Enter society members, their consent and co-owners

Each society member is a contact with the flat they hold today, whether they have consented to the redevelopment, and the people who co-own the flat with them. Enter the roll one person at a time here; for a long roll, see Import society members from Excel. The record you build is what each member's offer later starts from: the existing carpet area sets the new area they are entitled to.

Before you start

• The society exists: Record a society. On a project's Society & Tenants tab the society must be linked to the project first.
• You need the Create permission on Tenants to add members and the Edit permission on Tenants to change them or add co-owners later. In the default roles the Administrator, Rehab Officer and Project Manager can do both. Without Create, Quick add and Add member aren't shown.
• To pick someone already in Contacts you need the View permission on Contacts; to change a saved member's name or phone you need the Edit permission on Contacts.
• The Tenant contact type must exist under Settings > Lookups. It does in a new organization; don't delete it.
• Unit type on the form lists your organization's unit types (Settings > Lookups). On a project's tab the list is narrowed to types that suit the project's property type; on the society's own page every type is offered.

Steps

1. Open the society's page (sidebar Projects > Societies, then click the society's name), or the project's Society & Tenants tab, and find the card "Members of <society>". Its subtitle reads "<n> recorded of <total> on the society roll. Each member is a contact with their existing flat and consent." Above the grid are the Consent filter, Export, Import, Quick add and Add member.
2. For names and phones only, click Quick add. A one-line form opens above the grid: "Quick add · name and phone are enough; details can follow later. Press Enter to add."
3. Type the First name and Phone (required), and anything else you have: Prefix, Last name, Membership no., Unit no., Floor, BHK (0 to 20, in halves) and Carpet (Mofa) in sq ft. Press Enter or click Add member. You see "<first name> added.", the row appears in the grid, the form clears and keeps the cursor on First name, and a counter shows "<n> added". Repeat for the next member; Close hides the form when you're done.
4. For a full record, click Add member. The panel Add member slides in with three blocks.
5. Under Primary member, choose how to enter the person:
   • New person (the default): fill in Prefix (Mr, Mrs, Ms, Dr, Shri, Smt, Kum, Adv, CA or M/s), First name (required: "First name is required"), Last name, Phone (required: "Enter a phone number (at least 5 digits)"), Email, Alternate phone and PAN (turned into capitals as you type).
   • Existing contact (shown only with the View permission on Contacts): search "Search by name, phone or email" and pick the person. Nothing picked: "Pick a contact". The New button beside the search box (hover "Add someone who is not in Contacts yet") adds a person to Contacts on the spot; it needs the Create permission on Contacts.
6. Under Membership & existing flat, enter what the member holds today. Everything here is optional:
   • Membership no. (hint "Unique within the society");
   • Existing unit no. and Existing floor (placeholder "e.g. 3, Ground");
   • Unit type, from your organization's unit types;
   • Existing carpet area (Mofa) in sq ft. Record it whenever you can: the member's offer uses it to work out the new area they are entitled to;
   • Bedrooms (existing flat), 0 to 20 in steps of 0.5 (hint "e.g. 2.5").
7. If the member has already consented, tick Consent given ("The member has consented to the redevelopment."). The Consent date field appears; pick the date the consent was given.
8. Under Co-owners, click Add co-owner once for each person who shares the flat. Each row ("Co-owner 1", "Co-owner 2", newest on top) takes a New person (prefix, name, phone, email) or an Existing contact, a Relationship (placeholder "e.g. Spouse") and a Share in %. Under the rows, "Co-owner shares total <n>%." turns red with " — more than 100%" when the shares pass 100. The bin on a row (hover "Remove co-owner <n>") takes it out again. With no co-owners the block reads "None. Add co-owners who share the flat with the primary member."
9. Click Add member at the bottom. The panel closes and you see "<first name> added as a member." The new row shows the name with phone and email, the membership number, the existing unit ("<unit no> · Floor <n>", then "<n> BHK · <unit type> · <carpet area>"), Consented with the date or Pending, and the number of co-owners.
10. To record consent later, when the member signs: click the pencil on the member's row (hover "Edit <name>"), tick Consent given, pick the Consent date and click Save changes. You see "Member updated." and the Consent column shows Consented with the date. Use the Consent filter (All members, Consented, Consent pending) to see who is still outstanding. The society's page counts every row under Members recorded, consented or not.
11. To add a co-owner later, click the member's name to open their Allottee page and click Add co-owner on the Co-owners card ("Everyone else on the agreement, with their share. Shares together may not pass 100%."). In the panel Add a co-owner, choose New person or Existing contact, fill in the Relationship (placeholder "e.g. Spouse, Son") and Share (hint "Everyone together may not pass 100%") and click Add co-owner. You see "Co-owner added." Clicking a co-owner on that card opens "Co-owner · <name>", where you can change the relationship or share (Save) or take them off with Remove ("Remove this co-owner?"). The member's own form also lets you add and remove co-owners.

What happens next

• Every member you add is also a contact of the Tenant type in Contacts. Editing the member's name or phone updates that contact.
• On the project's Society & Tenants tab, each member's row gains an Offer column with Create offer (shown with the Create permission on Termsheets; otherwise "No offer"): the next task is to draft the member's offer on the Society & Tenants tab. The offer's Existing carpet (Mofa) is filled from the member's record.
• In the Project setup wizard, the Existing members step counts as done once the society has a member.
• Consent is a society member's decision only. Landowners and PAP tenants recorded on the project have no consent fields; see Record landowners and PAP tenants.
• A member can be deleted from their form (Delete, the Delete permission on Tenants; the confirmation reads "Delete member?") until they have an offer, even a cancelled one, or an allocated parking slot. The app then says "Tenant cannot be deleted: linked termsheets", with "parking allocations" instead of or after "termsheets" when a parking slot is the reason.

If something goes wrong

• "This membership number already exists in the society." under Membership no.: another member already carries that number. Numbers are unique within the society. See Membership number taken (trouble.societies.membership-number-taken).
• "Co-owner shares add up to <n>%, more than 100%": lower the shares so that everyone together is at most 100%. See Co-owner shares over 100% (trouble.societies.co-owner-shares-over-100).
• "The primary owner cannot also be a co-owner.": you picked the member's own contact as a co-owner. Pick another person. See Co-owner or co-applicant shares refused (trouble.societies.co-owner-shares-over-100).
• "The 'Tenant' contact type is not configured. Ask an administrator to add it under Lookups.": the Tenant contact type is missing from your organization. Add it back under Settings > Lookups > Contact types. See Required lookup missing (trouble.admin.required-lookup-missing).
• "Changing the person's name or phone needs the Contacts update permission." on a saved member: the person fields are greyed out because your role lacks the Edit permission on Contacts; the membership and flat fields still save. See No permission (trouble.admin.no-access).
• "You do not have permission to view society members. Ask your administrator." in place of the card: your role lacks the View permission on Tenants.

Related

• Society
• Society & Tenants
• Allottee
• Contacts
• Lookups
• Record a society
• Import society members from Excel