Withdrawal Requests
A withdrawal request is the formal record of a member asking to withdraw some or all of their shareholding. CBSmembers manages the full lifecycle — from the member's request, through the notice period and committee approval, to payment and the actual share register update.
This is distinct from the per-certificate Withdraw action on the Shares tab. That action is the bookkeeping operation that marks a certificate as withdrawn in the register. A withdrawal request is the workflow that sits in front of it — recording the ask, the office's decision, and the payment, all in one place.
Where to find them
Two places:
- Withdrawals on the main toolbar — every live and historical request across the whole society, in one list. This is the office-side workflow screen.
- Withdrawals tab on a member record — every request that member has ever made, with a button to start a new one on their behalf.
Both views show the same data; they're just filtered differently.
Org-level settings
Two options on Org Settings → Organisation control how withdrawals work for your society:
| Setting | Description |
|---|---|
| Notice period (days) | How many days notice a member must give before a withdrawal can be paid. Used as the default notice date when a request is logged. Set to 0 for no notice period. |
| Partial withdrawal mode | How the share register reflects a partial withdrawal. Reissue — withdraw the original certificate in full and issue a new one for the remaining holding (the historically correct approach for most CBSs). Modify — reduce the share count on the original certificate. |
These set the defaults for the whole society. Individual requests can still be tailored as needed.
Creating a request
From the member's Withdrawals tab, click New request and fill in:
- Request date — when the member made the request (defaults to today)
- Ask — one of:
- All shares — withdraw the full holding
- A number of shares — partial withdrawal by share count
- An amount in pounds — partial withdrawal by monetary value
- Notes — any context the office needs to remember (e.g. "wants payment to old bank account closed last month")
Save. The request appears in the Withdrawals list with status Pending.
The lifecycle
A request moves through these statuses:
| Status | Meaning |
|---|---|
| Pending | Logged, awaiting committee decision |
| Approved | Committee has approved the withdrawal; awaiting payment |
| Rejected | Committee has declined the request |
| Cancelled | Member withdrew the request, or it was logged in error |
| Paid | Payment has been made; the request is closed |
Edit (Pending only)
While a request is still Pending, click Edit to change the request date or the ask. Once approved, the request is locked.
Approve
Click Approve to mark the request as ready for payment. CBSmembers records who approved it and when. No payment is scheduled automatically — that's a separate step at the right time.
Reject
Click Reject to decline the request. You're asked for a reason, which is stored on the request and visible in history.
Cancel
Click Cancel to close out a request that was logged by mistake or that the member has withdrawn. A reason is captured.
Pay
Click Pay to record the payment. You enter:
- Payment date — when the money left the society's account
- Method — Bank transfer, Cheque, or None (e.g. for a £0 closing balance)
- Amount — what was actually paid
The request closes and moves to history.
The corresponding share certificates are not withdrawn from the register automatically when payment is recorded — that's done separately on the Shares tab, using the Withdraw action on each certificate (or, for a partial withdrawal, using the mode you set in Org Settings). This separation keeps the cash payment and the register update as distinct, auditable steps.
History
Closed requests (Approved-and-Paid, Rejected, Cancelled) appear in the history grid on each member's Withdrawals tab. The history shows request date, ask, status, who approved it, when it closed, payment date, and amount.
The main toolbar Withdrawals screen has filters to show only Pending, only Approved, or include closed requests in the list.
CRM trail
When a withdrawal request is created, approved, rejected, cancelled, or paid, a CRM note is added to the member record automatically. This means the full withdrawal story shows up on the member's CRM tab alongside their other correspondence.