Union Members - Millenium Potters

What are Union Members?

Union Members (also called customers) are individuals who belong to a union and can receive loans. Each member has a detailed profile with personal information, contact details, documents, and loan history.

Members must be assigned to a union before they can apply for loans. Only verified members are eligible for loan disbursement.

Union Member Data Model

From the Prisma schema:

model UnionMember {
  id            String    @id @default(cuid())
  code          String?   @unique  // Optional member code
  firstName     String               // Required
  lastName      String               // Required
  phone         String?
  email         String?
  address       String?
  dateOfBirth   DateTime?
  gender        String?
  maritalStatus String?
  profession    String?
  company       String?
  city          String?
  state         String?
  country       String?
  zipCode       String?
  note          String?
  profileImage  String?
  isVerified    Boolean   @default(true)
  
  // Union Assignment
  unionId          String            // Required
  union            Union
  currentOfficerId String?           // Derived from union
  currentOfficer   User?
  
  // Relations
  documents                UnionMemberDocument[]
  loans                    Loan[]
  unionMemberReassignments UnionMemberReassignment[]
  
  createdAt DateTime  @default(now())
  updatedAt DateTime  @updatedAt
  deletedAt DateTime? // Soft delete
}

Profile Fields

Required Information

Field	Type	Description
`firstName`	String	Member’s first name
`lastName`	String	Member’s last name
`unionId`	String	Union membership (must exist)

Contact Information

Field	Type	Description
`phone`	String	Mobile/contact number
`email`	String	Email address (optional)
`address`	String	Street address
`city`	String	City or town
`state`	String	State or region
`country`	String	Country
`zipCode`	String	Postal code

Personal Details

Field	Type	Description
`dateOfBirth`	DateTime	Birthday
`gender`	String	Male/Female/Other
`maritalStatus`	String	Marital status
`profession`	String	Occupation
`company`	String	Employer name

System Fields

Field	Type	Description
`code`	String	Unique member identifier (optional)
`isVerified`	Boolean	Verification status (default: true)
`profileImage`	String	Profile photo URL
`note`	String	Administrative notes

Viewing All Members

Navigate

Click Business Management → Union Members

View List

See all members you have permission to access

List Features

Search

Search by name, email, or phone number

Filter by Union

Select a specific union to view its members

Filter by Officer

View members assigned to a specific credit officer

Export

Download member list as CSV file

Role-Based Access

Administrator

Can view and manage all members across all unions

Supervisor

Can view members in unions managed by their credit officers

Credit Officer

Can only view and manage members in their assigned unions

Adding a New Member

Start Creation

Go to Union Members page and click + Add Member

Personal Information

Fill in required fields:

First Name (required)
Last Name (required)
Phone (highly recommended)
Email (optional)
Date of Birth (optional)
Gender (optional)

Address Information

Enter location details:

Street address
City, State, Country
Zip/Postal code

Union Assignment

Select Union (required)The member will be assigned to this union and its credit officer

Professional Details

Optionally add:

Profession/occupation
Company/employer
Marital status

Upload Documents

Add identification documents if required (see Document section below)

Save

Click Create Member to save the profile

API Endpoint

// POST /api/union-members
const createMember = async (data: {
  firstName: string;
  lastName: string;
  unionId: string;
  phone?: string;
  email?: string;
  address?: string;
  dateOfBirth?: string;
  gender?: string;
  maritalStatus?: string;
  profession?: string;
  company?: string;
  city?: string;
  state?: string;
  country?: string;
  zipCode?: string;
  note?: string;
}) => {
  // Creates new union member
}

Member Code: If you don’t provide a code, the system generates a unique identifier automatically.

Viewing Member Details

Click any member in the list to see their complete profile:

Profile Overview

Full name and member code
Profile photo (if uploaded)
Contact information
Verification status

Personal Details

Date of birth and age
Gender and marital status
Profession and company
Address details

Union Membership

Current union
Assigned credit officer
Membership date
Reassignment history

Loan History

All loans (past and present)
Total borrowed
Repayment performance
Current loan status

Documents Tab

View all uploaded documents:

ID cards
Proof of address
Business permits
Other supporting documents

Each document shows:

Document type
Upload date
Verification status
Issuing authority (if applicable)
Expiry date (if applicable)

Editing Member Information

Find Member

Locate the member in the list

Open Editor

Click the Edit icon (pencil) in Actions column

Update Fields

Modify any information as needed

Save Changes

Click Save Changes to update

You cannot change the union assignment from the edit form. Use the Reassign Member feature instead.

Member Verification

Before a member can receive loan disbursements, they should be verified.

Open Member Details

Click on the member’s profile

Locate Verification Section

Find the “Verification” toggle switch

Toggle Status

Switch Verified to ON (green)

Add Notes

Optionally add verification notes explaining what was confirmed

Verification Checklist

What to Verify

Before marking a member as verified, confirm:

✅ Identity documents are valid
✅ Contact information is correct
✅ Address can be confirmed
✅ Member understands loan terms
✅ Required documents are uploaded

API Endpoint

// POST /api/union-members/:id/toggle-verification
const toggleVerification = async (memberId: string) => {
  // Toggles isVerified status
}

Reassigning Members to Different Unions

Members can be moved from one union to another:

When reassigning a member, they move to the new union and its credit officer

Open Member Profile

Navigate to the member’s detail page

Click Reassign

Find and click the Reassign Member button

Select New Union

Choose the destination union from the dropdown

Provide Reason

Enter the reason for reassignment (required for audit trail)

Confirm

Review and click Confirm Reassignment

What Happens During Reassignment?

Member’s unionId is updated to the new union
currentOfficerId changes to the new union’s credit officer
Reassignment history is recorded in UnionMemberReassignment
All existing loans remain unchanged
New loans will be under the new union

Reassignment History Model

model UnionMemberReassignment {
  id            String      @id
  unionMemberId String
  oldUnionId    String?
  newUnionId    String
  oldOfficerId  String?
  newOfficerId  String?
  changedByUserId String
  reason          String?
  changedAt       DateTime @default(now())
}

View Reassignment History

Each member’s profile includes a complete history of all union changes with dates, reasons, and who made the change

Document Management

Document Types

The system supports various document types configured by administrators:

National ID Card
Driver’s License
Passport
Utility Bill (proof of address)
Business Registration
Bank Statement
Custom types

Uploading Documents

Open Member Profile

Navigate to the member’s detail page

Documents Tab

Click on the Documents tab

Upload New

Click Upload Document button

Select Type

Choose the document type from dropdown

Choose File

Select the file from your device (image or PDF)

Add Details

Optionally provide:

Issuing authority
Issue date
Expiry date

Upload

Click Upload to save

Document Model

model UnionMemberDocument {
  id                String       @id
  unionMemberId     String
  documentTypeId    String
  fileUrl           String
  issuingAuthority  String?
  issueDate         DateTime?
  expiryDate        DateTime?
  verified          Boolean      @default(false)
  verificationNotes String?
  uploadedByUserId  String
  uploadedAt        DateTime     @default(now())
}

Verifying Documents

Document Verification Process

Supervisors or Admins can:

Open the document
Review its authenticity
Toggle Verified status
Add verification notes
Set expiry reminders

Keep document expiry dates updated. The system can alert when documents are about to expire.

Deleting Members

You cannot delete a member who has:

Active loans
Pending loan applications
Outstanding balances

Complete or cancel all loans first, or deactivate the member instead.

Locate Member

Find the member in the list

Delete Action

Click the Delete icon (trash can)

Confirm

Review the warning and click Confirm Deletion

Members are soft deleted (marked with deletedAt) to preserve historical records and audit trails.

Search and Filters

Search Functionality

The search bar looks for matches in:

First name
Last name
Email address
Phone number
Member code

// Search example
searchTerm: "john" 
// Finds: "John Smith", "Smith John", "john@email.com", etc.

By Union

Select a union to see only its members

By Credit Officer

View members managed by a specific officer

By Verification Status

Filter verified vs. unverified members

Date Range

See members registered in a specific period

Advanced Filters

Gender Filter

Filter members by Male, Female, or Other

Marital Status Filter

Filter by Single, Married, Divorced, or Widowed

Profession Filter

Search by occupation or business type

Export Options

Export All Members

Apply Filters

Set any filters you want (union, officer, verification status)

Click Export

Click the Export button

Choose Format

Select CSV or Excel format

Download

File downloads with all filtered member data

Export Includes

Member code and full name
Contact information (phone, email, address)
Union and officer assignments
Verification status
Registration date
Personal details (DOB, gender, profession)
Loan statistics

Best Practices

Data Entry

Always enter first and last names
Verify phone numbers are correct
Use consistent formatting
Add notes for special circumstances

Verification

Verify members before first loan
Update verification when documents expire
Document what was verified in notes
Re-verify periodically

Document Management

Upload clear, readable documents
Track expiry dates
Verify authenticity
Store securely

Privacy

Protect personal information
Don’t share login credentials
Log out on shared computers
Follow data protection policies

Troubleshooting

Cannot create member

Check:

First name and last name are filled
Union is selected
Email isn’t already in use (if provided)
You have necessary permissions

Cannot find a member

Try:

Clear search filters
Check spelling in search
Verify you have access to their union
Check if member was deleted

Cannot delete member

Reason: Member has active loansSolution:

Complete or cancel all loans
Wait for loans to close
Or mark member as inactive instead

Document upload fails

Possible causes:

File too large (max size limit)
Unsupported file format
Network connection issue

Solution: Compress image/PDF or check file type

Reassignment not working

Check:

You’re Admin or Supervisor
Target union exists and is active
Member has no pending transactions
Reason is provided

API Reference

Endpoints

// Get all members
GET /api/union-members?page=1&limit=20&search=keyword&unionId=xxx&currentOfficerId=xxx

// Get member by ID
GET /api/union-members/:id

// Create member
POST /api/union-members
Body: { firstName, lastName, unionId, phone?, email?, ... }

// Update member
PUT /api/union-members/:id
Body: { firstName?, lastName?, phone?, email?, ... }

// Delete member (soft)
DELETE /api/union-members/:id

// Toggle verification
POST /api/union-members/:id/toggle-verification

// Reassign to new union
POST /api/union-members/:id/reassign
Body: { newUnionId, reason? }

// Export members
GET /api/union-members/export?unionId=xxx&currentOfficerId=xxx&search=keyword

// Check email uniqueness
GET /api/union-members/check-email?email=test@example.com

Summary

Union Member management provides:

✅ Comprehensive member profiles
✅ Document upload and verification
✅ Union and officer assignments
✅ Reassignment with audit trail
✅ Search and filter capabilities
✅ Role-based access control
✅ Loan history tracking
✅ Export and reporting

Next Steps

Create Loans for verified members
Process Repayments for active loans
Generate Reports on member performance

Get Started

Core Features

User Roles

Guides

​What are Union Members?

​Union Member Data Model

​Profile Fields

​Required Information

​Contact Information

​Personal Details

​System Fields

​Viewing All Members

​List Features

Search

Filter by Union

Filter by Officer

Export

​Role-Based Access

​Adding a New Member

​API Endpoint

​Viewing Member Details

Profile Overview

Personal Details

Union Membership

Loan History

​Documents Tab

​Editing Member Information

​Member Verification

​Verification Checklist

​API Endpoint

​Reassigning Members to Different Unions

​What Happens During Reassignment?

​Reassignment History Model

​Document Management

​Document Types

​Uploading Documents

​Document Model

​Verifying Documents

​Deleting Members

​Search and Filters

​Search Functionality

​Filter Options

By Union

By Credit Officer

By Verification Status

Date Range

​Advanced Filters

​Export Options

​Export All Members

​Export Includes

​Best Practices

Data Entry

Verification

Document Management

Privacy

​Troubleshooting

​API Reference

​Endpoints

​Summary

Next Steps

Build docs developers (and LLMs) love

What are Union Members?

Union Member Data Model

Profile Fields

Required Information

Contact Information

Personal Details

System Fields

Viewing All Members

List Features

Role-Based Access

Adding a New Member

API Endpoint

Viewing Member Details

Documents Tab

Editing Member Information

Member Verification

Verification Checklist

API Endpoint

Reassigning Members to Different Unions

What Happens During Reassignment?

Reassignment History Model

Document Management

Document Types

Uploading Documents

Document Model

Verifying Documents

Deleting Members

Search and Filters

Search Functionality

Filter Options

Advanced Filters

Export Options

Export All Members

Export Includes

Best Practices

Troubleshooting

API Reference

Endpoints

Summary