Members Management

Add New Members ​

Adding new members allows administrators to expand the team within the organization, assign roles, and ensure proper inclusion in departments and workflows. This process is critical for onboarding new employees efficiently. ​

Steps

1. From the Admin Suite navigate to Members & Departments then choose Add Members.
2. When you click Add Member, a form will appear where you need to fill in the required fields such as : Name, Phone Number, Department.
3. You can also provide optional details to enrich the member profile, such as Job Title, Direct Manager, ID Number, Email, Employee Number.
4. Click Confirm to finalize adding the member then member will receive a notification via the Beem Bot informing them that they have been invited to join the organization.

Search and Filter Members ​

Searching and filtering allow administrators to locate members quickly, especially in large organizations. This ensures that updates, communication, and reporting are performed efficiently. ​

Steps

1. From the member list page use the search bar to type a member’s name for a fuzzy search.
2. Apply filters based on status (Active, Inactive) to narrow down results.

Edit Member Information ​

Editing member information ensures that records are up-to-date, accurate, and aligned with organizational changes. It also supports communication accuracy and proper role assignment. ​

Steps

1. From the member list page select Member then choose Edit
2. Update any fields as needed (Name, Phone Number, Department, etc.).

3. For quick department changes, use Change Department for streamlined updates.

4. Upon completion of the modification, the system will synchronize the updated information and notify the member.

Delete Members and Transfer Resources ​

Deleting members is necessary when employees leave the organization. Proper resource transfer ensures continuity, security, and compliance with organizational policies. ​

Delete Member

1. From the member list page select Member then choose Delete
2. Upon deletion,the system automatically will suggest to reassigns documents, groups, and permissions to prevent data loss.

Transfer Resources

1. Use Transfer Resources to reassign member documents or groups during structural or permission changes.
2. Verify correct allocation to maintain workflow continuity and data integrity.

Batch Import Members ​

Batch operations save time and reduce manual errors by allowing administrators to handle multiple members at once. This is especially useful during onboarding, restructuring, or large-scale updates. ​

Steps:

1. From the member list page select Batch Import / Export.
2. Download the system-provided import template.
3. Fill in the required member details according to the template.
4. Upload the template and the system will validates the data and initializes members and departments efficiently.

Batch Export and Modify Members ​

With this functionality, admins can export member data in bulk for reporting or backup purposes, and make mass updates to member information, roles, or department assignments without having to edit each member individually. ​

Steps:

1. From the member list page, select Batch Import/Export then choose Export and Edit Member Information.
2. Export members data in XLS or XLSX format.
3. Modify the fields offline, such as Name, Phone Number, or Department.
4. Then re-upload the file, and the system will validate the data and apply updates automatically, ensuring consistency and saving time.

Common Errors and Solutions ​

• Batch importing members is designed to accelerate large-scale onboarding and updates. However, to ensure data integrity and successful processing, the system applies strict validation rules. When the uploaded file does not meet these requirements, the system will return detailed error messages to guide administrators toward resolution.

Below are the most common errors you may encounter during batch import, along with recommended solutions: ​