Society

One housing society on a page: its registration details and its members. This is where you build the member roll of a society you are redeveloping: who each member is, which flat they hold today, whether they have consented, and who co-owns the flat with them.

Where to find it

There is no sidebar item. Open it by clicking a society's name:

• in the Societies list;
• on a redevelopment project's Society & Tenants tab, in the society card;
• on a society member's page, through the society link or the breadcrumb.

You need the View permission on Societies to open the page. Without it you see "No access" and "You do not have permission to view societies. Ask your administrator."

If the society can't be loaded, the page shows the reason and a Back to societies link.

The members card shows only when you hold any permission on Tenants. You need the View permission on Tenants to see the members; without it the card says "You do not have permission to view society members. Ask your administrator."

In the default roles:

• Administrator and Rehab Officer can add, edit and delete members.
• Project Manager can add and edit members but not delete them.
• Finance Lead, Accountant, Sales Manager, Compliance Officer, Auditor and Legal & Documentation can view members only.
• Sales Executive and Site Engineer see the society's details but not its members.

Before you start

• The society must already be recorded, from the Societies list or from a project's Society & Tenants tab.
• The Unit type list on the member form comes from your organization's unit types under Settings > Lookups.

What you see

Header and details

The header shows the society name, "<city>, <state>", and a badge for each linked project, which opens that project. On the right are History and Edit. The Details card lists Registration no., Members recorded ("<n>", or "<n> of <total>" when the society's total membership is filled in), PIN code and Address.

Members card

Titled "Members of <society>", with "<n> recorded of <total> on the society roll. Each member is a contact with their existing flat and consent." (the "of <total>" part only when the total is filled in).

Above the grid:

• A consent filter: All members, Consented or Consent pending.
• A search box (placeholder "Name, phone, membership or unit no."). It matches the first and last name, phone, membership number and existing unit number.

Column	What it shows
Member	The member's name, which opens their own page, with phone and email underneath.
Membership	The membership number.
Existing unit	The flat they hold today and its floor ("· Floor 3"), then bedrooms, unit type and carpet area, for example "2 BHK · Apartment · 650 sqft".
Consent	A green Consented badge with the date, or a grey Pending badge.
Co-owners	How many co-owners are recorded.
(icon)	A pencil (hover "Edit <name>") when you can edit members, otherwise an eye (hover "View <name>").

With no members the grid says "No members yet". Offers are not shown here; they belong to a project and appear on the project's Society & Tenants tab.

The member form

Add member and the pencil open the same panel, titled Add member or the member's name.

Primary member. When adding, choose New person to type the person in, or Existing contact to pick someone already in Contacts (this switch needs the View permission on Contacts).

Field	Required	What to enter
Existing contact	Yes, in that mode	Search by name, phone or email (placeholder "Search by name, phone or email"). New (hover "Add someone who is not in Contacts yet") adds the person to Contacts and picks them; it needs the Create permission on Contacts. Nothing picked: "Pick a contact".
Prefix	No	Mr, Mrs, Ms, Dr, Shri, Smt, Kum, Adv, CA or M/s.
First name	Yes	"First name is required" when blank.
Last name	No
Phone	Yes	At least 5 characters: "Enter a phone number (at least 5 digits)".
Email	No	Checked for a valid address.
Alternate phone	No
PAN	No	Turned into capitals as you type.

Membership & existing flat.

Field	Required	What to enter
Membership no.	No	The member's number in the society (hint "Unique within the society").
Existing unit no.	No	The flat they hold today.
Existing floor	No	Placeholder "e.g. 3, Ground" (hint "Optional").
Unit type	No	From your organization's unit types. On this page every unit type is listed; on a project's tab the list follows the project's property type.
Existing carpet area (Mofa)	No	In sq ft. Offers use it to work out the new area.
Bedrooms (existing flat)	No	0 to 20, in steps of 0.5 (hint "e.g. 2.5").
Consent given	No	Tick when "The member has consented to the redevelopment."
Consent date	No	Shown once Consent given is ticked.

Co-owners. Everyone else who shares the flat with the primary member. With none: "None. Add co-owners who share the flat with the primary member." Each row, "Co-owner 1", "Co-owner 2" and so on, is a new person or an existing contact, with 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.

When you edit a member without the Edit permission on Contacts, the person fields are greyed out with "Changing the person's name or phone needs the Contacts update permission." A co-owner already saved shows the person's name and phone; only the relationship and share can be changed on that row.

What you can do

History

History in the header (hover "Who changed this record, what and when") opens the panel History · <society name>: who changed the society's details, what they changed and when, newest first. Changes to members aren't included; open a member's page to see theirs.

• Who: anyone with the View permission on Societies, which you need to open the page anyway, or the View permission on Audit Trail.
• Each entry has a badge (Create, Update or Delete) and a summary ("Created", "Changed <fields>" or "Deleted"), then who made the change (a person, "<name> via AI connector", Workflow or System), the date and time, and the IP address when one was recorded. An update lists each Field with its Before and After values; a create or a delete has a Show N values link.
• It loads 25 changes at a time; Load older changes brings the next ones. With nothing recorded you see "No history yet" and "Changes are recorded from 28 Sep 2026; nothing has changed on this record since."
• With the View permission on Audit Trail, the panel ends with Open in the audit log.

Edit

The Edit button in the header opens the society form (Edit <name>) to change the society's name, registration number, address, Total members and so on. Click Save changes; you see “Society "<name>" updated.”

• Who: the Edit permission on Societies. Otherwise the button isn't shown.
• If it's refused: "A society with this name already exists."

Quick add

Opens a one-line form above the grid: "Quick add · name and phone are enough; details can follow later. Press Enter to add." Fill in First name and Phone (the other boxes, Prefix, Last name, Membership no., Unit no., Floor, BHK and Carpet (Mofa), are optional) and press Enter or click Add member. You see "<first name> added.", the form clears for the next member, and a counter shows "<n> added". Close hides the row.

• Who: the Create permission on Tenants. Otherwise the button isn't shown.
• Checks: "First name is required"; a phone under 5 characters shows "Use at least 5 characters".
• Consent and co-owners are not asked for here. Add them later with the pencil.

Add member

Opens the full member form. Fill it in and click Add member. You see "<first name> added as a member."

• Who: the Create permission on Tenants. Otherwise the button isn't shown.
• If it's refused:
  • "This membership number already exists in the society." under Membership no.
  • "The primary owner cannot also be a co-owner." when a co-owner is the member themself.
  • "Co-owner shares add up to <n>%, more than 100%".
  • "The 'Tenant' contact type is not configured. Ask an administrator to add it under Lookups." New members are saved as contacts of the Tenant type, so that type must exist.

Edit a member

The pencil on a row opens the member's form. Change what you need and click Save changes. You see "Member updated." Co-owners you remove (bin, hover "Remove co-owner <n>"), change or add are saved at the same time.

• Who: the Edit permission on Tenants. Changing the person's own details (name, phone, email) also needs the Edit permission on Contacts.
• Record consent: tick Consent given and fill in Consent date when the member signs their consent.
• Without the Edit permission on Tenants the row shows an eye instead, which opens the same form to look at.

Add co-owner

Inside the member form, Add co-owner adds a co-owner row at the top of the list. Choose New person or Existing contact, fill in the Relationship and Share, then save the member.

• Who: whoever can save the form: the Create permission on Tenants for a new member, the Edit permission for an existing one.
• Checks: the shares of all co-owners together may not pass 100%: "Co-owner shares add up to <n>%, more than 100%".

Delete a member

In an existing member's form, Delete asks "Delete member?": "This member and their co-owner records will be removed. Allottees with term sheets or parking allocations cannot be deleted." Click Delete; you see "Member deleted."

• Who: the Delete permission on Tenants. Otherwise the button isn't shown.
• If it's refused: the dialog shows what is still attached, for example "Tenant cannot be deleted: linked termsheets, parking allocations". Delete the member's offer, or release their parking slots, first.

Export

Downloads the society's members as an Excel workbook named "<society> members.xlsx" (hover "Download these members as an Excel sheet"). The workbook has the same columns as the import template, so you can correct it and import it back.

• Who: anyone who can see the members, that is the View permission on Tenants.

Import

Opens Import members, to add or update many members from an Excel sheet.

1. The dialog explains: "The workbook has a fixed set of columns, and the closed ones are dropdowns fed by its Lists sheet. Export or download the template, fill it in, and bring it back." and "Rows with a tenant_id (or a membership number already here) update that allottee; the rest are added. Every row is a member of this society. Co-owners are not part of the sheet."
2. Download template gives an empty workbook ("members-template.xlsx"), or use Export to start from the members already recorded.
3. Choose Excel file picks the filled-in sheet (.xlsx, or .csv). It is checked straight away, and nothing is written yet. The dialog shows how many rows are "to add", "to update", "skipped" and "with errors", and lists each row that has a note or an error.
4. When every row is good, click Import <n> rows. You see "<n> added, <n> updated." and "Imported into <society>." Click Done to close.

• Who: both the Create and the Edit permission on Tenants. Otherwise the button isn't shown.
• Import is greyed out while:
  • no file is chosen: "Choose a filled-in sheet first";
  • rows have errors: "Fix the <n> rows listed below, then choose the file again";
  • no row adds or updates anything: "This sheet has no rows to add or update".
• Nothing is written if any row has an error. The dialog says "Nothing has been written. Fix the rows below in your sheet and choose the file again." Fix the sheet and choose it again with Choose another file. When the check passes it says "Checked, nothing written yet. Use Import to apply it."
• What each column takes (at the bottom) opens a short explanation of every column.
• Typical row errors: "first_name: required", "phone: required, 5 to 20 characters", “membership_no: "<x>" is already used here”, “membership_no: "<x>" also appears on row <n>”, "tenant_id: no allottee with this id here (was the sheet exported from another society or project?)", and an unknown unit type such as “existing_unit_type: No unit type called "<x>". Known types: …”. The template's example row is skipped with the note "Example row from the template"; blank rows are skipped as "Empty row".
• File problems: "That file could not be read as an Excel workbook (<detail>)", "The sheet is missing the column(s): <columns>. Download the template and fill that in.", "The sheet has a header but no rows".

Open a member

Click a member's name to open their own page, with their co-owners, offers and documents. See Allottee.

Statuses

Members have one status of their own, their consent:

Status	Meaning	How it changes
Pending	The member has not consented to the redevelopment yet. Every new member starts here.	Tick Consent given on the member's form, or fill the consent column in an import.
Consented	The member has given consent, on the date shown.	Untick Consent given.

Things to know

• A member is a person in Contacts. Each member is linked to a contact, so the same person is recognised across the CRM, bookings and accounts. Picking an Existing contact avoids a duplicate when the person is already there.
• Membership numbers are unique within the society, so a sheet row can be matched to the member it belongs to. Two members of different societies can share a number.
• Import matches rows to existing members by the tenant_id column from an export, or else by membership number. Anything else is added as a new member. Co-owners are not in the sheet; add them on the member's form or page.
• Consent is only for society members. Landowners and PAP tenants give no consent to the redevelopment and are kept on the project, not here.
• Existing carpet area feeds the offer. When you draft an offer for a member, their existing carpet area is filled in for you, and the project's uplift percentage works out the new area from it. Enter it here to save typing later.
• Deleting is for mistakes. A member who has an offer (in any status) or parking slots can't be deleted, so their history stays intact.

Related

• Societies
• Allottee
• Society & Tenants