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CommDesk Member Creation & Onboarding System

This system powers how communities add, invite, and onboard members.

It supports:

  • manual member creation
  • automated onboarding
  • website integrations
  • hackathon registrations
  • volunteer management
  • sponsor/judge onboarding

Everything flows through one secure onboarding pipeline.

1. System Stack

CommDesk uses a modern stack.

Desktop application built with Tauri

Frontend UI built with React

Backend API built with Node.js and Express

Database:

MongoDB

Email system:

Resend / SendGrid / AWS SES

2. Main Goal of Member System

The member system allows communities to:

add members
invite volunteers
onboard hackathon participants
register mentors
add judges
add sponsors
manage roles
integrate onboarding with websites

CommDesk becomes the central identity system for communities.

3. Core System Concepts

The most important concept is User vs Member.

User → authentication account
Member → role inside community

Example:

User
  email: john@example.com

Member
  community: Apex Circle
  role: Mentor

This allows:

one user → multiple communities

Example:

User: Alice

Member:
  GDG Ranchi → Volunteer
  Apex Circle → Mentor

4. Member Status Lifecycle

Members move through different states.

On Boarding
      ↓
Active
      ↓
Inactive
      ↓
Suspended
      ↓
Banned

Default when created:

On Boarding

Meaning:

invited but not activated

5. Onboarding Methods

CommDesk supports three onboarding methods.

Method 1 — Dashboard Add Member

Community owner adds member manually.

Used for:

mentors
organizers
team members

Endpoint:

POST /api/v1/members

Authentication:

JWT

Used by:

owner
organizer
admin

Method 2 — API Onboarding

Used by external systems.

Examples:

community website
hackathon website
event registration form

Endpoint:

POST /api/v1/members

Authentication:

API KEY

Example header:

Authorization: Bearer cd_live_92hfh3hf

Method 3 — Bulk Import

Import hundreds of members at once.

Examples:

volunteers
students
hackathon participants

Endpoint:

POST /api/v1/members/import

Upload format:

CSV

Example CSV:

firstName,lastName,email,role
John,Doe,john@email.com,Volunteer
Alice,Lee,alice@email.com,Mentor

6. Unified Member Creation API

Instead of separate APIs, use one clean API.

POST /api/v1/members

The backend detects authentication type:

JWT → dashboard request
API KEY → external onboarding

7. Request Payload

Example request:

{
  "firstName": "John",
  "lastName": "Doe",
  "email": "john@example.com",
  "primaryRole": "Mentor",
  "location": "Berlin",
  "skills": ["React", "Node"],
  "areaOfInterest": ["MENTORSHIP"],
  "internalNotes": "Speaker for React workshops",
  "accessLevel": {
    "internalDashboard": true,
    "comunityForum": true,
    "adminControls": false,
    "superAdmin": false
  }
}

8. Backend Member Creation Flow

Backend executes these steps:

validate request
identify community
check duplicate email
create user account if needed
create member record
set status = On Boarding
generate activation token
send onboarding email
log audit event

9. Activation System

Members must activate account.

Activation email includes:

secure activation token
activation link

Example link:

https://commdesk.app/activate?token=abc123

10. Activation API

POST /api/v1/auth/activate-member

Request:

{
  "token": "abc123",
  "password": "NewSecurePassword"
}

Backend flow:

verify token
hash password
activate account
membershipStatus → Active

11. Password Security

Never send passwords in email.

Instead use:

activation link

Benefits:

secure
modern onboarding
no password leaks

12. Member Database Schema

Example MongoDB document.

Member
{
  _id
  communityId
  userId

  firstName
  lastName
  email

  primaryRole
  location

  skills
  areaOfInterest

  internalNotes

  membershipStatus

  accessLevel

  profilePhotoUrl

  onboardingSource

  createdBy
  createdAt
}

13. User Schema

User
{
  _id
  email
  passwordHash
  emailVerified
  createdAt
}

14. API Key System

Communities generate API keys.

Example key:

cd_live_9f83hf93

Database schema:

ApiKey
{
  keyHash
  communityId
  permissions
  createdBy
  active
}

Permissions example:

member:create
member:read
event:create
hackathon:register

15. Plug-and-Play Integrations

CommDesk APIs allow communities to connect with:

community websites
hackathon portals
event landing pages
discord bots
mobile apps

Examples:

Show members on website:

GET /api/v1/members

Register participant:

POST /api/v1/members

16. Role System

Roles control what members can do.

Examples:

Founder
System Admin
Organizer
Mentor
Volunteer
Member
Judge
Sponsor

Permissions control:

event creation
member management
admin dashboard
API management

17. Access Level System

Your UI already includes:

internalDashboard
comunityForum
adminControls
superAdmin

These determine internal permissions.

18. Audit Logging

Every important action is logged.

Examples:

member_created
member_invited
member_activated
member_role_changed
member_removed

Schema:

AuditLog
{
 actorId
 action
 communityId
 metadata
 createdAt
}

19. Security Improvements

Important protections.

Rate Limiting

100 onboarding requests/hour per API key

Input Validation

Use:

Zod

Duplicate Protection

Prevent:

duplicate email
duplicate domain

API Abuse Protection

IP tracking
API key throttling

20. Email System

Email templates required:

member_invitation
account_activation
password_reset
member_role_update

Recommended email services:

Resend
SendGrid
AWS SES

21. Analytics

Track onboarding performance.

Example metrics:

members added
members activated
API onboarding
bulk imports

Endpoint:

GET /analytics/members

22. Desktop Integration

In the CommDesk desktop app:

Add Member page
Member List
Invitation Tracking
Role Management

Desktop benefits:

fast UI
native notifications
offline support
secure runtime

23. Final End-to-End Flow

Dashboard onboarding:

owner logs in
      ↓
adds member
      ↓
status = On Boarding
      ↓
activation email sent
      ↓
member activates account
      ↓
status = Active

External onboarding:

community website form
      ↓
CommDesk API
      ↓
member created
      ↓
activation email sent