Member management for Cannabis Social Clubs

Make admission decisions deliberately

Your club remains responsible for deciding applications. On approval, HerbTrack checks the recorded capacity and conflicts with existing active memberships within HerbTrack. This replaces neither declarations about other cultivation associations nor the required evidence. Membership and eligibility to receive cannabis are separate checks.

Review status and contributions together

The member area provides a cockpit and a list. Filters for active or paused memberships and outstanding contributions lead to the relevant selection. The list includes member number, membership type and contribution status. An outstanding contribution calls for review; the indicator does not decide consequences under your club rules.

Preview a CSV import before committing

Map your file’s columns and review invalid rows, duplicates and available capacity. On import, the data is checked again against the current records. Some rows may be imported while others are skipped: always compare the result, reasons and original file. Import does not transfer historical distributions, supporting records or identity evidence.

Import does not mean automatic verification

CSV import creates active memberships but does not perform identity verification. Existing user accounts retain their data and verification status. Cannabis distribution remains blocked without valid verification. Retain the required declarations and evidence from your previous process and clarify what is still missing.

Know what the member export contains

The member CSV export includes active and paused memberships with name, email, member number, status, membership type, contribution indicator and joining date. It is not a complete archive of all club data. Distribution journals and annual report data are separate records; identify any additional documentation you need to preserve before switching systems.

Clarify permissions and responsibilities

Authorised initiators and board members of the relevant club can decide applications and manage memberships. HerbTrack checks management authorisation on the server. State changes are recorded in the activity log. Agree who reviews applications, checks contributions and handles follow-up questions.

Pause or end a membership

Authorised club managers can pause, reactivate or end active memberships. Paused memberships still occupy a place; ended memberships release it. Ending a membership also ends its active contribution binding. The last active board membership cannot be ended this way. Resolve resignation, notice periods and any expulsion under your club rules; changing a status does not replace that process.

Member management questions