Members
The member register of an association or a non-profit: memberships, renewals, delegates, general meeting and votes.
An association knows who it serves. It rarely knows, without opening three files, who is a member in good standing today, since when, who represents a member that is an organisation, and who has not renewed.
The register does not depend on an invoice: most associations collect money elsewhere, and a payment is recorded with its source, cheque, transfer or online platform. Each membership carries two separate states, the membership and the payment: an honorary member is in good standing without paying, and an application can be paid before the board accepts it.
The period is described once, on the category: a fiscal year from April 1 to March 31, twelve rolling months from joining, or for life. A member organisation has one vote, carried by the delegate it designates.
⚠️ Nobody leaves the register. The law wants every person who is or has been a member in the book: a departure is dated and explained, never erased. What never made anyone a member, an application never paid, is refused and deleted together with its contact.
Renewal and reminders are off by default: nothing is sent until the organisation turns them on, and a late reminder is skipped rather than sent. Importing a list matches duplicates by member number, email, then name and postal code, and names conflicts instead of guessing.
Belonging to an association can reveal a person's health, beliefs or allegiances: without the Members role, an employee neither sees nor searches who is a member, and consents are proven on the membership.
Comparable to Wild Apricot or CiviCRM, without a second system to keep up to date
4 add-on modules
Invoicing and tax receiptsInvoice the membership fee in Odoo, and issue a registered charity's partial tax receipt for money actually received.
When the accounting lives in Odoo, the fee is invoiced in the member's own name, person or organisation, and its payment is read on the membership: paid, the membership is in good standing; a bounced cheque puts it back to pay.
For a registered charity, the partial tax receipt subtracts the value of the benefits the membership gives, prints the eligible amount, and is numbered and signed. It certifies money actually received only, on a fee-only invoice: a write-off, a discount or a credit note makes it refuse rather than inflate an official amount.
The donor's name and address are frozen at payment, a receipt is replaced or cancelled with its reason, and the invoice shows on nobody else's portal.
Portal, online applications and directoryThe member sees the membership, renews and pays online, prints the card; the public applies through a form.
On the portal, members read their membership and its history, change their consents, renew and pay online, and print their membership card. The person who represents a member organisation sees the organisation's membership.
The public application form is closed by default. Opened, it answers the same page whether the person is known or not, never writes to an existing contact, notifies the team and sends an acknowledgement that repeats nothing that was typed; the invoice is only created on the “Pay online” click. The team then attaches the application to the right contact.
The member directory, closed too, shows only the name and city of members in good standing who consented to it, to the public or to signed-in members only.
General meetings and votesCall the meeting within the delays, fix the voter list, keep quorum, proxies and votes.
The meeting is called within the delays set for it: the notice goes to each member who consented, by email and in their name only, with the documents attached; the others make up the postal list. The voter list is fixed at a record date, from the register: an organisation votes through its delegate, one vote each.
On the day, attendance and proxies are recorded, capped per person, the quorum is computed, and each proposal is voted by show of hands or by secret ballot, counted on paper and entered as totals. From the first result on, the majority, the text and the movers are frozen, and every entry is logged in the meeting's history.
The minutes print, and a closed meeting can no longer be rewritten.
General meetings and the corporate registerA proposal adopted at the meeting is entered in the resolution register, as it was voted.
A proposal adopted by a closed meeting, with quorum reached, is entered in one click in the corporate governance resolution register, as a members' resolution, with its meeting and its totals.
Once entered, it keeps the text, the totals and the signatories of the meeting that voted it: it is not rewritten, not deleted, and only ever becomes “superseded”.
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