Member Management
WeedPOS provides a complete member lifecycle management system — from initial application and verification through to renewals, card issuance, and GDPR-compliant data handling.
Adding New Members
New members can be added to WeedPOS in two ways:
- Staff-assisted registration: A manager or budtender creates the member record directly in the WeedPOS member management section.
- Public self-registration: Members complete a registration form at your club's public registration URL (e.g.,
/register/your-club-name). Their application enters a pending queue for staff review and approval.
Required Member Information
WeedPOS captures the following data for each member:
| Field | Required | Notes |
|---|
| Full name | Yes | |
| Date of birth | Yes | Must be 18+ to register |
| Email address | Yes | Used for membership communications |
| Phone number | Optional | |
| Address | Optional | Required in some jurisdictions |
| National ID / Passport | Optional | Document scan or upload |
| Membership tier | Yes | Assigned by staff at approval |
Member Verification and ID Scanning
WeedPOS supports ID document capture via:
- Document upload: Members upload a photo of their ID during self-registration or staff can upload on their behalf.
- Camera capture: Using a connected camera or webcam, staff can capture an image of the physical ID document directly within WeedPOS.
- Scanner integration: USB document scanners are supported for fast, high-quality ID capture.
GDPR note: ID document images are treated as sensitive personal data. WeedPOS encrypts all document images using AES-256. Set a retention policy for document images in your club's GDPR settings to ensure automatic deletion when the retention period expires.
Membership Numbers and Card Generation
WeedPOS automatically assigns a unique membership number to each approved member. Membership numbers follow a configurable format (prefix + sequential number, e.g., BCN-001234).
Once a member is approved, you can generate their membership card from the member detail page. WeedPOS creates a digital membership card containing:
- Member name and membership number
- QR code for scanner-based check-in
- Club name and logo
- Membership tier and valid-until date
Cards can be sent to the member by email, printed on card stock using a compatible card printer, or displayed digitally on the member's device via the member portal.
QR Code and NFC Check-In
WeedPOS supports two rapid check-in methods:
- QR code scan: The member presents their digital or printed QR code. A connected barcode/QR scanner reads the code and instantly retrieves the member record.
- NFC card: For clubs using NFC-enabled physical membership cards, the member taps their card on a compatible NFC reader connected to the POS station.
Tip: QR scanning is typically the fastest check-in method. Configure your check-in scanner in WeedPOS Settings → Hardware → Scanners.
Membership Tiers
WeedPOS supports configurable membership tiers (e.g., Standard, Premium, VIP). Each tier can have different:
- Monthly or annual fee amounts
- Daily or monthly consumption limits
- Access permissions to specific product categories
- Loyalty points multipliers
Tiers are configured in Settings → Membership → Tiers.
Renewals and Expiry Management
WeedPOS tracks membership expiry dates and automates the renewal workflow:
- Members approaching expiry appear in the Renewals Due dashboard widget.
- Automated email reminders can be configured to send at 30, 14, and 7 days before expiry.
- Expired members are automatically flagged at check-in, preventing access until renewal is processed.
- Staff process renewals from the member detail page — selecting the new expiry date and payment method.
Pending Registrations Approval Workflow
When a member completes the public self-registration form, their record enters the Pending Registrations queue. Only managers and owners can access this queue.
For each pending registration, staff can:
- Review the submitted information and any uploaded documents
- Add internal notes about the application
- Approve the registration (generates membership number and card)
- Reject the registration (member is notified by email)
GDPR and Member Data Rights
WeedPOS provides built-in tools for managing member data rights under GDPR:
- Data export: Generate a complete export of a member's personal data from their profile page (right of access).
- Data deletion: Anonymise or delete a member's personal data while retaining anonymised transaction records required for financial compliance (right to erasure).
- Consent records: WeedPOS records the date and method of consent for each member, accessible from the member detail page.