Membership Letters & Printing

Two print/PDF surfaces round out the membership workflow: a formatted copy of a submitted application (for filing or handing back to the applicant), and a customizable welcome letter sent to a newly-enrolled family. Both are staff-only. See Membership-Applications for how applications are reviewed and approved, and Email-Notifications for how the letter is delivered by email.

Using it

Print a membership application

1. From an application’s detail page (/memberships/[id]) or straight from a URL, open Print form — this opens /memberships/[id]/print in a new tab.
2. The print view reproduces the whole submitted form on the parish letterhead (name + address), including a signature image, a table of children/dependents/other relatives, and a blank “FOR OFFICE USE ONLY” block (registration number, book number, date, and a signature line for whoever the parish has configured as the signer) for staff to fill in by hand after printing.
3. Available to ADMIN, PASTOR, and OFFICE_ADMIN (canEdit) — AUDITOR and VIEWER cannot reach it directly, since it renders decrypted personal information.
4. Every print view is logged to the audit trail.

Send a welcome letter

1. Open Community → Welcome Letter in the sidebar (/welcome-letter), staff-only (canEdit).
2. Pick a family from the dropdown (non-archived families, alphabetical). This loads a pre-filled draft: today’s date, membership number, addressee, address, greeting, the list of household members being welcomed, and the parish’s standard intro/contributions/closing paragraphs — all editable inline before sending.
3. If the family includes a previous-church transfer (and the parish’s “previous church” fields are enabled), a “transfer-certificate paragraph” checkbox is pre-ticked and mentions the church they transferred from; untick it to omit that sentence.
4. Bank account details for regular giving (general fund and building fund, each with bank/BSB/account number/account name) are pre-filled from parish settings but can be tweaked for this one letter without changing the saved defaults.
5. Click Preview PDF to open the rendered letter in a new tab before sending.
6. Under Send to, every household member with an email address on file is pre-selected (deselect as needed — a family member with no email on file isn’t listed at all).
7. Click Send welcome letter to email the PDF to the selected recipients. A confirmation message reports how many recipients it went to.

How it works

• Print page: src/app/(print)/memberships/[id]/print/page.tsx — server component, decrypts the application’s payload/signature on the fly, reads church identity + membership settings + letter settings (for the office-use signer title), and renders a static print stylesheet (@page { size: A4 }). Guards: integer ID bounds check, canEdit, and a redirect to a 404 if the application’s PII has already been purged by the retention job (see Membership-Applications). Emits an audit log entry (MEMBERSHIP_PRINTED) with the requester’s real client IP.
• Welcome letter data model: src/lib/welcomeLetter.ts (pure, no DB) builds a WelcomeLetterModel from a family’s DB record, its member list (head first, by role), the parish’s LetterSettings, and church identity — computing the addressee (“Head & Family”), city/state/postcode line, and an auto-generated enrolment sentence that mentions the membership number and, if applicable, the transferring church. {churchName}/{memberNo} placeholders in the admin’s stored template text are substituted; any other {token} is left untouched so a typo is visible rather than silently blanked.
• Draft/send actions: src/lib/actions/welcomeLetter.ts.
  • buildWelcomeLetterDraft(familyId) — loads the family and its active (non-archived) members, decrypts address fields, and returns the model plus a recipients list (members who have an email on file).
  • sendWelcomeLetter({ familyId, model, recipientPersonIds }) — re-resolves every recipient’s email from the database, never trusting whatever the client posts back (defense against a tampered request adding an arbitrary address); renders the PDF (src/lib/pdf/WelcomeLetterPdf.ts) and sends it as an attachment via sendWelcomeLetterEmail. Logs WELCOME_LETTER_SENT (recipient count only — no member PII in the audit metadata).
  • The Preview PDF button calls POST /api/welcome-letter/preview with the in-progress model and opens the returned PDF blob — nothing is persisted or emailed by a preview.
• Letter settings: src/lib/letterSettings.ts — AppSetting-backed, cached (1h, tag-busted on save): two BankAccount slots (general fund, tax-deductible building fund — the tax-deductible flag is fixed per slot, not editable), signer name/title, and the three template paragraphs (intro/contributions/closing). Falls back to sensible generic default paragraphs when a parish hasn’t customized them.

Configuration

Both letterhead and letter defaults are set under App Settings (/settings, ADMIN only):

• Letter Settings section: bank account details (bank/BSB/account/name) for the general and building funds, signer name/title (used on both the welcome letter and the “FOR OFFICE USE ONLY” line on the printed application form), and the intro/contributions/closing paragraph templates.
• Church Information section: church name, address, ABN/registration number, email, website — used on both the membership-form letterhead image and the print header.
• The membership-form letterhead itself is served from /api/branding/letterhead, configured via the Branding section of Settings.