Overview

Board Members lets you manage the leadership roster for your district or council. You can add, edit, and remove board members, organize them by term, and keep your records current as leadership changes.

This works the same way as board member management at the unit level, just applied to your district or council board. Keeping an accurate roster helps with governance, communication, and staying compliant without the last-minute scramble.

Board Members appears in the navigation bar for districts and for councils that hold units. The placeholder “out of council” grouping used for units without a council doesn’t have a board of its own, so the option isn’t shown there.

How to Manage Board Members

1. Go to your district or council dashboard.
2. Click Board Members in the navigation bar.
3. Use the term filter at the top to choose which term you are viewing.
4. Click Actions to add, import, export, or view removed members.
5. To edit someone, open their record and update their information.
6. To remove someone, open their record and click Delete. Removed members are kept and can be viewed under View Removed Board Members, then restored.

Board member details

When you add or edit a board member, you can record their name, email, phone, position, and mailing address (address, city, state, and postal code). Keeping email addresses current matters, because they are used for messaging and task notifications across the platform.

Each member’s page also shows their History — the current and past positions they’ve held in your organization.

Importing Board Members from a Spreadsheet

If you have several board members to add at once, you can import them from a CSV file instead of typing each one.

1. On the Board Members page, click Actions, then Import Members.
2. Choose the term you are importing into.
3. Click Download Template to get a correctly formatted starter file.
4. Fill in your members in that file, one per row.
5. Upload your completed file and click Import.

The import accepts a CSV file, and the template you download is already set up with the right columns in the right order:

• First Name
• Last Name
• Email
• Phone
• Position
• Address
• City
• State
• Postal Code

Tips for a smooth import

• Start from the downloaded template rather than building your own file. The column order and names need to match.
• The Position value must match a position that already exists for your state PTA (for example, President or Treasurer). If a position name does not match, that row will be flagged so you can fix it.
• If a row has a problem, the import will show you which row needs attention. You can correct your file and upload it again.

Copying a Roster Between Terms

Instead of re-entering everyone each year, you can copy a roster from one term to another. Each option appears automatically as a banner on the Board Members page when it applies. In both cases you choose which members to copy, and you can review and adjust everything afterward.

Copy from a previous term

If your current term has no board members yet and the previous term did, a banner offers to bring them forward.

1. On the Board Members page, click Copy Board Members in the banner.
2. Select which members to copy from the previous term.
3. Copy them in, then update anyone whose position has changed.

Copy forward to the next term (seasonal)

When it is time to set up next year’s board, you can copy your current members forward into the next term using Copy Board Members to Next Term.

Things to know about this option:

• It is only available during a set window: from March 1 through the end of your current fiscal year. Outside that window, the copy-forward option is not available.
• It only copies forward if the next term does not already have board members.
• If your organization’s fiscal year begins in January, February, or March, this window doesn’t apply and the banner won’t appear.

After copying forward, review the new term and update any positions or people that are changing.

Open Board Members Task

If your organization has an open task to update its board members and you’ve added someone since that task was created, a yellow Open Board Members Task banner appears at the top of the roster. It names the task and gives you a Submit for Review (or Close and Approve) button plus a View Task link, so you can finish the task without leaving the page.

Past Terms Are Locked

To protect your official history, terms before your district or council’s current fiscal year are locked for edits. Locked terms remain fully viewable, but:

• The term filter only offers terms available for editing when you’re adding, editing, or importing.
• Edit and delete options are hidden on a locked term’s roster.

If you need to correct a past term — a real historical fix, not a routine update — reach out to your state PTA or FutureFund support; those corrections can still be made at the state level.

Roster Warnings

Connect shows a yellow notice at the top of the roster when it spots something worth checking: someone past the term limit for their position, someone holding more than one position, or a required position with nobody assigned. These are reminders, not errors.

Tips

• At the start of a new term, copy your roster and then update only the positions that changed. That is much faster than starting from scratch.
• Use Actions → Export Members to download your current roster as a spreadsheet for reporting or to use as a reference before annual meetings. For a printable version across all your units, use the Contact Report’s PDF option.
• Keep email addresses up to date so messages and task reminders reach the right people.
• Being on the board roster doesn’t grant a login. Use Add to Team on a member’s page to invite them, then set their Role label on the Team page — that label is what routes tasks to them.
• If you can’t edit or delete an entry from a past term, that’s expected — past terms lock to protect your history. You can still view them anytime.