Chapter detail (admin view)

The chapter detail page is where you spend most of your day-to-day chapter administration time. As a national admin you get the most editable surface here — everything an officer can do plus the chapter-edit, status-change, and role-change capabilities. This page walks the entire surface for that admin view.

To open the page, go to Chapters in your sidebar and click any chapter row. The page header shows the chapter’s designation and name, a status badge, and (for admins) a pencil icon to edit chapter info.

chapter detail header with status badge and pencil edit icon

What you see

Below the header you’ll find a four-card stats row, then a tabbed body with three tabs.

The stats row shows live counts pulled from the current roster:

Total Members — everyone counted as a member of this chapter, alumni and inactive included. PNMs, disaffiliated members and transferred records stay on the roster below but are not counted, so this matches Total Members in Analytics
Active — members in Undergrad or Associate status, or whichever subset your org has kept under Status Behavior
Officers — members whose chapter role is Officer or President
Alumni — members in Alumni, Active Alumni, or Lifetime Alumni status, or whichever subset of those your org has kept under Status Behavior

The three tabs are Members, Advisors, and Custom Data. Each tab is a distinct surface; switching tabs does not change the chapter context above.

Editing chapter info

Click the pencil icon next to the chapter title. The Edit Chapter dialog opens with the current values pre-filled:

Name — the human-readable chapter name (often something like “Alpha Sigma at State University”)
Designation — the short Greek-letter identifier used across the platform
University — the host university or college
City and State — the chapter’s location
Founded date — optional; the chartering date
Description — free-text notes for the chapter, surfaced in catalog views

Save when done. The change is immediate, no approval workflow.

The status field is edited separately via a Change Status button under the Members tab. The three states are:

Active — normal operations; members can sign in, the chapter shows up in directories and catalogs, all features work
Inactive — typically used for closed or paused chapters; preserves the historical record without active operations
Suspended — used for disciplinary action; visually flagged across the platform with a red destructive badge

The status change does not cascade to memberships automatically — members of an inactive or suspended chapter retain their individual membership status. Use the membership status controls inside the Members tab to move people if you need to.

Members tab walkthrough

This tab is the chapter roster. As an admin you see:

Add Member button (top right of the Members card)
Change Status button (top of the tab) — opens the chapter status dialog
A search box, a status filter and a role filter above the table
A members table with columns: Name, Email, Status (editable inline), Role (editable inline), Joined, and a per-row action column

Finding someone on the roster

Type into Search members by name, email, company or crossing… to narrow the table — it matches a first or last name, an email address, the name your organization uses for the member, their crossing semester, and their profession or company. The All statuses dropdown beside it narrows by membership status — Undergrad, Associate, Alumni, Active Alumni, Lifetime Alumni, Disaffiliated or Inactive. The All roles dropdown narrows by role — Member, Officer, President, Advisor or Alumni, which is how you pull up just the officers to audit them. All three combine: a search plus a status plus a role shows only the members matching all of them.

Every filter runs on the server against the whole roster, not against the page you happen to be looking at, so on a large chapter a name that lives on page 4 is still found from page 1. Changing any filter returns you to the first page of results. If nothing matches, the table says so and offers a Clear filters button — that is a different message from the empty chapter’s “No members yet”, so you can tell “nobody matches this filter” from “this chapter has no members”.

Once you have found the person, their Status and Role cells are editable in place — you do not need to open their profile to change either.

To add a member, click Add Member. The dialog offers two modes:

Existing Member — type the email of someone who already has an account on the platform; they’re added to the chapter immediately — as long as they don’t belong to another organization (see below)
Invite New Member — fill in email, first name, last name; the system creates a new user account and adds them. The invitee gets a welcome email with sign-in instructions

Both modes accept optional fields: Joined Date (MM/DD/YYYY), Pledge Class, Graduation Year, Crossing Semester. There’s also a collapsible “Profile Information” section for line name, school attended, profession, company, employment role, LinkedIn URL, and a personal email — these can all be set later from the member detail page.

To change a member’s chapter status, use the inline status dropdown on their row. Available statuses include Undergrad, Associate, Alumni, Active Alumni, Lifetime Alumni, Disaffiliated, and Inactive. The change is immediate; no approval is required when an admin makes it directly.

To change a member’s role (member / officer / president), use the inline Role dropdown on the same row (v0.63.29). Previously role changes lived on a separate Settings → Chapter Officers page; both surfaces still work, but the inline dropdown unifies the common case so admins don’t have to navigate elsewhere for a single promotion. When your organization defines officer positions, the dropdown lists the positions instead of the generic Officer and President roles, asks you to confirm, and the member’s role follows the position’s permission level — see Picking a position from the Role dropdown. The Role filter also gains Any officer position and one entry per position.

To remove a member from the chapter, hover their row and click the trash icon. This deletes the membership record. If it was the person’s only membership, and they hold no admin role, their account is deleted too, the same way as when a member deletes their own account: their messages are blanked and the files they attached are deleted, their support tickets lose their name, their unpaid dues invoices are voided and their account credit is refunded where it can be. Their invoices stay as financial history, no longer linked to them. This happens straight away, with no 30-day grace period. A person who belongs to another chapter or organization, or holds an admin role, keeps their account. Use this for misassignments — for actual departures, prefer changing the status to Alumni or Disaffiliated, which preserves the history.

For deeper edits to a member’s profile, click their name to open the member detail page.

Status enum and member-facing behavior

The membership status enum determines what each member sees and can do:

Undergrad / Associate — counted toward Active Members; full access; dues invoices generated; compliance assigned
Alumni / Active Alumni / Lifetime Alumni — alumni-tier access (alumni forums if enabled, donor portal, mentor profile); not counted as active
Disaffiliated — platform access removed; member can no longer sign in
Inactive — member kept on the roster historically; reduced or no notifications; not counted as active

Status changes from an admin auto-apply. Status changes proposed by a regular member or an officer go through the approval workflow.

Officers tab walkthrough

National and regional admins get an Officers tab: one card per officer position your organization defines, with its current holder(s) or Vacant. Assign a member, end a term, or remove a mistaken entry from here — the same controls the chapter’s own officers have on their Officers page. Positions themselves are defined under Settings → Officer Positions; see Officer positions.

Advisors tab walkthrough

This tab tracks the faculty, staff, and alumni advisors assigned to the chapter. Advisors are contact records, not user accounts — they cannot sign in and do not appear in the member directory.

The tab shows a table with Name, Title, Department, Contact (email and phone), and Term (start and end dates). A primary advisor badge highlights the chapter’s designated primary. By default only active advisors are shown; flip the Show historical toggle in the header to see retired advisors.

You can:

Add an advisor with the Add Advisor button (top right of the Advisors card)
Edit any advisor via the pencil icon on their row
Delete an advisor via the trash icon (for genuine typos or duplicates) — for actual former advisors, prefer setting an end date so the history is preserved

A nightly job auto-retires advisors whose end date has passed, so you can set future end dates in advance and not worry about manually retiring.

There is one structural constraint to know about: each chapter can have at most one active primary advisor at a time. If you try to mark a second advisor as primary while the existing primary is still active, the save fails. Retire or unflag the current primary first.

For the full advisor workflow including the auto-deactivation specifics, see the chapter advisors admin guide.

Custom Data tab walkthrough

This tab is where you record values for any chapter-level custom fields you’ve defined for your org. Custom fields are configured under Settings → Custom Fields; they come in two scopes — member-scoped and chapter-scoped — and this tab surfaces the chapter-scoped ones.

For example, if you’ve defined a chapter-scoped custom field called Recruitment Quota, this tab is where you set that quota’s value for the chapter in question.

The form renders one input per defined field. Field types include text, number, date, boolean, and select. Save the form after editing.

If no chapter-scoped custom fields exist for your org, the tab is essentially empty — head to Custom Fields to define some.

Action Items tab walkthrough

Action items are the things your national board owes a charter, or the charter owes you — assignable, due-dated, and closed by hand. They are deliberately not compliance requirements: a compliance requirement is org-wide policy fanned out to every active chapter for a term, authored once and identical everywhere. An action item is one charter, ad hoc, and often a response to something you noticed.

Each row carries a title, an assignee, a due date, and a priority. Overdue items say so in red rather than merely sorting differently. Tick the checkbox to complete an item — the platform records who closed it and when.

Add action item opens a dialog. Start typing a name or email in the Assignee box and matching chapter members appear in a list directly beneath it — click one to assign them, and they show as a chip you can clear with the ×. The roster is searched on the server, a page at a time, so a chapter of any size can be assigned an item; with a large chapter, use the pager at the bottom of the list. Leaving the assignee empty is allowed and files the item as Unassigned. Only members of this charter are offered. The server holds the same line at the organization: an action item can be assigned to anyone in your organization (a member of any chapter, or a national or regional admin), and someone outside it is refused.

To change an item, click its pencil icon. Edit opens the same fields pre-filled, including the Assignee: the current assignee shows as a chip, so clear it with the × and search for someone else, or clear it and save to make the item Unassigned. Leave the chip alone and the assignee stays as it was. Click the trash icon to delete an item; you are asked to confirm first, and the deletion is permanent.

To see every chapter’s action items in one table, use Action Items in the sidebar — see Action items across chapters.

Filter the list by term and by status (open, completed, all) using the two selectors above the list. The term filter is here rather than in the page header on purpose: the Members and Advisors tabs are not term-scoped, so a page-level term picker would advertise a filter that doesn’t exist.

Internal action items

A national admin can mark an item Internal. Internal items are never returned to chapter officers or regional admins — they are filtered out of the API response, not merely hidden in the interface — so they are the right home for work like “decide whether this charter needs a formal improvement plan” that you are not ready to share.

Only national admins can mark an item internal, or un-mark one. An officer attempting either gets a validation error.

Notes tab walkthrough

Notes are a running commentary your national board keeps on a charter. Each note records its author and the moment it was written, which is the whole difference between this and the single overwritable notes field found elsewhere in the platform: what the board thought in August is still there, attributed, in December.

The composer sits at the top of the thread because the thread reads newest-first — the box you type in is where your note will appear. Notes are stamped with the term they were written in, shown as a tag on each note.

Notes cannot be edited or deleted, by anyone, including the author. That is the point of them: a record you can quietly revise is not a record. If a note is filed in error, add a follow-up note correcting it — the correction and the original both stay visible.

The term selector defaults to All terms rather than the current one. That is deliberate: a note from last spring is often exactly the context you need this fall, and partitioning the thread by term would hide it.

Activity tab walkthrough

A read-only timeline of what the platform recorded for this charter: compliance approvals, members joining, elections publishing results, courses completed, bulletins posted. Nothing on this tab is authored by hand — every row is an activity event the platform already writes when the underlying thing happens.

The feed loads the 20 most recent events; Load older activity at the bottom fetches the next page, so a charter’s full history stays reachable rather than being silently capped at the newest screenful.

Bulk operations on members within this chapter

The members table doesn’t expose checkbox-style row selection — bulk member operations happen on the org-wide Members page where saved views and filters let you act on cohorts at once. From this chapter detail page, your per-chapter bulk capabilities are:

Add many members at once — use the org-level bulk member import wizard with the chapter set as the target, or with a sheet-per-chapter XLSX where the chapter is auto-resolved per sheet
Move a cohort to alumni — go through them one by one on this tab using the status dropdown, or use the org Members page with a chapter filter and saved view

For most one-off operations the inline controls on this page are faster than the bulk path.

What officers see that you don’t

A chapter officer viewing this same page sees:

The same three tabs
The same stats cards
A request-to-add-member dialog instead of the direct Add Member dialog — officer-initiated additions go through approval
Membership status changes only via the status change request flow (not the inline dropdown)
No chapter edit pencil, no Change Status button, no role change
Advisors tab is fully editable for officers (same as you)
Custom Data tab is read-only

The officer view is documented separately under managing chapter members.

What regional admins see

Regional admins see this page for any chapter in a region they administer. They have the same Advisors tab edit rights as you, can view the Members and Custom Data tabs, and can submit member-add requests (which then route to you for final approval). They cannot edit chapter info or change chapter status — those are national-admin actions.

Mobile differences

The page is responsive. On phones the stat cards stack vertically, the Members table collapses to hide the Email and Joined columns by default, and tab switching uses a horizontal scroll if the tab list overflows. Dialogs render full-screen. There are no biometric prompts or special permissions for the admin actions — standard authenticated session is enough.

Errors and edge cases

Add Member fails with “This person already belongs to another organization and can’t be added here.” A person belongs to one organization on GreekManage. If the account you typed has a membership — in any status, including PNM, alumni, disaffiliated or inactive — in a chapter of a different organization, or is currently a national or regional admin of a different organization, it can’t be added to yours, by Add Member, a member-add request, a PNM entry, bulk import, Link to Existing Account, or SSO auto-provisioning. The message deliberately doesn’t say which organization. Adding someone to a second chapter of your own organization is unaffected (for example, an alumnus of one chapter joining another). Inviting a brand-new email is unaffected.
Add Member fails with “user already exists in another chapter.” Each user can only be an active member of one chapter at a time. If they are an Undergrad or Associate moving to this chapter, use a chapter transfer from their profile instead. It keeps their record at the chapter where they crossed.
The status dropdown refuses to update. Confirm the membership isn’t tied to a pending status change request — those need to resolve first via the approvals queue.
You can’t change a member’s chapter role from this page. Officer and President role assignments are managed under Settings → Chapter Officers, not from the member row here. The Status field controls membership type (undergrad/alumni/etc.), not chapter role.
The Custom Data tab is empty even though you defined fields. Confirm the field’s scope is Chapter and not Member — member-scoped custom fields appear on the member detail page instead.

Troubleshooting

Stats look stale. Counts reflect the most recent successful read of the chapter roster. Refresh the page if you’ve just made a change in another tab or window.
A new member doesn’t appear immediately after adding. The table refreshes after the create call returns. If you don’t see them, refresh the page and check the org-wide member search to confirm the membership was actually created.
Status badge on a member shows as plain text instead of a colored pill. This indicates a status value the UI doesn’t have a specific badge color for (most often Inactive or Disaffiliated). It’s working as intended — the colored variants are reserved for the more common statuses.
The pencil edit icon is missing next to the chapter title. You’re not signed in as a national admin. Regional admins do not see the edit icon, even for chapters in their region.

Member detail (admin view) — full per-member admin surface
Chapter advisors (admin view) — advisor records and auto-retirement
Bulk member XLSX import — multi-chapter intake from a spreadsheet
Managing chapter members (officer view) — what the officer side of this page looks like
Chapters and regions — creating chapters and organizing them into regions
Permissions matrix — full role and capability matrix

Last verified against v0.63.39 (2026-06-26). Inline role dropdown shipped v0.63.29.

Setting up chapters and regions Action items across chapters