How do I drop or inactivate a Member?

   Q:
   Do I delete a member when they drop or are suspended?

   A: To change the status of a record to
   Dropped/Inactive will be the best
   way to handle this situation. Deleting a record is not typically
   recommended since this completely removes all reference to this member.
   (A deleted
       member would not even display on a Drop
       Report.)

   If a member is simply changed to a status
   of Dropped/Inactive,
   reinstatement is quick and easy while maintaining group and fee assignments
   and the member’s entire history.

   Q:
   How do I change a member
   status to Dropped/Inactive?

   A: Changing the status of a member to
   Dropped/Inactive is a simple change of the Membership Status drop-down arrow on the
   member’s General tab. The
   Drop Member Options screen will
   appear so that you can record information specific to this member.

   To drop a
   member

1.	On the General tab, click the Membership Status arrow in the Additional Information area.

2.	Click Dropped/Inactive.

3.	Complete the fields in the Drop Member Options screen. See Figure 1 below.

   Figure
   1 Drop Member Options screen

   Note: Recurring Membership Dues & Fees are
   displayed as a reminder of their drop amount. You do not need to remove the
   fee from this screen. Leaving it here will allow that amount to appear on
   the drop report which indicates the “value” of the drop. Reinstatement of
   this member is also easier if the fee is still on their account. Inactive
   members are not included in invoice batches.

   If any deals or job postings appear under Active
   Purchases, you should set them to Disabled status so that they do not
   continue to appear on the public website.

4.	Click Save & Exit.

   Q:
   What selection should I set for Rep Status and Group Status when I drop a
   member?

   A:
   Representatives should be set to inactive status. Reps should also be
   disabled in the groups if you do not want them to continue to receive
   communication as part of that group.

   Rep Status

   Active status is the appropriate designation for
   representatives of members that are currently active. Inactive status is
   the appropriate designation for a rep who is no longer acting as a
   representative for the member; the rep's information and history will be
   retained but there is a separate distinction given to them in reports and
   lists. Deleting a rep should be limited to a rep that was created by
   mistake. History and all reference to this rep would be removed. The
   selection Leave Unchanged will return the status to the last status that
   was in effect for this rep.

   Group Status

   Disabled reps within a group are not visible in
   the group list on a regular basis and will not be included when selecting
   to contact these group members. Disabling a rep also preserves the history
   of their participation in this group. Deleting a rep from a group, removes
   all record of their participation in the group. Note: Both active and
   inactive reps may be set as disabled in a group. Inactive reps, that are
   not disabled, are still included in emails sent to the group. The selection
   Leave Unchanged will return the status to the last status that was in
   effect for this rep.

   Q:
   What should I do with
   member fees for a Dropped/Inactive
   member?

   A:
   Member Fees and Dues do not need to be removed from the members’ record.
   While in Dropped/Inactive status,
   recurring membership invoices will not be created for them regardless of
   whether there are fees assigned.

   If the fee is left on their account, it is
   possible to view the dollar amount associated with your dropped members on
   the detailed Drop Report. If fees are removed, this field is blank on the
   detailed Drop Report.

   If fees are not removed, dropped members’ fees
   will continue to display when viewing a report listing the fee
   assignments.

   If you desire, you may remove fee assignments from
   a member’s account. The dollar value would not be included in the detailed
   Drop Report. Also, when reinstating a member, you would then need to
   reassign the fee to their account.

   Q:
   What happens in the database when a member is dropped?

   A:
   When a member is set to the Dropped/Inactive status, a number of things
   happen automatically in your database.

   If a member is set to Dropped/Inactive status . . .

their listing in the online Directory will automatically be excluded.  You don't need to do anything further than setting them to Dropped/Inactive.

their login is also disabled from the members portal as well.  This is all automatic.

   When you set the member back to
       Active status, these two items
       will reverse themselves automatically placing them on the online
       Business Directory and giving them access to the Member Information
       Center.

   Q:
   If a member is set to Dropped/Inactive status, do I also need to
   change their web selections so they are not able to login to the Member
   Information Center?

   A:
   No. When a member is set to the Dropped/Inactive status, a number of things
   happen automatically in your database.

   If a member is set to Dropped/Inactive status . . .

their listing in the online Business Directory will automatically be excluded.  You don't need to do anything further than setting them to Dropped/Inactive.

their login is also disabled from the members portal as well.  This is all automatic.

   When you set the member back to
       Active status, these two items
       will reverse themselves automatically placing them on the online
       Directory and giving them access to the Member Information Center.

   Q:
   If a member is set to Dropped/Inactive status, do I also need to
   change their web selections so they are not included in the online
   Directory?

   A:
   No. When a member is set to the Dropped/Inactive status, a number of things
   happen automatically in your database.

   If a member is set to Dropped/Inactive status . . .

their listing in the online Business Directory will automatically be excluded.  You don't need to do anything further than setting them to Dropped/Inactive.

their login is also disabled from the members portal as well.  This is all automatic.

   When you set the member back to
       Active status, these two items
       will reverse themselves automatically placing them on the online
       Directory and giving them access to the Member Information Center.

   Q:
   How do I print a report listing those that have dropped?

   A:
   Print the “Member Listing by Drop Date” report.

5.	On the left-hand menu, click Reports.

6.	Type the keyword “drop” and click Search.

7.	Click the green arrow for the report titled “Member Listing by Drop Date”.

8.	Complete the Filter Options fields.

   Figure 1 Drop Report Filter options

9.	Click View/Print Summary Listing or View/Print Detail Listing.

10.	The report will display on the screen. View or print as desired.

   Q:
   After reinstating a
   dropped member, why do they still show on the “Member Listing by Drop Date”
   report?

   A:
   To only show those that are currently in dropped status on the report, make
   sure to select the checkmark Include only
   records with a current status of dropped/inactive on the “Member
   Listing by Drop Date” report.

   When membership status is changed to
   Dropped/Inactive, the drop date is
   automatically recorded in the database. You can view this field on the
   General tab of the members’ record.

   When changing membership status back to
   Active, the Drop Date field retains the drop date unless it
   is manually removed by staff.

   If a drop date exists in the drop field, this
   member will be included on the Drop Report for that specified date, unless
   you select the checkmark Include
   only records with a current status of dropped/inactive on the
   “Member Listing by Drop Date” report.

   In most cases, you will not need to remove the
   Drop Date for those that reinstate. In fact, you may want the record of
   this previous drop.

   To remove the date, the member must temporarily be
   set to Dropped/Inactive.
   Then you may highlight the drop date and press Delete. Remember to click
   Save.

   Q:
   Why do I not see
   the Dropped/Inactive
   member in my
   Members
   drop-down list?

   A:
   Dropped/Inactive members are still
   displayed in the Member drop-down list when the Filter Options are set to display
       Dropped/Inactive members.
       Dropped/Inactive members will
       display in red.

   To set filter options to include Dropped/Inactive
   members

11.	In the Members module, click filter options.

12.	Click to select Dropped/Inactive.

13.	Dropped/Inactive members will now display in red.

   Q:
   How does changing
   membership status effect my QuickBooks integration?

   A:
   Any membership status change in the software will be marked as a change
   that may be passed through to QuickBooks.

   The default synchronization action when a member
   is changed from Active to Dropped/Inactive is to change them from the
   Active list in QuickBooks to the Inactive list.

   The default synchronization action when a member
   is changed from Dropped/Inactive to Active is to change them back from the
   Inactive list to the Active list in QuickBooks.

   If a database record is not associated with a
   QuickBooks customer at that time, the default synchronization action will
   be to add them to QuickBooks.

   Q:
   When is deleting a member appropriate?

   A:
   Members should only be deleted when history is not necessary or when a
   member was mistakenly created. Deleting is permanent and cannot be undone.

   Q:
   How do I reinstate a member?

   A:
   Reinstating a member is a simple change of the Membership Status drop-down arrow on the
   member’s General tab back to
   Active. Then click Save at the bottom of the screen.

   To reinstate a
   member

14.	On the General tab, click the Membership Status arrow in the Additional Information area.

15.	Click the desired membership status.

16.	Click Save.

   Reinstating the member does not automatically
   switch the representatives back to Active. Each rep must be set back to
   Active individually, if needed, as desired.

   Q:
   Does reinstating a
   member also reinstate the representatives?

   A:
   No. Reinstating the member does not automatically switch the
   representatives back to Active.
   Each rep must be set back to Active
   individually, if needed, as desired.

   Q:
   How do I set a rep back
   to Active?

   A:
   Changing the status of a rep to Active is a simple selection of a checkbox on
   the Reps tab. Then click
   Save at the bottom of the screen.

   To set a rep back to active

17.	On the Reps tab, click the name of the desired rep in the List of Representatives area.

18.	In the Personal Information area click to select the check box Rep is currently active with this member.

19.	Click Save.

   Note: Each rep must be added back to any groups as
   desired or re-enabled, if they were removed or disabled when set as
   Inactive.