System Documentation for ZIRUP Membership Management System

Introduction #

This document provides detailed information on the ZIRUP Membership Management System developed for managing membership applications, approvals, payments, and user accounts. It outlines the system’s functionality, user roles, workflows, and technical details.

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System Overview #

Purpose #

The system is designed to streamline membership management processes, including:

1. Registration and document submission.
2. Payment tracking and verification.
3. Admin review and approval.
4. Membership dashboard for users.

Scope #

The system supports:

• Membership application processing.
• Payment verification (offline for now).
• Member classification and account management.
• Automated notifications and document handling.

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User Roles and Permissions #

1. Applicants (End Users) #

• Register and apply for membership.
• Upload required documents (Statement of Experience and Sponsorship Document).
• Receive a unique reference number for payment tracking.
• View application status.
• Access membership dashboard post-approval.

2. Admin #

• View and manage applications.
• Approve or decline applications with reasons.
• Verify offline payments using the unique reference number.
• Manage declined applications in a review table.
• Assign approved users to their respective membership classes.
• Manage support tickets and events.

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System Workflows #

1. Membership Application #

1. User clicks “Apply” and is redirected to the membership application fees page.
2. User downloads required documents (Statement of Experience, Sponsorship Document).
3. User completes the registration form, uploads documents (PDF format only), and submits the application.
4. A unique reference number is sent to the user’s email for offline payment tracking.

2. Admin Review Process #

1. Admin views submitted applications, including uploaded documents and payment reference details.
2. Applications are either approved or declined:
   • Approved users are placed into their respective membership classes.
   • Declined applications are moved to a review table.

3. Post-Approval #

1. Approved users receive an email with:
   • Approval notification.
   • A link to create their account using the email provided during registration.
2. Users can log in to the system and access their dashboard.

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Member Dashboard Features #

1. Profile Management
   • View and update personal and academic details.
   • Track membership status (e.g., Member, Practicing Member).
2. Payment Management
   • View invoices based on membership class.
   • Generate statements and track pending invoices.
   • Receive automated reminders for payments.
3. Support Ticketing
   • Log support tickets.
   • Track ticket status (e.g., Pending, Resolved).
4. Events Calendar
   • View upcoming and past events organized by the institution.