Membership process wip

Introduction

There's a need to integrate/streamline a number of procedures/tools regarding the way we currently handle memberships of the space. Most of these have to do with handling member-forms, doorfobs, etc.

New Member

Currently

Bringing in a new member involves a number of things that currently are seperate:

• Inform member about rules/rights/etc of the space.
• Fill in memberform
• Transfer memberform content into online form
• Add member to the tinance system
• Inform member about joining our mailinglist

Suggested future situation

Informing the member about how things work will be unavoidable, also in the future, but might involve more pre-made/pre-prepared materials in online or paper form. The rest, however, can be modernized a little.

• NO paper form anymore
• Online form system that auto-performs a number of steps
• Include subscription to members-list to the process

Procedure

• Board-member either:
  • Opens up a protected URL and helps new member fill in an online form
  • OR
  • Creates a publically accessible URL for new member , sent by mail/whatever, which allows a new member to
    • Read policies/info/etc about the space
    • fill in details required for membership (most of it) by himself; sanity-check input for nick-collisions, etc.
    • Allow member to specify mailinglist-preferences

• Upon completion, form is checked/completed (administrative info about fob/etc) and 'approved'
• The approval triggers sending a verification-email to the new member who has to reply to it and/or visit included link

• Upon confirmation:
  • Add user to tinance
  • Contents of memberform *logged* for future reference in some way. preferably in a verifiable/signed manner: a pdf signed with pgp-key would be useful.
  • Contents of memberform *SENT* to new member with all the detail as filled in/confirmed/verified. PDF signed with PGP-key ?
  • Contents (also) added to an electronically searchable medium (a DB of memberforms)
  • Add user to mailinglist(s)
  • Send a summary to admin@board.techinc.nl

STEPS

Process shown in schematic form

Steps of procedure:

• handson (fill in memberform, handson with member
• OR
• invite (create token, send to new member)
• remote subscription (Fill in memberform)

after which:

• validation (review filled in form)
• verification (mail member with request to validate subscription)
• processing (upon verification, subscribe member; process data with several tools)

handson

• go to board.techinc.nl/tools/, option 'Handson Member Form'
• Fill in form contents with member input.
• Upon completion, submit. This will procede to 'validation'

Invite

• Go to board.techinc.nl/tools/ and choose EITHER:
  • Option 'Fill in Memberform'
  • OR
  • Option 'Create token for remote memberform fillin (remote subscription)

remote subscription

• prospective member lands on page, presnted with:
  • Links to terms/conditions
  • Links to useful info
  • Memberform with member-useful info to be filled in (YES wants fob, but not info about how it is/was paid, what fob-id was/is, etc)
  • System validates form; checks sanity for nickname collisions, missing entries, etc.
  • Has opportunity to review form before submission OR cancel
  • Proceed to 'validation' if confirmed

validation

• Take input of filled in memberform and perform input-checking
• Perform sanity-check on certain items
• Present information; note peculiarities; allow for corrections
• Allow for 'rejection' at this point; if 'accepted', proceed to 'verification'

verification

• generate an overview of filled in data that is relevant to a new member to be able to review
• send overview to member via mail
• Store verification-request mail somewhere to be included in of 'processing' step

processing

• FIRST: generate audit-file. Suggested: PDF with all info, securely 'signed' Audit file should contain as much verification-info as possible (mail-headers, etc); also the original verification-request mail
• THEN:
  • process data into tinance
  • Process data into mailman
  • Process data into doorbot
  • Send fob-process request to UR
  • Process data into membership-form-database
  • Send confirmation mail with neat overview of all relevant data to the member (suggested: pdf with secure signature)

If something fails at some point; mail admin@board.techinc.nl with link to validation-page to re-do the form; providing info about what went wrong

Implications/limitations

It would be most preferable to have the data of old members retro-actively added into this system so that there is a concise way to find all data about all members when required.