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Governance

Officer roles, and a record of who decided what.

Each officer signs in under their own name, with the role their job needs: member, registrar or organization admin. When someone steps down, an admin moves the role to the next person.

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Roles

Who can change what.

Roles decide who can change your club's records, and registrar decisions and member record changes are recorded with who made them and when. When the board changes, the history stays with the club.

  • Roles for admins, registrars and members
  • Registrar decisions with a name and a date
  • Kept when board members change

Each role

Three roles, and what each one does.

Member

Belongs to your club and signs in to its site. When your club turns on member animal records, members register their animals and accept transfers there.

Registrar

Decides registration requests in the registry queue: approve, reject with a reason, or ask for changes with a note. If your club approves registrations on payment, a paid request is approved without a registrar.

Organization admin

Runs the club's content, finance and settings. Only admins change roles, the registry rules, the number format, the certificate settings and automatic approval.

See how membership works

Handover

When an officer steps down.

  1. Make sure the incoming officer is an active member.

    A role can only go to someone whose membership is active.

  2. Give them their role.

    An admin assigns registrar or organization admin to the new person.

  3. Move the outgoing officer back.

    They return to the member role and keep their membership.

  4. The change is on record.

    The old role, the new role, who made the change and when are recorded.

Moving your club's last admin to another role is refused, so give the incoming admin the role before the outgoing one steps back.

How your club's records are kept

History

Who decided, and when.

Each registrar decision is recorded with who made it and when, and the registration's history shows it in the queue. If your club approves registrations on payment, a paid request is recorded as approved automatically when payment was received, with no name beside it.

For a member with an account, the member's page in the admin area shows an activity history: status and role changes, and registrar decisions on the registration requests that member sent, with who made each one and when.

  • When your club turns on member animal records, changing the parents of an animal with an approved registration from the member's account sends that registration back for re-review.
  • Admins can export selected members and the registration queue as CSV.

See how the registry works

Questions

Governance questions.

Is every change kept?
Registrar decisions and member record changes are recorded with who made them and when. Not every edit is logged.
Can a registrar change our club's settings?
No. Registrars decide registration requests. Only organization admins change the registry rules, the number format, the certificate settings and automatic approval.
What happens when our registrar steps down?
Once the new registrar is an active member of your club, an admin gives them the role and moves the outgoing registrar back to member. The role change is recorded with who made it and when, and the registration history stays where it was.
Can our last admin be moved to another role?
No. Moving your club's last admin to another role is refused, so a handover starts by giving someone else the admin role.
Does Breed Ledger handle motions or bylaw changes?
No. Motions and bylaw changes stay with your board's own process. Breed Ledger holds the roles that follow from them and the record of registrar decisions.

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Bring your bylaws and your officer list.

I will look at how your officers split the work with you on the call, and what moving your records would look like.

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