Member records
Approved contact fields, recorded categories and renewal dates together in a working register.
AI Membership Records Administrator / Australia
Member records current.
Renewals ready to review.
Darcy prepares your member records, renewal draft queue and missing-information list from the files you supply. Your secretary decides admission, confirms status and sends every member message.
- Human approval
- One workflow first
- Managed monthly
[ THE MEMBERSHIP DESK ]
One working list.
Every unresolved record visible.
For small Australian business networks and adult hobby associations with a secretary who can review each batch. Start with the records you already hold.
Missing fields
A named list of the gaps and conflicts your secretary needs to resolve.
Renewal drafts
Your template and recorded preferences, with a proposed recipient list for checking.
Decision log
Already-documented membership decisions carried into the working copy with their source.
Weekly handoff
Drafts ready, records unresolved and the next dates your person supplied.
This is records preparation, not membership authority or a statutory compliance service. Your secretary owns the official register, admission, fees, retention, access rights and every disclosure. Children, sensitive membership categories, identity checks and payment processing are excluded. Reception and intake stay with Harper; awarded-grant evidence stays with Juno.
[ THE APPROVAL LANES ]
What Darcy prepares.
What your secretary decides.
Internal working copies and drafts only. An approval can authorise preparation; it cannot give Darcy an excluded decision or a send function.
GREEN
DOES-IT-ALONE
Internal preparation in the agreed working copy.
- Maintain a working membership register from the approved fields in the exports you supply
- List missing contact fields and conflicting entries without choosing which entry is correct
- Group upcoming renewal dates using the dates and categories your secretary supplies
- Prepare renewal drafts using your approved template and recorded contact preferences
- Record the membership decisions your secretary has already documented in the working copy
- Compile a weekly handoff showing draft renewals, unresolved records and items awaiting a decision
AMBER
APPROVE
A named person reviews these handoffs and scope changes.
- Hand a renewal draft and its recipient list to your named approver
- Prepare a proposed contact-detail correction for your secretary to check
- Change the fields or renewal template used in the working register after your named approver agrees
RED
NEVER
Outside the role, with or without an approval.
- Admit, reject, suspend, terminate or reinstate a member, or decide membership eligibility
- Set fees, waive charges, decide refunds, collect debts or move money
- Send an email or message to a member, publish a directory or disclose member records outside your nominated review team
- Write to the authoritative membership platform or delete its records
- Decide a statutory retention period, register-access request or legal obligation
- Verify identity, perform a background check or award professional accreditation
- Process records about children, health, religion, political affiliation or trade union membership
- Run recruitment, bulk marketing, fundraising appeals or membership growth campaigns
[ THE DELIVERY AGREEMENT ]
A reviewable batch.
A named person at the end.
The examples below are fictional output shapes, not customer results. Turnaround and volume are confirmed before live work.
- Example output — fictional member M-104
- Renewal draft prepared; recipient and message awaiting secretary review
- Example output — fictional member M-208
- Two source rows disagree on email; excluded from the draft recipient list
- Weekly measures
- Records prepared; missing fields; conflicts unresolved; drafts awaiting review
- Proposed turnaround
- Next-business-day handoff for a complete agreed batch before the confirmed cutoff, subject to written onboarding agreement
- Human review
- Named secretary checks every proposed recipient and makes each membership decision
CONTROL / 01ONBOARDING
Confirm the fields and the reviewer
Bring a redacted export, approved template, recorded contact preferences, renewal rules supplied by your secretary, and a named approver. Test a conflict and a missing field before accepting live records.
CONTROL / 02CAPACITY
Agree a batch limit before work starts
The delivery team agrees a maximum number of rows and drafts per batch, working hours, cutoff and review day in writing. There is no unlimited-volume promise. Excess work waits for reprioritisation or a separately agreed seat.
CONTROL / 03ESCALATION
Hold a record when the evidence conflicts
Do not infer identity, contact permission, category or membership status. Hold the affected item, name the source conflict and notify the designated contact at the next agreed handoff. Unexpected sensitive information pauses the affected workflow and is escalated immediately through the agreed route.
CONTROL / 04DATA
Keep the working copy private
Use the client-approved workspace and minimum agreed fields. No public directory, cross-client reuse or model training on member records. Access, retention and deletion instructions are agreed before live work; your secretary handles legal requirements and any official-register change.
No assumed CRM integration, autonomous sending or official-register write access. A proposed service target becomes binding only when the delivery team confirms the batch size, working hours and review arrangement in writing.
[ MEMBERSHIP LOAD AUDIT ]
Start with a redacted export.
Map the records, renewal drafts and human decisions before choosing one workflow.
Book the Membership Load Audit Access is agreed before live work.
[ FROM AUDIT TO TRACKED WORK ]
One workflow.
Your secretary in control.
Map the desk
Choose records preparation or renewal drafts with a redacted export.
Agree access
Confirm the minimum fields, private workspace, working hours and batch limit.
Test fictional records
Check a conflicting contact field and a record without a renewal date.
Review the first batch
Your approver checks the output and confirms the ongoing review slot.
[ BEFORE THE AUDIT ]
Questions about the membership desk.
Does Darcy decide who becomes a member?
No. Your authorised person makes every admission, eligibility, suspension and termination decision. Darcy can record a decision already documented by that person in the working copy. The authoritative membership platform remains under your control.
Does Darcy send renewal reminders?
No. Darcy prepares drafts from your approved template and recorded contact preferences, then hands the draft and proposed recipient list to a named person. That person checks and sends it using your own account. There is no automatic sending.
Is this a statutory register or legal compliance service?
No. The working register is an administrative aid, not a substitute for your official register. Your secretary or adviser determines required fields, retention, inspection rights and disclosures under the rules that apply to your organisation. Darcy routes access requests to that person without releasing records.
What personal information is included?
Only the adult member ID, name, agreed contact fields, category, recorded status and renewal date needed for the selected workflow. Do not supply identity documents, payment card details, medical information, children's records, or records revealing religion, political affiliation or trade union membership. If excluded information appears, work pauses and the named contact is alerted.
Which systems can we start with?
Start with a CSV or spreadsheet export and your approved renewal template in agreed storage. A connection to your existing member system is assessed during onboarding and is not assumed. Darcy does not hold payment credentials or write to the authoritative membership platform.
How is this different from front-office or grant administration?
Harper owns reception and intake paperwork. Juno owns the evidence behind awarded grants. Darcy owns a separate member-record and renewal-draft queue, using membership exports and secretary decisions. Event administration, grant reporting, accreditation and debt collection are outside this workflow.
When will we receive the first handoff?
During onboarding we agree working hours, batch size, the first delivery date and a weekly review slot. The proposed starting target is a next-business-day handoff for one complete agreed batch received before the confirmed cutoff. It becomes a service commitment only after the delivery team confirms it in writing.
What happens to conflicting or missing records?
Darcy lists the affected member ID, the source file, the missing or conflicting field and the person needed to resolve it. No identity match, inferred preference or status change is made. Your secretary resolves the item before it enters a send list.
[ ONE MEMBERSHIP WORKFLOW ]
A clear list for the next review.
Choose the working records and renewal drafts your secretary wants prepared.
Book the Membership Load Audit Direct with the founder