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Create a member record manually

This guide shows you how to add a new contact record directly in MapleGather, without importing from a file or waiting for someone to sign up themselves.

Who can do this: Admins with the create-contact permission. If the Add member button isn’t visible, contact your org owner.

Before you start

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  • Have the person’s first name and email address ready. Those are the only required fields.
  • If you’re adding a child or dependent who doesn’t have an email address, you can still create a record — see step 5.

Steps

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  1. In the left sidebar, select Members.
  2. Select Add member.
  3. Enter the person’s First name and Primary email. These are the only required fields.
  4. Fill in any optional fields you have — last name, phone, address, date of birth, pronouns. Your org’s custom fields appear below the standard fields.
  5. For a child or dependent with no email: check This contact does not have an email (e.g., child member). The email field becomes optional. A required Link to parent / guardian household selector appears — choose the household this child belongs to before saving.
  6. Select Save to create the record and go to the new record’s detail page. Select Save and add another if you’re entering several records in a row.
  7. On the record detail page, select Manage contact roles if you want to assign roles such as Member, Volunteer, or Board right away. This step is optional.

Verify

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You’ll know it worked when the new record’s detail page opens and a “Member record created” confirmation appears briefly at the bottom of the screen.

If something goes wrong

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  • “A record with this email already exists” — someone is already in your database with that email. Select View existing record to review it. If you’re adding a family member who shares that email address, select Create anyway — MapleGather notes it as a household-shared email and logs the override.
  • “Select a parent or guardian household” — you checked the no-email option but haven’t linked a household yet. Choose a household from the selector before saving.
  • “Could not save — please try again” — a connection problem prevented the record from being created. Your entries are still in the form. Select Save again.
  • The form shows no custom fields — your org may not have any custom fields set up yet, or they couldn’t load. See Define and manage custom member fields to add them.
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