Member Verification

How to verify membership status for events and access control.

Overview

Member verification allows authorized users to quickly check whether someone has an active membership. This is useful for:

• Checking members at events (star parties, meetings, etc.)
• Verifying access to member-only resources
• Confirming membership status at the door
• Quick lookup without exposing sensitive member data

The system provides two different verification methods depending on your permission level and needs.

For Administrators: Using the People Search

Administrators with read permission can verify membership status using the comprehensive People search page. This method provides full member details and is ideal for administrative tasks.

Accessing People Search

1. Log in as an administrator with read permission
2. Navigate to People from the main menu
3. The People search page appears with search and filter options

Quick Verification by Email

The fastest way to verify a member:

1. In the “More Filters” section, enter the member’s email address in the Email field
2. The search updates automatically as you type
3. Review the results:
   • Active members: Highlighted in green with “Active” badge
   • Expired members: Standard display without active badge
   • Not found: No results appear

Verification Search Options

The People search provides multiple ways to find and verify members:

Basic Search

Use the main search bar at the top to search across:

• First name
• Last name
• Email address
• Phone number
• City
• Notes

Simply type any identifying information and the system will find matching members.

Advanced Filters

Click “More Filters” to access additional search criteria:

Personal Information:

• First Name: Member’s first name
• Last Name: Member’s last name
• Email: Email address (most reliable for verification)
• Phone: Phone number

Location:

• City: Member’s city
• State: Member’s state

Membership Status:

• Active Members: Filter to show only currently active members
  • Select “Yes” to show only active members
  • Select “No” to show only expired members
  • Select “Either” to show all members

Other Filters:

• Interests: Astronomy interests (astrophotography, planets, etc.)
• Groups: Organizational groups or committees
• Skills: Volunteer skills
• Ephemeris Subscription: Printed or digital newsletter preference
• Volunteer Status: Whether the member volunteers
• Mentor Status: Whether the member mentors
• Astrobin Username: Astrophotography platform username
• Telescopius Username: Astronomy platform username

Reading Verification Results

When you find a member in the search results, you can see:

• Name: Linked to their full profile
• Membership Status:
  • Active memberships are highlighted in green
  • Active members show an “Active” badge
  • Expired members have no highlighting
• Contact Information: Email and other contact details (in full profile)
• Membership Dates: Start and end dates (in full profile)

Detailed Verification

To see complete membership details:

1. Click on the member’s name in the search results
2. Their profile page opens, showing:
   • Full membership history with dates
   • Current membership status
   • Expiration date (or “Lifetime” for lifetime members)
   • Donation history
   • Contact information
   • Groups and interests

Best Practices for Admin Verification

For Event Check-In:

1. Keep a tablet or laptop with the People search page open
2. Search by email address as members arrive
3. Look for the green highlight and “Active” badge
4. Grant access to active members

For Access Control:

1. Use the “Active Members” filter set to “Yes”
2. Search for the specific member
3. If they appear in results, they’re active
4. If no results, membership has expired

Privacy Considerations:

• The People search shows detailed member information
• Only use for legitimate verification purposes
• Don’t share search results with unauthorized individuals
• Admins see all member data—handle responsibly

For Verifiers: Using the Membership Verification Page

Users with the verify_members permission have access to a specialized verification page designed specifically for quick membership checks without exposing detailed member information.

Who Should Use This Method

The verification page is ideal for:

• Event volunteers checking members at the door
• Staff without full admin access
• Greeters at star parties or meetings
• Anyone who needs to verify membership without accessing full member profiles

Accessing the Verification Page

1. Log in with an account that has the verify_members permission
2. Navigate to the Membership Verification page
3. You’ll see a simple form with an email address field

How to Verify a Member

The verification process is straightforward:

1. Enter Email Address

   • Ask the person for the email address they used to register
   • Type or paste the email into the “Email Address” field
   • Click “Verify Membership”

2. Review the Result

The system displays one of three outcomes:

Valid Member (Active)

A green success message appears with:

• ✓ “Valid Member” heading with green checkmark
• Membership expires: Shows the month and year (e.g., “December 2025”)
• Timestamp: When the verification was performed

Example:

✓ Valid Member
Membership expires: December 2025
Verified on November 26, 2025 at 2:30 PM

Invalid Member (Expired)

A red error message appears with:

• ✗ “No member found with this email address” or expiration details
• Information about when the membership expired
• Timestamp: When the verification was attempted

Example:

✗ Membership Expired
Expired: June 2024
Attempted on November 26, 2025 at 2:30 PM

No Member Found

A red error message appears with:

• ✗ “No member found with this email address”
• This means the email is not in the system
• The person may have used a different email or is not a member
• Timestamp: When the verification was attempted

Features of the Verification Page

Privacy-Focused:

• Shows only membership status (active or expired)
• Shows only expiration month and year
• Does NOT show:
  • Member’s name
  • Full contact information
  • Donation history
  • Other personal details

Quick and Simple:

• Single field form for fast lookups
• Immediate results
• No complex filters or options
• Perfect for event check-in stations

Timestamped:

• Each verification shows when it was performed
• Useful for audit trails or dispute resolution
• Helps track verification activity

Real-Time:

• Checks current membership status from the database
• Always shows the most up-to-date information
• No caching or delayed updates

Best Practices for Verification Page Use

Setting Up at Events:

1. Open the verification page on a tablet or laptop
2. Position it at the entry point
3. Have members provide their email address
4. Verify and grant access to valid members

Handling Edge Cases:

Wrong Email Address:

• If no member found, ask if they used a different email
• Try variations (work vs. personal email)
• If still not found, direct to admin for manual verification

Expired Membership:

• Politely inform the member their membership has expired
• Offer information about renewing
• May allow entry with payment of membership at the door (depending on policy)

Lifetime Members:

• Shows “Lifetime” instead of an expiration date
• Always valid, never expires

Technical Issues:

• Keep a backup list of current members (CSV export)
• Have admin contact available for problem cases
• Consider offline verification method as fallback

Privacy and Security:

• Don’t read email addresses aloud in crowded areas
• Don’t share verification results with others nearby
• Clear the screen between verifications for privacy
• Log out when leaving the station unattended

Verification Page Workflow Example

Scenario: Star Party Check-In

1. Member arrives: “Hi, I’m here for the star party”
2. Verifier: “Great! Can I have your email address to verify your membership?”
3. Member provides: “[e-mail]”
4. Verifier enters email and clicks “Verify Membership”
5. System shows: ✓ Valid Member, Membership expires: March 2026
6. Verifier: “Perfect, you’re all set! Enjoy the event!”

Scenario: Expired Membership

1. Member arrives and provides email
2. Verifier enters email and clicks “Verify Membership”
3. System shows: ✗ Membership Expired: August 2024
4. Verifier: “It looks like your membership expired in August. You can renew online at sjaa.net or we can help you renew right here.”
5. Option A: Member renews on-site (if policy allows)
6. Option B: Member is given renewal information for later

Permission Requirements

Read Permission (Full Admin Access)

Required for: People search and full member profiles Can:

• Search all members with advanced filters
• View complete member profiles
• See membership history and dates
• Access contact information and personal details
• View donation history

Cannot:

• Edit member information (requires write permission)

Verify Members Permission (Verification Page Only)

Required for: Membership verification page access Can:

• Verify membership status by email
• See if a membership is active or expired
• See expiration month and year
• Perform quick event check-ins

Cannot:

• See member names or personal information
• Access full member profiles
• Search or browse all members
• Edit any member data

Granting Verification Permission

Administrators with permit permission can grant verify_members access:

1. Navigate to Admins section
2. Select the admin/volunteer account
3. Check the verify_members permission checkbox
4. Save changes

This allows the user to access the verification page without seeing sensitive member information.

Comparison: Admin Search vs. Verification Page

Feature	Admin Search (read permission)	Verification Page (verify_members)
Permission Required	read	verify_members
Shows Member Names	Yes	No
Shows Contact Info	Yes	No
Shows Full History	Yes	No
Quick Email Lookup	Yes	Yes
Advanced Filters	Yes	No
Privacy Level	Low (full access)	High (minimal data)
Best For	Administrative tasks	Event check-in
Speed	Moderate (many options)	Fast (single field)

Security and Privacy

Data Protection

• Both methods use secure authentication
• All verification activity can be audited
• Permissions are enforced at the application level
• No public access to verification features

Appropriate Use

Verification features should only be used for:

• Legitimate membership verification
• Event access control
• Resource access confirmation
• Administrative purposes

Not for:

• Sharing member information publicly
• Marketing without consent
• Unauthorized data collection
• Personal curiosity about members

Audit Trail

All verifications are timestamped, allowing administrators to:

• Track verification activity
• Investigate disputes
• Monitor proper use of verification features
• Ensure privacy compliance

Troubleshooting

Member Says They’re Active But System Shows Expired

Possible causes:

• Membership payment not yet processed
• Used different email address for renewal
• Database sync delay (rare)

Resolution:

1. Ask member to check their renewal confirmation email
2. Search by name in admin People search
3. Check if multiple accounts exist (different emails)
4. Contact admin to manually verify payment status

Can’t Find Member in System

Possible causes:

• Email address typo
• Member used different email address
• Member hasn’t completed signup process
• Not yet a member

Resolution:

1. Confirm correct email address spelling
2. Try alternative email addresses
3. Search by name in admin People search (if you have access)
4. Check recent membership list if available
5. Contact admin for manual lookup

Verification Page Not Accessible

Possible causes:

• Don’t have verify_members permission
• Not logged in
• Session expired

Resolution:

1. Log in or re-login if needed
2. Confirm you have verify_members permission
3. Contact an administrator to grant permission if needed
4. Clear browser cache and try again

Best Practices Summary

For Quick Event Verification:

• Use the Verification Page (verify_members permission)
• Keep the page open on a tablet at the entry
• Have Wi-Fi or cellular connection available
• Keep a backup member list for technical failures

For Administrative Verification:

• Use the People Search (read permission)
• Filter by “Active Members: Yes” for current members
• Use email search for fastest results
• Access full profile for detailed verification needs

For Privacy Protection:

• Only grant necessary permissions
• Use verification page for volunteers/staff
• Reserve admin access for trusted administrators
• Log out when stepping away from verification station
• Don’t discuss member status publicly