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# Church Membership System - User Manual

## Table of Contents

1. [Getting Started](#getting-started)
2. [Dashboard Overview](#dashboard-overview)
3. [Managing Members](#managing-members)
4. [Administration](#administration)
5. [Reports](#reports)
6. [User Management](#user-management)
7. [Settings](#settings)
8. [Notifications](#notifications)
9. [Audit Logs](#audit-logs)
10. [Tips & Best Practices](#tips--best-practices)

---

## Getting Started

### Logging In

1. Navigate to: `http://localhost/copmadinaarea/login.php`
2. Enter your username/email and password
3. Click **Login**

**First-time login credentials:**
- Email: `nabibo2@yahoo.co.uk`
- Username: `nabibo`
- Password: `password123`

⚠️ **Change your password immediately after first login!**

### Dashboard Overview

After logging in, you'll see the main dashboard with:

- **Welcome Message**: Personalized greeting with current date
- **Statistics Cards**: Member counts, areas, notifications
- **Quick Access Icons**: One-click access to all modules
- **Recent Members**: Latest registered members
- **Recent Notifications**: System notifications

---

## Managing Members

### Adding a New Member

1. **Navigate**: Dashboard → Membership → Add New Member
2. **Fill Personal Information**:
   - Title (Mr, Mrs, Miss, etc.)
   - First Name (required)
   - Last Name (required)
   - Gender (required)
   - Date of Birth
   - Place of Birth
   - Marital Status

3. **Contact Information**:
   - Phone Number
   - Email Address
   - Physical Address
   - GPS Address
   - City, Hometown, Street Name

4. **Church Location** (required):
   - Select Area
   - Select District (loads based on area)
   - Select Assembly (loads based on district)
   - Optional: Family ID to link family members

5. **Spiritual Information**:
   - ☑ Water Baptism (check if applicable)
   - Date of Baptism
   - ☑ Holy Ghost Baptism
   - Date of Holy Spirit Baptism
   - ☑ Communicant
   - ☑ Dedicated
   - Date of Conversion
   - Date of Joining
   - Place of Baptism
   - Officiating Minister details

6. **Additional Information**:
   - Occupation
   - Level of Education
   - Parent Name/Relationship (for children)

7. Click **Save Member**

**Note**: A unique Member ID will be auto-generated based on Area, District, and Assembly codes.

### Searching for Members

1. Go to **Membership** module
2. Use the search box to find members by:
   - Name
   - Member ID
   - Email
   - Phone

3. Click **Filter** to apply search
4. Click **Reset** to clear filters

### Viewing Member Details

1. In the Members list, click the **👁 (eye icon)** next to a member
2. View complete member profile
3. See all personal, contact, and spiritual information

### Editing Members

1. Click the **✏️ (edit icon)** next to the member
2. Update any information needed
3. Click **Save Changes**

### Exporting Member Data

1. From the Members list, click **Export CSV**
2. Or click **Print** for a printer-friendly version
3. File will download to your computer

---

## Administration

### Managing Areas

**Add New Area:**
1. Administration → Manage Areas
2. Click **Add New Area**
3. Fill in:
   - Area Name (required)
   - Area Code (required, e.g., AR001)
   - Description
   - Contact Person
   - Phone, Email, Address
4. Click **Save Area**

**Edit/Delete Area:**
- Click **Edit** to modify area details
- Click **Delete** to remove (must have no districts)

### Managing Districts

**Add New District:**
1. Administration → Manage Districts
2. Click **Add New District**
3. Select parent Area
4. Fill in district details
5. Assign district code (e.g., DS001)
6. Click **Save District**

### Managing Assemblies

**Add New Assembly:**
1. Administration → Manage Assemblies
2. Click **Add New Assembly**
3. Select Area and District
4. Fill in assembly details
5. Assign assembly code (e.g., AS001)
6. Add pastor/leader name
7. Click **Save Assembly**

---

## Reports

### Generating Reports

1. **Navigate to Reports** module
2. **Select Report Type**:
   - Members Report (statistics + full list)
   - Baptism Report (baptized members)
   - Demographics (age, gender distribution)
   - Location Report (areas, districts, assemblies)
   - Audit Trail (system activities)

3. **Click Generate Report**
4. View the generated report with charts/tables

### Exporting Reports

After generating a report, click:
- **PDF** - Download as PDF document
- **Excel** - Download as Excel spreadsheet
- **CSV** - Download as CSV file

### Report Filters

Most reports allow filtering by:
- Date range
- Location (Area/District/Assembly)
- Member type
- Status (Active/Inactive)

---

## User Management

### Adding New Users

1. **Navigate**: User Management → Add New User
2. **Fill User Details**:
   - Full Name (required)
   - Username (required, unique)
   - Email (required, unique)
   - Password (required, min 6 characters)
   - Phone Number

3. **Set Access Level**:
   - **Superuser**: Complete system access (admin only)
   - **Area**: Access to area + districts + assemblies
   - **District**: Access to district + assemblies
   - **Assembly**: Access to specific assembly only

4. **Assign Location**:
   - Select Area (for area/district/assembly users)
   - Select District (for district/assembly users)
   - Select Assembly (for assembly users)

5. **Assign Role**:
   - Viewer: Can only view data
   - Editor: Can view and edit data
   - Admin: Full CRUD access to assigned area

6. Click **Save User**

### Editing Users

1. Click **Edit** next to the user
2. Update user details
3. Change access level if needed
4. Click **Save Changes**

### Deactivating Users

1. Edit the user
2. Uncheck "Active" status
3. Save changes
4. User will no longer be able to login

---

## Settings

### General Settings

1. **Navigate**: Settings → General Tab
2. **Configure**:
   - Site Title
   - Timezone
   - Enable/Disable Chat
   - Enable/Disable Email Notifications
   - Enable/Disable SMS Notifications
   - Maintenance Mode
   - Header/Footer Text

3. Click **Save Changes**

### Theme Settings

1. **Navigate**: Settings → Theme Tab
2. **Customize**:
   - Primary Color (default: Blue)
   - Secondary Color (default: Yellow)
   - Font Family
3. Preview changes
4. Click **Save Changes**

### Backup & Restore

**Create Backup:**
1. Settings → Backup Tab
2. Click **Download Backup**
3. Save the SQL file securely

**Restore Backup:**
1. Settings → Backup Tab
2. Choose SQL file
3. Click **Restore Backup**
4. Confirm restoration

⚠️ **Warning**: Restoration will overwrite current data!

---

## Notifications

### Viewing Notifications

1. Click the **🔔 Bell Icon** in the top menu
2. View unread notifications (blue dot indicator)
3. Click a notification to view details

### Managing Notifications

- **Mark as Read**: Click the notification
- **Mark All as Read**: Click "Mark All as Read" button
- **Delete**: Click the trash icon on a notification

### Notification Types

- 🔵 **Info**: General information
- ✅ **Success**: Successful operations
- ⚠️ **Warning**: Important alerts
- ❌ **Error**: Error messages

---

## Audit Logs

### Viewing Audit Logs

1. **Navigate**: Audit Logs module
2. View all system activities with:
   - Timestamp
   - User who performed action
   - Action type (Create, Update, Delete, Login)
   - Module affected
   - IP Address

### Filtering Audit Logs

Use filters to find specific activities:
- **Module**: Select specific module
- **Action**: Select action type
- **Date Range**: Set start and end dates
- **User**: Filter by specific user

Click **Filter** to apply, **Reset** to clear.

---

## Tips & Best Practices

### Security

✅ **DO:**
- Change default password immediately
- Use strong passwords (8+ characters, mixed case, numbers, symbols)
- Log out when finished
- Review audit logs regularly
- Back up database weekly

❌ **DON'T:**
- Share login credentials
- Use simple passwords
- Leave session unattended
- Delete members without backup
- Ignore security warnings

### Data Entry

✅ **Best Practices:**
- Enter complete information for all members
- Use consistent formatting (names, addresses)
- Verify email addresses and phone numbers
- Group family members with Family ID
- Add notes in description fields
- Upload clear profile photos
- Regular data cleanup and validation

### Member Management

- **Unique IDs**: System auto-generates unique member IDs
- **Family Grouping**: Use same Family ID for related members
- **Status Updates**: Keep member status (Active/Inactive) current
- **Regular Updates**: Update member info at least annually
- **Photo Management**: Encourage profile photo uploads

### Reporting

- **Regular Reports**: Generate monthly statistics
- **Export Data**: Keep CSV backups of member lists
- **Analytics**: Review demographics for church planning
- **Trends**: Monitor growth patterns over time

### User Access

- **Principle of Least Privilege**: Give users minimum access needed
- **Regular Review**: Review user access quarterly
- **Deactivate Promptly**: Deactivate users who leave
- **Training**: Train users before granting access

### Performance

- **Regular Cleanup**: Archive old/inactive records
- **Optimize Queries**: Use filters when searching
- **Manage Photos**: Compress images before upload
- **Database Maintenance**: Regular optimization

---

## Common Tasks Quick Reference

| Task | Navigation |
|------|------------|
| Add Member | Dashboard → Membership → Add New Member |
| Search Member | Membership → Search Box |
| Generate Report | Reports → Select Type → Generate |
| Add User | User Management → Add New User |
| Change Password | Profile Icon → Profile → Change Password |
| View Notifications | Bell Icon (Top Right) |
| Create Backup | Settings → Backup → Download |
| View Audit Logs | Audit Logs Module |
| Add Area | Administration → Manage Areas → Add |
| Update Settings | Settings → General/Theme → Save |

---

## Keyboard Shortcuts

- **Logout**: Profile Menu → Logout
- **Dashboard**: Click logo or Dashboard link
- **Search**: Focus on search box in members list
- **Close Modal**: Click X or press ESC (in supported browsers)

---

## Troubleshooting

### Can't Login

**Solution:**
1. Verify username/email and password
2. Check Caps Lock is off
3. Clear browser cache and cookies
4. Try different browser
5. Contact administrator for password reset

### Member Not Appearing

**Solution:**
1. Check search filters are not active
2. Verify member is Active status
3. Check you have access to that location
4. Try different search terms

### Report Not Generating

**Solution:**
1. Check you have proper permissions
2. Verify data exists for selected filters
3. Try different date range
4. Clear browser cache

### Upload Failed

**Solution:**
1. Check file size (max 10MB)
2. Verify file type is allowed
3. Check internet connection
4. Try smaller file

---

## Support

For additional help:
- **Documentation**: See README.md and other guides
- **Quick Start**: See QUICK_START.md
- **Installation**: See INSTALLATION_GUIDE.md
- **Features**: See FEATURES.md
- **Admin**: Contact system administrator

---

**Version**: 1.0.0  
**Last Updated**: October 2025

*Keep this manual handy for reference while using the system.*

Sindbad File Manager Version 1.0, Coded By Sindbad EG ~ The Terrorists