Keeping a record of contact with a member

Every member has a record of contact with them, on their own page under Correspondence.

What goes in it by itself

Every email Allotmin sends them — ordinary messages, inspection emails, automatic rent reminders. You do not have to do anything; it is recorded as it goes.

What you add yourself

Everything that happened off the screen. A phone call, a letter you posted, a conversation at the gate. Choose the type, put in the date, write what was said, and attach a file if there is one.

Notes and complaints are different

Two of the types — note and complaint — are marked internal rather than sent or received. They are the committee's own record, not something the member was sent.

A complaint is filed against the member it is about, and has a field for who reported it, which can be "Anonymous". That is the case this exists for: three people mention the same thing over a season, and without somewhere to put it the only record is in somebody's memory.

Why bother

Because the questions that get difficult at allotment associations are almost always about what was said and when. A committee changes; the record does not. When somebody disputes that they were ever told about the state of their plot, the answer is on one screen with dates on it.