• If you need more active members, set some to No-access, or contact support@processpa.com.

Tips

• Changing a member’s access level takes effect immediately.
• Deleting a member removes their details; setting them to No-access keeps the record. Prefer No-access.

Video

Page Details

Updated on July 16th, 2026