Difference between revisions of "Member Management"

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<div class="toclimit-4">
 
__TOC__
 
__TOC__
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The Members module is the cornerstone of the Growthzone software application. Here you can view contact information, membership status, account balance, and many other details for each of your members.  
 
The Members module is the cornerstone of the Growthzone software application. Here you can view contact information, membership status, account balance, and many other details for each of your members.  
 
==Common Tasks in the Members Module==
 
 
*[[Accessing and navigating the Members module|Accessing and Navigating the Members Module]]
 
 
*[[Add, Drop, Merge Members]]
 
 
*[[Manage Representatives|Add, Inactivate, and Modify Reps]]
 
 
*[[Member_Management-Manage_Members’_Online_Listing|Displaying Member Info to the Public]]
 
 
*[[Record and View Member Communication]]
 
 
*[[Member_Management-Manage_Account_Information_2|Billing & Account Information]]
 
 
*[[Member_Management-View_Individual_Member_Stats|Member Statistics]]
 
 
*[[Directory Categories, Locations, Hot Deals, Jobs|Advanced Options]]
 
 
<!--==Manage Your Members==-->
 
  
 
==Accessing and navigating the Members module==
 
==Accessing and navigating the Members module==
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Access the Members module in the backoffice by clicking "Members" from the left navigation bar.
 
Access the Members module in the backoffice by clicking "Members" from the left navigation bar.
 
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[[File:Main Member.JPG|center]]
 
 
[[File:2015-05-27_1157.png|width=400px]]
 
 
 
  
 
===Member Module Navigation===
 
===Member Module Navigation===
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:[[File:mem_module.png]]
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:[[File:Header Mem Management.JPG]]
  
  
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*'''Advanced Options:''' Business categories, location (if enabled), Hot Deals, job postings .Manage your members
 
*'''Advanced Options:''' Business categories, location (if enabled), Hot Deals, job postings .Manage your members
  
*'''Marketing:''' Allows banner advertisements to be loaded for a member that will appear at designated places on your website. See [[Marketing Package]].
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*'''Marketing:''' Allows banner advertisements to be loaded for a member that will appear at designated places on your website. See [[Marketing Package]]. When the Marketing Package has been activated, your the '''Marketing''' tab will be displayed. Sponsorship banners may be added to a members account and specifically placed on targeted pages within your integrated chamber website. The Marketing tab, available at all times after the initial purchase of the Marketing Package, allows chamber staff to:
 +
 
 +
:*Add a banner ad to multiple pages on the integrated website
 +
:*Focus placement of a Business Directory or Quick Link banner ad to display within a targeted business category
 +
:*Link a banner ad to a desired URL
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:*Specify start and end display dates of banner ad
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:*Upload desired .jpg or .gif banner ad
  
 
*'''Files:''' Area to upload files and documents that should be associated with a member. This is member-specific storage of files. E.g. Upload a member contract or agreement for reference by your staff. See [[Keep_All_Member_Documents_in_One_Place|Store member files on their record]].
 
*'''Files:''' Area to upload files and documents that should be associated with a member. This is member-specific storage of files. E.g. Upload a member contract or agreement for reference by your staff. See [[Keep_All_Member_Documents_in_One_Place|Store member files on their record]].
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::Watch this [http://screencast.com/t/wxhFtcE8yGh short video] to find out how it works [[File:Vid.png|link=http://screencast.com/t/wxhFtcE8yGh]]
 
::Watch this [http://screencast.com/t/wxhFtcE8yGh short video] to find out how it works [[File:Vid.png|link=http://screencast.com/t/wxhFtcE8yGh]]
  
 +
=='''<span style="color:#800080">Find a Member'''</span>==
 +
----
 +
 +
There are multiple ways to find a member, depending on what information you know about your member.
 +
 +
*When you know the name of your member.
 +
*When you know only part of the member name.
 +
*When you know the representatives’ name, Account name/ID, Phone/Fax, Email address, Mailing Address, or Business Category.
 +
*Using custom criteria to look up by almost anything.
 +
*By member name - Using the drop-down list box.
 +
 +
'''Find Member from the Members Module'''
 +
 +
#Click '''Members''' in the left-hand menu.
 +
#Click the drop-down arrow to right of the member's name in the header bar.
 +
#:[[Image:Old Find Members Option.JPG|400px|center]]
 +
#In the '''Member''' list, click the desired member name. '''NOTE:''' When the drop-list is displayed, you may begin typing the first letters of your members’ name to advance to that member automatically. You can also use the [[File:Right arrow.JPG|25px]] to move from one member to the next.
 +
 +
If you have enabled '''Use drop-down lookup list that is optimized for a larger number of records''' in your general settings, a text-box will be displayed that will use type-ahead functionality that not only displays results that match the "start of the record" but also displays those that match 'any part of the record name". See '''[[Administrator_Tasks#General_Settings|General Settings]]''' for instructions on enabling this function.
 +
 +
[[File:New Find Members.JPG|400px|center]]
 +
 +
'''Find by Member Name - Using the Find Button'''
 +
 +
#Click the '''Find''' button in the header bar. 
 +
#Click '''Member or Rep'''.
 +
#:[[Image:Find Button.JPG|center]]
 +
#'''Enter Search Term:''' type the member name.  '''Note''':  If you only know a portion of the member name, click '''Match any part of member name''' in the '''Match Options''' drop down list.
 +
#In the '''Choose Member/Rep'''  list, click the desired member name.
 +
#Click '''Continue'''
 +
[[Image:Member Rep Look Up.JPG|center]]
  
===Find a Member===
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'''Find a Member By Representative Name - Using the Find button'''
<div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0KEB0HA">There are multiple ways to find a member, depending on what information you know about your member.  </span></div>
 
  <div style="margin-left: 18pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">[[Image:Member_Management-rd_bullet.jpg|9px]]</div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0JEB0HA">When you know the name of your member  </span></span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">[[Image:Member_Management-rd_bullet.jpg|9px]]</div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0IEB0HA">When you know only part of the member name</span></span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">[[Image:Member_Management-rd_bullet.jpg|9px]]</div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0HEB0HA">When you know the representatives’ name, Account name/ID, Phone/Fax, Email address, Mailing Address, or Business Category. </span></span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">[[Image:Member_Management-rd_bullet.jpg|9px]]</div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0GEB0HA"> </span><span style="font-family: arial; font-size: 11pt;">Using custom criteria to look up by almost anything</span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="color: #5F497A; font-family: arial; font-size: 11pt; font-weight: bold; margin-left: 0pt; margin-top: 6pt;"><span id="wwpID0E0FEB0HA">By member name - Using the drop-down list box</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0EEB0HA">Within the </span><span style="font-weight: bold;">Members</span> module, click the drop-down arrow to the right of the Member name.  See Figure 1-8.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0DEB0HA">In the </span><span style="font-weight: bold;">Member</span> list, click the desired member name.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="color: #5F497A; font-family: arial; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0CEB0HA">When the drop-list is displayed, you may begin typing the first letters of your members’ name to advance to that member automatically.</span></div>
 
  <div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt; text-align: justify;"><span id="wwpID0E0BEB0HA">[[Image:Member_Management-Find_a_Member-MemberManagement.1.06.1.jpg]]</span></div>
 
  <div style="font-family: arial; font-size: 10pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span style="font-size: 10pt;"><span id="wwpID0E0AEB0HA">Figure 1-8</span></span> Member drop-down list</div>
 
  <div style="color: #5F497A; font-family: arial; font-size: 11pt; font-weight: bold; margin-left: 0pt; margin-top: 6pt;"><span id="wwpID0E06DB0HA">By Member Name - Using the Find button</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E05DB0HA">Click </span><span style="font-weight: bold;">Members</span> in the left-hand menu.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E04DB0HA">On the </span><span style="font-weight: bold;">Find</span> menu, click <span style="font-weight: bold;">Member or Rep</span>.[[Image:Member_Management-Find_a_Member-MemberManagement.1.06.2.jpg]]</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">3. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E03DB0HA">In the </span><span style="font-weight: bold;">Enter Search Term: </span>box, type the member name.  Note:  If you only know a portion of the member name, click <span style="font-weight: bold;">Match any part of member name</span> in the <span style="font-weight: bold;">Match Options</span> drop down list</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">4. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E02DB0HA">In the </span><span style="font-weight: bold;">Choose Member/Rep</span> list, click the desired member name.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">5. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E01DB0HA">Click </span><span style="font-weight: bold;">Continue</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt; text-align: justify;"><span id="wwpID0E0ZDB0HA">[[Image:Member_Management-Find_a_Member-MemberManagement.1.06.3.jpg]]</span></div>
 
  <div style="font-family: arial; font-size: 10pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span style="font-size: 10pt;"><span id="wwpID0E0YDB0HA">Figure 1-9</span></span> Member Look-up window</div>
 
  <div style="color: #5F497A; font-family: arial; font-size: 11pt; font-weight: bold; margin-left: 0pt; margin-top: 6pt;"><span id="wwpID0E0XDB0HA">By Representative Name - Using the Find button</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0WDB0HA">Click </span><span style="font-weight: bold;">Members</span> in the left-hand menu.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0VDB0HA">On the </span><span style="font-weight: bold;">Find</span> menu, click <span style="font-weight: bold;">Member or Rep</span>. [[Image:Member_Management-Find_a_Member-MemberManagement.1.06.4.jpg]]</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">3. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0UDB0HA">In the </span><span style="font-weight: bold;">Filter Type</span>: drop-down list, select <span style="font-weight: bold;">Representative Name</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">4. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0TDB0HA">In the </span><span style="font-weight: bold;">Enter Search Term</span> box, type the representative name.  Note:  If you only know a portion of the representative name, click <span style="font-weight: bold;">Match any part of rep name</span> in the <span style="font-weight: bold;">Match Options</span> drop-down list.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">5. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0SDB0HA">In the </span><span style="font-weight: bold;">Choose A Member/Rep</span> list, click the desired representative name.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">6. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0RDB0HA">Click </span><span style="font-weight: bold;">Continue</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="color: #5F497A; font-family: arial; font-size: 11pt; font-weight: bold; margin-left: 0pt; margin-top: 6pt;"><span id="wwpID0E0QDB0HA">Using custom criteria</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0PDB0HA">Click </span><span style="font-weight: bold;">Members</span> in the left-hand menu.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0ODB0HA">Click </span><span style="font-weight: bold;">filter options</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0NDB0HA">[[Image:Member_Management-Find_a_Member-MemberManagement.1.06.5.jpg]]</span></div>
 
  <div style="font-family: arial; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E0MDB0HA">Figure 1-9a Selecting filter options</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">3. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0LDB0HA">Click </span><span style="font-weight: bold;">Advanced</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0KDB0HA">[[Image:Member_Management-Find_a_Member-MemberManagement.1.06.6.jpg]]</span></div>
 
  <div style="font-family: arial; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E0JDB0HA">Figure 1-9b Selecting your custom criteria</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">4. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0IDB0HA">Select the desired custom criteria.</span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">5. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0HDB0HA">Click </span><span style="font-weight: bold;">Continue</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">6. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0GDB0HA">The </span><span style="font-weight: bold;">Members</span> drop-down list will now display only those that meet your criteria.  You can click the left and right arrows to move quickly through the selected records.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0FDB0HA">[[Image:Member_Management-Find_a_Member-MemberManagement.1.06.7.jpg]]</span></div>
 
  <div style="font-family: arial; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E0EDB0HA">Figure 1-9c Filtered drop-down list</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">7. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0DDB0HA">To return back to the full list of members, click </span><span style="font-weight: bold;">filter options</span> and select <span style="font-weight: bold;">clear filters </span>and click <span style="font-weight: bold;">Continue</span>.</div></td>
 
      </tr>
 
    </table>
 
</div>
 
  
<!--==How to Add, Drop, Merge Members==
+
#Click the '''Find''' button in the header bar.
<b>Learn how to:</b>
+
#Click '''Member or Rep'''
*[[Add a new member]]
+
#:[[Image:Find Button.JPG|center]]  
*[[Find_a_Member|Find a member]]
+
#Select '''Representative Name''' from the '''Filter Type''' drop-down list.
*[[Edit_Member_Information|Edit member information]]
+
#Type the representative name in the '''Enter Search Term'''  box. '''Note:'''  If you only know a portion of the representative name, click '''Match any part of rep name'''in the '''Match Options''' drop-down list.
*[[Drop_a_Member|Drop a member]]
+
#Click the desired representative name in the '''Choose A Member/Rep''' list.
*[[Reinstate / Re-activate a member]]
+
#Click '''Continue'''.
*[[Merge Members]]
+
 
*[[Custom Fields]]
+
'''Find a Member - Using custom criteria'''
*[[Community Member|Understand the Community Member record]] -->
+
 
 +
#Click '''Members'''  in the left-hand menu.
 +
#Click '''filter options''' in the header bar
 +
#:[[Image:Find by Criteria.JPG]]  
 +
#Click '''Advanced'''
 +
#:[[Image:Toolbar Filter Options.JPG|center]]  
 +
#Select the desired custom criteria.
 +
#Click '''Continue'''. The  >Members  drop-down list will now display only those that meet your criteria.  You can click the left and right arrows to move quickly through the selected records.
 +
 
 +
'''NOTE:''' To return back to the full list of members, click filter options and select '''clear filters''' and click '''Continue'''.
 +
 
 +
==Add a Prospect==
 +
To add a prospect to your database, you will simply click the '''Add''' button in the header bar. When adding a prospect to the database, you simply fill in the requested information as the wizard walks you through four information screens.
 +
 
 +
 
 +
#Click the '''Add''' button in the header bar and click '''Member'''. '''Step 1: Basic Information''' opens
 +
#:[[File:Add.JPG|center]]  
 +
#Enter all required '''Basic Information'''.
 +
#Click '''Next''' to continue. '''Step 2: Additional Information''' is displayed.
 +
#Select '''Prospect''' from the '''Status''' drop-down list.
 +
#Add any additional information you wish.
 +
#Click '''Finish'''.
  
 
==Add New Member==
 
==Add New Member==
When adding a new member to the database, you simply fill in the requested information as the wizard walks you through four information screens. <br />
+
When adding a new member to the database, you simply fill in the requested information as the wizard walks you through four information screens.  
 
You will be asked to fill in the following information screens:
 
You will be asked to fill in the following information screens:
 
* General Information
 
* General Information
 
* Additional Information
 
* Additional Information
 
* Billing Information
 
* Billing Information
* Web Display Information<br />
+
* Web Display Information  
 
When you click '''Finish''', your member is automatically added to the database.
 
When you click '''Finish''', your member is automatically added to the database.
#On the '''Add''' menu, click '''Member'''. '''Step 1: Basic Information''' opens
+
#Click the '''Add''' button in the header bar and click '''Member'''. '''Step 1: Basic Information''' opens
#:[[File:MemberManagement.1.05.1.jpg]]<br />
+
#:[[File:Add.JPG|center]]  
# When '''Step 1: Basic Information''' opens, type the correct member information. See Figure 1-4.
+
#Enter all required member information.  
#:<small>Note: An immediate warning will appear if trying to create a duplicate member. [[Will the software warn me if I try to create a duplicate member|See more info]].</small>
+
#:'''Note''': An immediate warning will appear if trying to create a duplicate member. [[Will the software warn me if I try to create a duplicate member|See more info]].
#:[[File:MemberManagement.1.05.2.jpg]]<br />
+
#:[[File:Step One Add.JPG|center]]
#:<small>'''Figure 1-4:''' Step 1: Basic Information</small>
 
 
#:*'''Globe icon''' – Click the globe icon to open an internet connection and test the website address that is entered. This will ensure that you have typed the address correctly if the correct page opens in the browser window.
 
#:*'''Globe icon''' – Click the globe icon to open an internet connection and test the website address that is entered. This will ensure that you have typed the address correctly if the correct page opens in the browser window.
 
#:*'''Call First''' – Check this box as a reminder for you to “call first” before sending a fax to this member.
 
#:*'''Call First''' – Check this box as a reminder for you to “call first” before sending a fax to this member.
 
#:*Check '''Use Physical Address as the Mailing Address''' if both the physical and mailing address are the same address. This will save time so you won’t need to type the address twice.
 
#:*Check '''Use Physical Address as the Mailing Address''' if both the physical and mailing address are the same address. This will save time so you won’t need to type the address twice.
#:<small>'''Tip:''' The Mailing Address fields must contain an address in order to print labels for this member. Either type an address or click Use Physical Address as the Mailing Address.</small>
+
#:'''Tip:''' The Mailing Address fields must contain an address in order to print labels for this member. Either type an address or click Use Physical Address as the Mailing Address.  
# Click '''Next''' to continue.
+
#Click '''Next''' to continue. '''Step 2: Additional Information''' is displayed.
# When '''Step 2: Additional Information''' opens, type the correct member information. See Figure 1-5 and
+
#Enter all required additional information.  Here you may assign categories, representatives, membership types, web packages, etc.
#:[[File:MemberManagement.1.05.3.jpg]]<br />
+
#:[[File:Step Two Add.JPG|center]]  
#:<small>'''Figure 1-5:''' Step 2: Additional Information</small>
+
#Click '''Next''' to continue. '''Step 3: Lodging (not available in all editions)''' will be displayed, select '''Enable Lodging for this member''' if desired. If not, click '''Next'''.
# Click '''Next''' to continue.
+
# When '''Step 4: Billing Information''' opens, complete the desired fields and click Next to continue.  
# When '''Step 3: Lodging (not available in all editions)''' opens, select '''Enable Lodging for this member''' if desired. If not, click '''Next'''.
+
#:[[File:Step Three Add.JPG|center]]  
# When '''Step 4: Billing Information''' opens, complete the desired fields and click Next to continue. See Figure 1-6 and
+
# When '''Step 5: Web Display Information''' opens, complete the desired fields and click '''Finish''' to complete the process.
#:[[File:MemberManagement.1.05.4.jpg]]<br />
+
#:[[File:Add step four.JPG|center]]  
#:<small>'''Figure 1-6:''' Step 4: Billing Information</small>
+
#Click '''Finish''', your member is automatically added to the database and included in the online directory (unless the '''Does Not Display on Web''' check box is selected).
# When '''Step 5: Web Display Information''' opens, complete the desired fields and click '''Finish''' to complete the process. See Figure 1-7.
+
 
#:[[File:MemberManagement.1.05.5.jpg]]<br />
+
{|style="padding:5px; text-align:left; background-color: #cce5ff; width:90%; margin-bottom:.2em;"
#:<small>'''Figure 1-7:''' Step 5: Web Display Information</small>
+
|-
When you click '''Finish''', your member is automatically added to the database and included in the online directory (unless the '''Does Not Display on Web''' check box is selected).
+
|'''Note:''' Members can also be added by filling out the [[Membership Application]] form.
 +
|}
  
'''Note:''' Members can also be added by filling out the [[Membership Application]] form.
+
==Adding Members by approving On-line Applications==
  
<!--===Find a Member===
+
If you have included a Membership Application form on your web-site. You can configure your system to automatically accept applicants as new members, or you can manually approve the applications. See '''[[Setup_the_Online_Membership_Application|Setup the On-line Application]]''' for further details on creating your on-line application form.
<div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0KEB0HA">There are multiple ways to find a member, depending on what information you know about your member.  </span></div>
 
  <div style="margin-left: 18pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">[[Image:Member_Management-rd_bullet.jpg|9px]]</div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0JEB0HA">When you know the name of your member  </span></span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">[[Image:Member_Management-rd_bullet.jpg|9px]]</div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0IEB0HA">When you know only part of the member name</span></span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">[[Image:Member_Management-rd_bullet.jpg|9px]]</div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0HEB0HA">When you know the representatives’ name, Account name/ID, Phone/Fax, Email address, Mailing Address, or Business Category. </span></span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">[[Image:Member_Management-rd_bullet.jpg|9px]]</div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0GEB0HA"> </span><span style="font-family: arial; font-size: 11pt;">Using custom criteria to look up by almost anything</span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="color: #5F497A; font-family: arial; font-size: 11pt; font-weight: bold; margin-left: 0pt; margin-top: 6pt;"><span id="wwpID0E0FEB0HA">By member name - Using the drop-down list box</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0EEB0HA">Within the </span><span style="font-weight: bold;">Members</span> module, click the drop-down arrow to the right of the Member name.  See Figure 1-8.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0DEB0HA">In the </span><span style="font-weight: bold;">Member</span> list, click the desired member name.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="color: #5F497A; font-family: arial; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0CEB0HA">When the drop-list is displayed, you may begin typing the first letters of your members’ name to advance to that member automatically.</span></div>
 
  <div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt; text-align: justify;"><span id="wwpID0E0BEB0HA">[[Image:Member_Management-Find_a_Member-MemberManagement.1.06.1.jpg]]</span></div>
 
  <div style="font-family: arial; font-size: 10pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span style="font-size: 10pt;"><span id="wwpID0E0AEB0HA">Figure 1-8</span></span> Member drop-down list</div>
 
  <div style="color: #5F497A; font-family: arial; font-size: 11pt; font-weight: bold; margin-left: 0pt; margin-top: 6pt;"><span id="wwpID0E06DB0HA">By Member Name - Using the Find button</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E05DB0HA">Click </span><span style="font-weight: bold;">Members</span> in the left-hand menu.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E04DB0HA">On the </span><span style="font-weight: bold;">Find</span> menu, click <span style="font-weight: bold;">Member or Rep</span>.[[Image:Member_Management-Find_a_Member-MemberManagement.1.06.2.jpg]]</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">3. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E03DB0HA">In the </span><span style="font-weight: bold;">Enter Search Term: </span>box, type the member name.  Note:  If you only know a portion of the member name, click <span style="font-weight: bold;">Match any part of member name</span> in the <span style="font-weight: bold;">Match Options</span> drop down list</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">4. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E02DB0HA">In the </span><span style="font-weight: bold;">Choose Member/Rep</span> list, click the desired member name.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">5. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E01DB0HA">Click </span><span style="font-weight: bold;">Continue</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt; text-align: justify;"><span id="wwpID0E0ZDB0HA">[[Image:Member_Management-Find_a_Member-MemberManagement.1.06.3.jpg]]</span></div>
 
  <div style="font-family: arial; font-size: 10pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span style="font-size: 10pt;"><span id="wwpID0E0YDB0HA">Figure 1-9</span></span> Member Look-up window</div>
 
  <div style="color: #5F497A; font-family: arial; font-size: 11pt; font-weight: bold; margin-left: 0pt; margin-top: 6pt;"><span id="wwpID0E0XDB0HA">By Representative Name - Using the Find button</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0WDB0HA">Click </span><span style="font-weight: bold;">Members</span> in the left-hand menu.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0VDB0HA">On the </span><span style="font-weight: bold;">Find</span> menu, click <span style="font-weight: bold;">Member or Rep</span>. [[Image:Member_Management-Find_a_Member-MemberManagement.1.06.4.jpg]]</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">3. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0UDB0HA">In the </span><span style="font-weight: bold;">Filter Type</span>: drop-down list, select <span style="font-weight: bold;">Representative Name</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">4. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0TDB0HA">In the </span><span style="font-weight: bold;">Enter Search Term</span> box, type the representative name.  Note:  If you only know a portion of the representative name, click <span style="font-weight: bold;">Match any part of rep name</span> in the <span style="font-weight: bold;">Match Options</span> drop-down list.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">5. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0SDB0HA">In the </span><span style="font-weight: bold;">Choose A Member/Rep</span> list, click the desired representative name.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">6. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0RDB0HA">Click </span><span style="font-weight: bold;">Continue</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="color: #5F497A; font-family: arial; font-size: 11pt; font-weight: bold; margin-left: 0pt; margin-top: 6pt;"><span id="wwpID0E0QDB0HA">Using custom criteria</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0PDB0HA">Click </span><span style="font-weight: bold;">Members</span> in the left-hand menu.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0ODB0HA">Click </span><span style="font-weight: bold;">filter options</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0NDB0HA">[[Image:Member_Management-Find_a_Member-MemberManagement.1.06.5.jpg]]</span></div>
 
  <div style="font-family: arial; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E0MDB0HA">Figure 1-9a Selecting filter options</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">3. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0LDB0HA">Click </span><span style="font-weight: bold;">Advanced</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0KDB0HA">[[Image:Member_Management-Find_a_Member-MemberManagement.1.06.6.jpg]]</span></div>
 
  <div style="font-family: arial; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E0JDB0HA">Figure 1-9b Selecting your custom criteria</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">4. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0IDB0HA">Select the desired custom criteria.</span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">5. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0HDB0HA">Click </span><span style="font-weight: bold;">Continue</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">6. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0GDB0HA">The </span><span style="font-weight: bold;">Members</span> drop-down list will now display only those that meet your criteria.  You can click the left and right arrows to move quickly through the selected records.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0FDB0HA">[[Image:Member_Management-Find_a_Member-MemberManagement.1.06.7.jpg]]</span></div>
 
  <div style="font-family: arial; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E0EDB0HA">Figure 1-9c Filtered drop-down list</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">7. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0DDB0HA">To return back to the full list of members, click </span><span style="font-weight: bold;">filter options</span> and select <span style="font-weight: bold;">clear filters </span>and click <span style="font-weight: bold;">Continue</span>.</div></td>
 
      </tr>
 
    </table>
 
</div> -->
 
  
==Drop a Member==
+
{| class="wikitable"
Members who are no longer participating may be dropped (set inactive) but still have their history and information available in the database. Members should only be deleted when history is not necessary or when a member was mistakenly created. Dropped 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.
+
|-
<b>How to Drop a Member</b>
+
|
1.On the '''General''' tab, click the '''Membership Status''' arrow in the '''Additional Information''' area.
+
[[File:One Row.png|25px]]
 +
| style="width: 100%"| '''IMPORTANT:''' An industry standard Captcha is used, as a way of thwarting spam. However, you may still receive some spam applications. Spam applications may still make it through and are a nuisance. These applicants will be entered into your database as prospects. Best practice is to "Decline" the application then find the member record and delete it from the system.
 +
|}
  
[[File:MemberManagement.1.23.1.jpg]]
+
Figure 1-24 Membership Status drop-down list
+
To approve an on-line application:
  
 +
#Click '''Mbr Signups''' in the '''Task List'''.
 +
#:[[File:Task List Member Signups CP.JPG|center]]
 +
#:A list of the memberships awaiting approval will be displayed. Click the '''Member Name''' to view further information about the applicant.
 +
#:[[File:Mbr App Requests CP.JPG|center]]
 +
#:You may click into the link for the new applicant to view further details
 +
#:[[File:Applicant Details CP.JPG|center]]
 +
#:If the member paid by credit card - you may see the following messages:
 +
#:*"Member chose to pay by credit card. Transaction successful": Pay by Credit card was chosen and completed successfully.
 +
#:*"Member chose to pay by credit card. Transaction is being processed. Transaction submitted MM/DD/YY - HH:MM": Pay by credit card was chosen, credit card information was entered but never received a success message. Check credit card report for success/fail.
 +
#:*"Member chose to pay by credit card. Credit Card information was not entered.": This indicates the applicant selected pay by credit card but never even entered in their credit card information and closed out. The reason these still come through as an application is because it gives the chamber/organization the opportunity to pursue the member who might have just been too busy to complete the application.
 +
#:*When you see the wording included on these messages saying receipt has been created or invoice has been created that indicates that a staff member has been processing that application and created the receipt or invoice from that application.
 +
#For each of the membership requests, you may:
 +
#:*'''Approve''': This option allows you to approve memberships paid by credit card '''OR''' approve memberships where the applicant has requested to be invoiced without creating an invoice.
 +
#:*'''Approve/Create Invoice''': This options is only displayed if the applicant has requested to be invoiced (it will not be displayed if paid by credit card).  When this option is selected, the applicant will be assigned as an active member, and the invoice will be created so that you may deliver it.
 +
#:*'''Approve/Create Receipt''': This option is displayed if the applicant has paid by credit card, and you wish to approve the application '''AND''' create a receipt for the transaction.
 +
#:*'''Create Invoice Only''' This option allows you to create the invoice for the new membership. Select this option if your business process requires that you receive payment prior to activating a membership.
 +
#:*'''Create Receipt Only''': This option will be displayed if the applicant has paid by credit card, and you do not with to approve, simply create an invoice.
 +
#:*'''Decline''': Select this option if you do not wish to activate this new membership.
  
2. Click '''Dropped/Inactive'''.
+
===Application History===
  
3.Complete the fields in the '''Drop Member Options''' screen. See Figure 1-25 below. For more details on the representative options, see [[Remove_Representatives_from_a_Group_When_Dropping_or_Suspending_a_Member|Remove Representatives from a Group When Dropping or Suspending a Member]].
+
The '''Application History''' tab is accessible when you click onto '''Mbr Signups''' in the '''Task List'''. When an applicant has been approved or declined, their information is moved in the Application History tab. Applicants remain on this list for 90 days where they may be viewed.
 +
[[File:Application History CP.JPG|center]]
 +
At any time, this data may be exported to a CSV (comma separated value) file. This might be done to save the data for historical purposes, or to use as a source file in a mail merge, or for viewing and manipulating in other programs.
  
'''Note:'''If fees are removed from a dropped member’s record, the dollar value of the dropped member will not show on the Drop Report. Dropped members are not included in recurring membership billing even if fees are left on their record.
+
#Click '''Mbr Signups''' in the Task List.
 +
#Click the Application History tab.
 +
#:[[File:Application History CP.JPG|center]]
 +
#Click download list.
 +
#Type the desired name for this file.
 +
#Select the desired file location.
 +
#Click Save.
  
[[File:MemberManagement.1.23.2.jpg]]
+
==Why do I receive Spam Applications?==
Figure 1-25 Drop Member Options screen
 
  
 +
On your Application Form, an industry standard Captcha is used, as a way of thwarting spam. However, some spam applications may still make it through and are a nuisance. When an application is received, the business will be added to your database as a Prospect. Best Practice is to delete the record from your database.
  
4. Click '''Save & Exit'''.
+
==Drop a Member==
 +
Members who are no longer participating may be dropped (set inactive) but still have their history and information available in the database. Members should only be deleted when history is not necessary or when a member was mistakenly created. Dropped 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.
  
'''Note:''' For more details on the representative options, see “Remove representatives from a group when dropping/suspending a member.
+
#On the member's '''General''' tab, click the '''Membership Status''' drop-down arrow in the '''Additional Information''' area.
 +
#:[[File:Drop.JPG|center]]
 +
#Click '''Dropped/Inactive'''. The '''Drop Member Options''' dialog box will be displayed.
 +
#:[[File:Drop Member Options.JPG|center]]
 +
#The '''Drop Date''' will default to the current date. You may change this if needed.
 +
#Select a '''Drop Reason''' from the drop down-list.  If needed click the '''Drop Reason''' hyper-link to add or edit drop reasons.
 +
#Enter '''Drop Details'''.
 +
#Update the '''Rep Status''' for each rep:
 +
#:*'''Leave Unchanged (Active status)''' select this option if you wish to allow the rep to continue to access the MIC. The credentials to the MIC will be maintained.
 +
#:*'''Set as Inactive''' status is appropriate 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. Credentials to the MIC will be disabled.
 +
#:*'''Delete''' a rep should be limited to a rep that was created by mistake. History and all reference to this rep would be removed. '''This is NOT recommended'''.
 +
#Update the '''Group Status''' of each rep:
 +
#:*'''Leave Unchanged''' status is appropriate if you wish the reps to remain active in groups (and receive email notifications).
 +
#:*'''Disable in All Groups''': 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.
 +
#:*'''Delete From Groups''': This option will delate 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. Representatives that have a status of inactive will NOT automatically be returned to active status if a member is reinstated. Individual reps must be returned to active status on the '''Reps''' tab.
 +
#'''Billing Information''': The '''Current Balance''' for the member is displayed, you can manage open invoices on the members '''Account''' tab.
 +
#'''Recurring Membership Dues & Fees''': While you may choose to remove the recurring fees schedule, '''best practice''' is to leave the fee schedule so that you can report on revenue lost when a member drops. Dropped members are not included in recurring membership billing even if fees are left on their record.
 +
#Click '''Save & Exit'''.
  
[[Category:Members]]
+
'''NOTE:''' The '''[[http://supportwiki.chambermaster.com/Reports_and_Downloads#Membership_Drop_Analysis_Report|Membership Drop Analysis Report]]''' will provide you with statistical information about your membership drops.
  
 
==Reinstate/Re-Activate a Member==
 
==Reinstate/Re-Activate a Member==
 
After an active member has been set to '''Dropped''' status, setting them back to '''Active''' status will display options to allow you to return reps back to active status and reinstate their group participation if desired. In addition, you will be prompted to reinstate individual '''Member Center Logins''' and '''Event Registration''' options if applicable. Member login permissions are also automatically re-enabled now in addition to their member page URL being reset to No Redirect Action. Find this new reactivate screen when selecting Active status on a member that is currently in '''Dropped''' status. '''Members>General tab>Additional Info''' area.
 
After an active member has been set to '''Dropped''' status, setting them back to '''Active''' status will display options to allow you to return reps back to active status and reinstate their group participation if desired. In addition, you will be prompted to reinstate individual '''Member Center Logins''' and '''Event Registration''' options if applicable. Member login permissions are also automatically re-enabled now in addition to their member page URL being reset to No Redirect Action. Find this new reactivate screen when selecting Active status on a member that is currently in '''Dropped''' status. '''Members>General tab>Additional Info''' area.
  
<b>Reinstating or Re-activating a Member</b>
+
'''Reinstating or Re-activating a Member'''
1. Click '''Members''' in the left-hand menu and select the desired member to be reinstated / re-activated.
+
#Click '''Members''' in the left-hand menu and select the desired member to be reinstated / re-activated.
 
+
#On the '''General''' tab, click the '''Membership Status''' arrow in the '''Additional Information''' area.
2. On the '''General''' tab, click the '''Membership Status''' arrow in the '''Additional Information''' area.
+
#Click '''Active'''.
 
+
#:[[File:Drop.JPG|center]]
3. Click the desired membership status.
+
#Complete the '''Activate Member''' window.
 
+
#:[[File:Activate Member.JPG|center]]
 
+
#Click '''Save and Exit'''.
[[File:MemberManagement.1.24.1.jpg]]
 
 
 
  
4. Complete the '''Activate Member''' window.
+
'''Notes and Tips:'''
 
 
5. Click '''Save and Exit'''.
 
 
 
<b>Notes and Tips:</b>
 
  
 
*If a member is reinstated you will typically want to set the Rep back to Active status. Check the reps on the Reps tab to verify their status after completing the Activate Member screen.
 
*If a member is reinstated you will typically want to set the Rep back to Active status. Check the reps on the Reps tab to verify their status after completing the Activate Member screen.
Line 593: Line 255:
 
*Upon re-activating, the Web tab->Redirect Index is reset to No Redirect Action, which will allow the member page URL to display instead of redirecting. See [[Set_the_Redirect_Index|Redirect Index]].
 
*Upon re-activating, the Web tab->Redirect Index is reset to No Redirect Action, which will allow the member page URL to display instead of redirecting. See [[Set_the_Redirect_Index|Redirect Index]].
  
==Merge Members==
+
==Change Member Status==
<!--html><!-copy and paste. Modify height and width if desired.-><iframe class="tscplayer_inline embeddedObject" name="tsc_player" scrolling="no" frameborder="0" type="text/html" style="overflow:hidden;" src="http://www.screencast.com/users/micronet_training/folders/Members/media/241fe86c-5a5d-415a-bbfa-f0a4acc2b266/embed" height="290" width="598" webkitallowfullscreen mozallowfullscreen allowfullscreen></iframe> </html-->
+
At times you may wish to change the status of a prospect to non-member, of vice versus.
  
To view a video of this functionality: [http://www.screencast.com/users/micronet_training/folders/Members/media/241fe86c-5a5d-415a-bbfa-f0a4acc2b266 Click Here]
+
#For the desired member, click the '''General''' tab.
 
+
#Expand the '''Additional Information''' section if needed.
<b>Merge Two Members Together</b>
+
#Select the desired status from the '''Membership Status''' drop-down list.
<ol>
+
#Click '''Save'''.
<li>Select '''Members''' in the left-hand menu.</li>
 
<li>Select the member that has the least information recorded.</li>
 
<li>Click the '''General''' tab.</li>
 
<li>Click '''Merge Into...'''</li>
 
 
 
 
 
[[File:MemberManagement.1.25.2.jpg]]
 
  
 +
==Merge Members==
  
<li>Select the member that information should be merged into and click '''Continue'''.</li>
+
In the event that you have duplicate members in your database (perhaps you had added a prospect, then the prospect applied on-line), you can easily merge two contacts together. Best Practice is to merge the older contact into the newer contact.
  
 +
'''NOTE:''' The user must have Administrative permissions to use merge feature.
  
[[File:MemberManagement.1.25.3.jpg]]
+
#Select '''Members''' in the left-hand menu.
 +
#Select the member the oldest member record, to merge into a new record.
 +
#Click the '''General''' tab.
 +
#:[[File:Merge Into.JPG|center]]
 +
#Click '''Merge Into...'''
 +
#:[[File:Select Merge Member.JPG|center]]
 +
#Click '''select member''' to open the '''Member Lookup''' screen.
 +
#:[[File:Member Lookup.JPG|center]]
 +
#Choose the member to merge into and click '''Continue'''.
 +
#For each row of information, click either the data in the 1st column (1st member) or the 2nd column (2nd member) to pick which data will end up in the final merged member. Selected data will appear in green.
 +
#:[[File:Member Merge.JPG|center]]
 +
#Click '''Merge'''.
  
 +
The first member recorded will be deleted and the 2nd member record will remain with the merged information.
  
<li>For each row of information, click either the data in the 1st column (1st member) or the 2nd column (2nd member) to pick which data will end up in the final merged member. Selected data will appear in green.</li>
+
'''Note:''' Some data does not appear in the  merge columns for selection. Some data is simply combined and will NOT display in the merge window: all billing information (fees, invoices, etc.), communication, reps, event registrations, categories, keywords, locations, lodging info, change log entries, tracked benefits, and photos. Another reason data would not appear in the merge window would be if it already matches; no need to show it if it is the same in both records.
 
 
 
 
[[File:MemberManagement.1.25.4.jpg]]
 
 
 
 
 
<li>Click '''Merge'''.</li>
 
<li>The first member recorded will be deleted and the 2nd member record will remain with the merged information.</li>
 
</ol>
 
 
 
'''Note:''' Why is some data not appearing in these merge columns for selection?
 
 
 
Some data is simply combined and will NOT display in the merge window: all billing information (fees, invoices, etc.), communication, reps, event registrations, categories, keywords, locations, lodging info, change log entries, tracked benefits, and photos.
 
 
 
Another reason data would not appear in the merge window would be if it already matches; no need to show it if it is the same in both records.
 
 
 
'''Must have Administrative permissions to use merge feature.'''
 
 
 
 
 
[[Category:Members]]
 
  
 
==Community Member==
 
==Community Member==
Line 641: Line 291:
 
Edit and add to the Community Members in your database by going to the very top of the member drop down list in the '''Members''' module. After you choose '''[Community Member]''', click the Reps tab. When on the '''[Community Member]''' record, the other tabs will not display any data; the only information displayed is on the '''Reps''' tab.
 
Edit and add to the Community Members in your database by going to the very top of the member drop down list in the '''Members''' module. After you choose '''[Community Member]''', click the Reps tab. When on the '''[Community Member]''' record, the other tabs will not display any data; the only information displayed is on the '''Reps''' tab.
  
 +
[[File:Community Member.JPG|center]]
  
[[File:MemberManagement.1.27.1.jpg]]
+
===Add a Rep to the Community Member===
 
+
#Click '''Members''' in the left-hand menu.
 +
#Select '''[Community Member]''' from the '''Members''' drop-down list (it is at the very top of the list of members)
 +
#:'''Note:''' You can also find the [Community Member] by selecting '''Communication->View/Edit Community Member Reps'''.
 +
#Click the '''Reps''' tab.  
 +
#Click '''Add''' a '''New Rep'''.  
 +
#:[[File:Add new rep - community.JPG|center]]
 +
#Complete the '''Add a New Representative''' screen.
 +
#:'''Note: '''Make sure to fill-in the Company field if appropriate.
 +
#Click Save and Exit.
  
<b>Add a Community Member</b>
 
<ol>
 
<li>Click '''Members''' in the left-hand menu.</li>
 
<li>Select '''[Community Member]''' from the '''Members''' drop-down list (it is at the very top of the list of members)</li>
 
'''Note:''' You can also find the [Community Member] by selecting '''Communication->View/Edit Community Member Reps'''.
 
<li>Click the '''Reps''' tab.</li>
 
<li>Click '''Add''' a '''New Rep'''.</li>
 
<li>Complete the '''Add a New Representative''' screen.</li>
 
'''Note: '''Make sure to fill-in the Company field if appropriate.
 
<li>Click Save and Exit.</li>
 
  
 
+
'''Hints on Using the Community Member'''
[[File:MemberManagement.1.27.2.jpg]]
 
 
 
 
 
<b>Hints on Using the Community Member</b>
 
 
*To include a Community Member when creating groups or sending emails, make sure to remove the checkbox in front of the '''Show contacts for Active/Courtesy members only checkbox.'''
 
*To include a Community Member when creating groups or sending emails, make sure to remove the checkbox in front of the '''Show contacts for Active/Courtesy members only checkbox.'''
  
 
+
[[File:Select Rep CP.JPG|center]]
[[File:MemberManagement.1.27.3.jpg]]
 
 
 
  
 
==Edit Member General Information==
 
==Edit Member General Information==
 
Locate the member record and then select the appropriate information tab in the member’s record. Any changes you save to a member’s record are automatically updated throughout the database and within associated web site entries.
 
Locate the member record and then select the appropriate information tab in the member’s record. Any changes you save to a member’s record are automatically updated throughout the database and within associated web site entries.
  
===Edit member contact information===
+
===Edit Member Contact Information===
 
#Select the desired member in the '''Members''' module.
 
#Select the desired member in the '''Members''' module.
 
#Click the '''General''' tab.
 
#Click the '''General''' tab.
 
#Edit the '''Contact Information''' as desired.
 
#Edit the '''Contact Information''' as desired.
#:[[File:Contact Information.JPG|center]]
+
#:[[File:General Info.JPG|center]]
 
#Click '''Save'''.
 
#Click '''Save'''.
  
Line 683: Line 326:
 
===Edit Member Additional Information===
 
===Edit Member Additional Information===
  
[[File:Additional Information.JPG|center]]
+
[[File:Additional Information1.JPG|center]]
  
 
====Edit Join Date====
 
====Edit Join Date====
Line 691: Line 334:
 
#Click '''Save'''.
 
#Click '''Save'''.
  
====Change Membership Status====
+
==='''<span style="color:#800080">Add/Change Membership Type'''</span>===
 +
----
 +
 
 +
When first adding a member to the database, you may need to add a '''Membership Type'''. Membership types are used for organizing, reporting, and filtering your members. To add/change a membership type:
 +
 
 +
#On the member's '''General''' tab, expand the '''Additional Information''' section.
 +
#:[[File:Select Mem Type.JPG|700px|center]]
 +
#Select the desired '''Membership Type''' from the list.
 +
#Click '''Save'''.
 +
 
 +
===='''<span style="color:#800080">Change Membership Status'''</span>====
 +
----
 +
 
 
Membership status enables certain features and selections within the software and designates a distinction within reports and lists.
 
Membership status enables certain features and selections within the software and designates a distinction within reports and lists.
  
Line 708: Line 363:
  
 
'''Note:''' If the '''Dropped/Inactive''' status is selected, a Drop Member Options window will display. See [[Drop a Member]] for more information.
 
'''Note:''' If the '''Dropped/Inactive''' status is selected, a Drop Member Options window will display. See [[Drop a Member]] for more information.
 +
 +
====Change Modified Date====
 +
The '''Modified Date''' is a system date stamp that is not able to be edited. This date indicates the last time this record was modified in the system. It is displayed for reference and to be used in select reports.
 +
 +
Items that will change the Modified date include adding/removing fees, updating contact information, modifying category assignments, webpage description and most all member record changes. Details of these changes are logged and may be viewed on the "Member Record Updates" report.
 +
 +
====Add/Modify Member Sales Stage====
 +
 +
Sales stages may be used for tracking your membership sales process. Sales stage is a reportable field, so you will be able to generate reports to view which members are at which stage. You may select an existing sales stage from the drop-down list in the '''Additional Information''' section of the member's general tab; or you may add/edit sales stages.
 +
 +
'''Add/Edit Sales Stages'''
 +
 +
#On the '''General''' tab, click the '''edit stage options''' link '''Additional Information''' area.
 +
#:[[File:Sales Stage Status Types.JPG|center]]
 +
#Click '''Add New Status Type'''.
 +
#:[[File:Add new status type.JPG|center]]
 +
#Enter '''Status Name'''.
 +
#Click '''Save'''.
 +
 
===Add Related Organizations===
 
===Add Related Organizations===
 +
 +
Related Organizations assist in tracking parent/child relationships between members in your database. For instance, a main bank location has multiple branch locations. The main location will be designated as the Parent and the branch locations will each be designated as a Child. This tracking is only for internal purposes and does not result in any changes to what is viewed in the public directory about these members or in the way that they are billed.  This feature replaces the need for creating your own Custom Fields to track these relationships and also provides the added benefit of easy navigation and additional notes.
  
 
'''NOTE:''' Available to those with Plus edition or greater.  
 
'''NOTE:''' Available to those with Plus edition or greater.  
  
Related Organizations assist in tracking parent/child relationships between members in your database. For instance, a main bank location has multiple branch locations. The main location will be designated as the Parent and the branch locations will each be designated as a Child. This tracking is only for internal purposes and does not result in any changes to what is viewed in the public directory about these members or in the way that they are billed.  This feature replaces the need for creating your own Custom Fields to track these relationships and also provides the added benefit of easy navigation and additional notes.
+
[[File:Related Orgs.JPG|center]]
  
#Click Add Relation to add a child or children to the current member.   
+
To add a new relationship:
 +
#Click Add New Relation(s) to add a child or children to the current member.   
 
#Add your own notes about that relationship.
 
#Add your own notes about that relationship.
  
Line 725: Line 402:
 
Find the report titled "Related Organizations" in the Reports area
 
Find the report titled "Related Organizations" in the Reports area
  
===Custom Field(s)===
+
===Manage Member Custom Field(s)===
For information on Custom Fields, please click here: [[#Custom Fields (Members and Reps)| Custom Fields]]
 
  
===Modify Member Login name and Password===
+
'''Custom Fields''' are designed to give ultimate flexibility in managing your data. When adding a custom field, you will create a database field that is available across all member records for tracking additional desired information. Custom Member fields are used in the following manner:
[[File:MemberManagement.1.18.1.jpg]]
 
  
<b>If a Member Login Name Has Not Been Created Yet:</b>
+
*Are viewed on each member's record.
#Click '''Enable an Administrative Member Information Center account for this member'''.
+
*Are included as fields on a custom report.
#Click '''Create Login Account'''.
+
*Are included in the download from a custom report.
#The member's email address will already suggested as a login name.
+
*Are used to filter the records in the Members module.
#Enter the desired password.
+
*Are included on the Membership Application
#Click '''Save'''.
+
*Are made available to members to view and/or modify within the Member Information Center (v4 only)
+
*May be included as a search filter within the member directory within the Member Information Center (v4 only)
'''Note:'''  
+
 
*We recommend that each representative has their own login/password and so a member login name is not required. Instead create a Representative Login Name and Password for each individual.
+
'''Note:''' Additional custom fields may also be created to use on individual representatives, event registrations and within your groups.
*Passwords and Login Names are NOT case sensitive.
+
 
*Password maximum: 20 characters; Login names maximum 60 characters
+
'''Custom Field Types'''
*Logins and passwords may include alpha-numeric characters and common keyboard symbols.
+
 
 +
*Text: Displays a field where text can be entered. Maximum size: 8000 characters
 +
*Boolean (True/False): Displays a check box that can be selected or cleared.
 +
*Date/Time: Displays a field where a date can be entered in many formats i.e. 9-7-06, 9-7-06, Sep 7 2006, Sep 7 06, 9/7/06 but once saved, will always display in the following format: 09/07/2006
 +
*Number - Integer: Displays a field where whole numbers may be entered. Maximum size: 10 whole numbers
 +
*Number - Decimal: Displays a field where numbers with up to 2 decimal values may be entered. Maximum size: 14 whole numbers, 2 decimal values
 +
*Drop Down List: Displays your designated list of options that may be selected.
 +
 
 +
====Add a Member Custom Field====
 +
 
 +
#On the member's '''General''' tab click '''Add/Edit Custom Fields''' in the '''Custom Fields''' area.
 +
#:[[File:Custom Fields CP.jpg|center]]
 +
#Click '''Add a Field'''.
 +
#:[[File:New Custom Field CP.JPG|center]]
 +
#Type desired field name (maximum characters: 128)
 +
#Click the '''Data Type''' arrow.  
 +
#Click the desired data type.  
 +
#*If the selected data type is Text, type the desired Text Size.
 +
#*If the selected data type is Drop Down List, enter the desired list of items.
 +
#Click '''Continue'''.
 +
#Click '''Save & Exit'''.
 +
 
 +
====Add Section Headers to Custom Fields====
 +
 
 +
If you have a large number of custom fields, you can add section headers to organize the fields, as shown below.
 +
 
 +
[[File:Section Headers.JPG|center]]
 +
 
 +
#On the member's '''General''' tab click '''Add/Edit Custom Fields''' in the '''Custom Fields''' area.
 +
#:[[File:Custom Fields CP.jpg|center]]
 +
#Click the '''Add Section a Heading''' button.
 +
#:[[File:Custom Field Information 1 CP.JPG|center]]
 +
#A new text field, labeled '''Section Header''' will be displayed. Replace the text (Section Header) with your header text.
 +
#:[[File:Add Section Heading CP.JPG|center]]
 +
#Click '''Save & Exit'''.
  
===Modify Member Representatives===
+
To arrange your custom fields within the sections you have added, click & drag the custom fields under the appropriate section header.
<div xmlns="http://www.w3.org/1999/xhtml">
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0F60HA">The member representative is an employee/staff at the member association.  Multiple representatives may be assigned to one member.  See “</span><span style="font-family: Calibri; font-size: 11pt;">Manage Representatives</span>” for more detailed options.</div>
 
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 18pt; margin-top: 6pt;"><span id="wwpID0E0E60HA">Edit Member Representative information</span></div>
 
  <div style="margin-left: 36pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt; text-align: left;"><span style="font-family: Calibri; font-size: 10pt;">1. </span></div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt; text-align: left;"><span id="wwpID0E0D60HA">On the </span><span style="font-weight: bold;">Reps</span> tab, click the desired rep’s name in the <span style="font-weight: bold;">List of Representatives</span> area.  The selected row will show in yellow.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 36pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span style="font-family: Calibri; font-size: 10pt;">2. </span></div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span id="wwpID0E0C60HA">Edit the fields in the </span><span style="font-weight: bold;">Personal Information</span> area.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 36pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span style="font-family: Calibri; font-size: 10pt;">3. </span></div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span id="wwpID0E0B60HA">Click </span><span style="font-weight: bold;">Save</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 18pt; margin-top: 6pt;"><span id="wwpID0E0A60HA">Add a Member Representative</span></div>
 
  <div style="margin-left: 36pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span style="font-family: Calibri; font-size: 10pt;">1. </span></div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span id="wwpID0E0650HA">On the </span><span style="font-weight: bold;">Reps</span> tab, click <span style="font-weight: bold;">Add a New Rep</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 36pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span style="font-family: Calibri; font-size: 10pt;">2. </span></div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span id="wwpID0E0550HA">Enter the desired personal information. </span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 54pt;"><span id="wwpID0E0450HA">If the Rep name already exists on the same or a different member, a warning message will appear that displays the name of that member. You may still create the rep if desired.</span></div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E0350HA">[[Image:Member_Management-Modify_Member_Representatives-MemberManagement.1.20.1.jpg]]</span></div>
 
  <div style="margin-left: 36pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt; text-align: left;"><span style="font-family: Calibri; font-size: 10pt;">3. </span></div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt; text-align: left;"><span id="wwpID0E0250HA">Click F</span><span style="font-weight: bold;">inish.</span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  
 +
====Remove a Custom Field====
  
 +
#On the member's '''General tab''', click '''Add/Edit Custom Fields''' in the '''Custom Fields''' area.
 +
#Click the check box at the end of the row of the Field Name that you wish to remove.
 +
#Click '''Remove Selected Fields'''.
 +
#Click '''Save & Exit'''.
  
 +
'''NOTE:''' All data in the custom field will be deleted.
  
[[File:MemberManagement.1.20.1.jpg]]
+
====Rename a Custom Field====
  
===Change Modified Date===
+
#On the member's '''General''' tab, click '''Add/Edit Custom Fields''' in the '''Custom Fields''' area.
The '''Modified Date''' is a system date stamp that is not able to be edited. This date indicates the last time this record was modified in the system. It is displayed for reference and to be used in select reports.
+
#Click in the text of the '''Field Name'''.
 +
#Make the desired field name change.  
 +
#Click Save & Exit.  
  
Items that will change the Modified date include adding/removing fees, updating contact information, modifying category assignments, webpage description and most all member record changes. Details of these changes are logged and may be viewed on the "Member Record Updates" report.
+
====Change the Sort Order for Custom Field Display====
  
[[File:MemberManagement.1.21.1.jpg]]
+
#On the member's '''General tab''', click '''Add/Edit Custom Fields''' in the '''Custom Fields''' area.  
 +
#Click and drag the field to the desired location.
 +
#Click Save & Exit.
  
 
==Manage Member Representatives==
 
==Manage Member Representatives==
Line 817: Line 482:
  
 
'''Note:''' Most member database fields may be referenced in custom reports allowing detailed member information to be extracted. Completion of each field will give the most flexibility at a later date.  
 
'''Note:''' Most member database fields may be referenced in custom reports allowing detailed member information to be extracted. Completion of each field will give the most flexibility at a later date.  
 +
 +
:[[How to send the create account email invitation | How to send the "create account" email invitation to reps]]. <html><a href="/index.php?title=How to send the create account email invitation"><img src="/images/3/31/Vid.png" /></a></html>
  
 
#Click '''Members''' on the left side menu.  
 
#Click '''Members''' on the left side menu.  
 
#Select the member you are adding a rep to from the '''Members''' dropdown list in the top tool bar.
 
#Select the member you are adding a rep to from the '''Members''' dropdown list in the top tool bar.
 
#On the '''Reps''' tab, click '''Add a New Rep'''.  
 
#On the '''Reps''' tab, click '''Add a New Rep'''.  
 +
#:[[File:Add new rep.JPG|center]]
 
#Complete the form on the '''Contact Information''' section of the "Add a New Representative" screen.  
 
#Complete the form on the '''Contact Information''' section of the "Add a New Representative" screen.  
#:[[File:MemberManagement.1.29.1.jpg|center]]
 
 
#Click '''Finish'''.
 
#Click '''Finish'''.
  
Line 847: Line 514:
 
|}
 
|}
  
After creating a representative, you’ll want to invite them to create their login for the Member Information Center. Access the Login Permissions area on the Reps tab where you will have the option to send them an invitation. The best practice suggestion is to allow them to create their own by sending them the personal emailed invitation. Although if you are working with them at that moment,  create their login right now  with a temporary password that they can change later is an option as well.  
+
After creating a representative, you’ll want to invite them to create their login for the Member Information Center. Access the Login Permissions area on the Reps tab where you will have the option to send them an invitation. The best practice suggestion is to allow them to create their own by sending them the personal emailed invitation. Although if you are working with them at that moment,  create their login right now  with a temporary password that they can change later is an option as well.
  
[[Image:Member_Management-Modify_Member_Representatives-MemberManagement.1.20.2.jpg|center]]
+
===Add Login Credentials to New Rep===
  
==Modify Contact Information for a Rep==
+
:[[How to send the create account email invitation | How to send the "create account" email invitation to reps]]. <html><a href="/index.php?title=How to send the create account email invitation"><img src="/images/3/31/Vid.png" /></a></html>
 +
 
 +
'''When Are Rep Logins and Passwords Created?'''
  
#On the Reps tab, click the desired rep’s name in the '''List of Representatives''' area. The selected row will show in yellow.
+
*'''When reps respond to the mass email that you send which invites them to create their login account'''.
#Edit the fields in the '''Personal Information''' area.
 
#:[[File:MemberManagement.1.30.1.jpg|center]]
 
#Click '''Save'''
 
  
'''Note:''' You can click '''copy business information''' to copy all contact information from the General tab to this rep. All fields are copied which include the phone numbers and email address.
+
::Using the pre-defined email template “Create Login Account Invitation” (or one created by you), your representatives will be able to create their own login account and immediately access the Member Information Center. This should be done when you first get your database and are ready for members to start logging in. It can also be done at any time that you desire to encourage more reps to create their personal account.
  
==Remove/Inactivate a Rep==
+
*'''One rep at a time'''
Inactive status is reserved 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. Removing a rep should be limited to a rep that was created by mistake. History and all reference to this rep would be removed.
+
::Any rep may have a login and password created they are added to the '''Reps''' tab. You may create a login for them right there or there is a link to send them an invitation (recommended).
  
#On the '''Reps''' tab, click the check box in front of the desired rep’s name in the List of '''Representatives''' area</li>
+
*'''When a rep is created in the Member Information Center by a member'''
#Click '''Remove/Inactive Reps'''.  
+
:Members that have Read/Write permissions to Employees/Reps have the ability to add a new representative to their membership list. At the completion of creating a rep, there is an opportunity to send an email invitation to this rep so they can create their own login account.
#:[[File:MemberManagement.1.32.1.jpg|center]]
 
  
  
==Reassign Rep==
+
It is best practice to assign a unique login and password to each individual rep that they will use when accessing the Member Information Center. Once logged in, they will have ability to view and perform specific functions based on the permissions that are assigned to them. [[Rep Login Permissions | Read more about permissions]]. You may create the log-in credentials for them, or you may send them an invitation with instructions to create their own credentials.
  
Once a rep is in the database, they may be reassigned to another member instead of deleting and then recreating the rep as this would eliminate any history and group associations.
 
  
#On the '''Reps''' tab, click the check box in front of the desired rep’s name in the '''List of Representatives''' area.
+
====Create Login Credentials for the Rep====
#Click '''Reassign Selected Reps'''</span>.
 
#:[[Image:Member_Management-Reassign_Rep-MemberManagement.1.32.1.jpg|center]]
 
#Click '''Assign to a different member''' or  '''Assign to no member''' Community Member. See Community Member for more information.
 
#Click '''Continue'''.
 
#If '''Assign to no member Community Member''' was selected, the task is complete.  If '''Assign to a different member was selected, click the desired member in the '''Member Look-up''' screen.
 
  
'''Note''': Representative History will keep track of the members that this rep has been assigned. To view the history, locate the rep under the '''Members & Reps''' tabOpen the '''Personal Information''' area and click '''History''' which is located after the “Rep is currently active with this member” checkbox.  
+
#On the member's '''Reps''' tab, click the name of the rep for which you wish to create credentials.
 +
#Expand the '''Login Permissions for..''' section
 +
#:[[File:Login Permissions1.JPG|center]]
 +
#Click '''Create their login right now'''. The '''Create your Account''' screen will be displayed.
 +
#:[[File:Create your account.JPG|center]]
 +
#Enter a '''Login Name'''. The rep's email address is populated by default, you may change this as needed. Login names maximum 60 charactersThe login name may include alpha-numeric and common keyboard symbols. Login name is NOT case sensitive.
 +
#Enter a '''Password'''.  Password maximum: 20 characters. The password may contain alpha-numeric and common keyboard symbols. Password is NOT case sensitive.
 +
#Click '''Continue'''. The account is successfully created, and you can email login credentials to the rep.
  
==Remove/Inactivate a Rep==
+
'''Password recommendations''':
Inactive status is reserved 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.
+
*Contain at least 12 alpha-numeric characters
Removing a rep should be limited to a rep that was created by mistake. History and all reference to this rep would be removed.
+
*Contain both upper and lower case letters
<ol>
+
*Contain at least one number
<li>On the '''Reps''' tab, click the check box in front of the desired rep’s name in the List of '''Representatives''' area</li>
+
*Contain at least one special character
 +
*Never use a password from the previous 4 passwords
  
<li>Click '''Remove/Inactive Reps'''.</li>
+
====Send Rep an Invitation to create their own credentials====
  
[[File:MemberManagement.1.32.1.jpg]]
+
#On the member's '''Reps''' tab, click the name of the rep for which you wish to create credentials.
 +
#Expand the '''Login Permissions for..''' section
 +
#:[[File:Login Permissions1.JPG|center]]
 +
#Click '''send them an invitation'''. The email editor will open, with the '''Member Area Access''' email template. The template includes instructions for the rep to setup credentials. You may use the template as is or, edit as needed.
 +
#:[[File:Email Create Link.JPG|center]]
 +
#Make any desired edits, and click '''Send Now'''.
  
 +
====Send a mass email invitation to create login account====
  
'''Figure 2-4:''' Remove/Inactivate rep
+
[http://www.screencast.com/t/L8r44ytdrO8l Watch a video on how to send the "create account" email invitation].
<li>Click Set rep as Inactive and leave in current groups, Set rep as inactive and remove from groups, or Delete rep records and remove from groups. See Figure 2-4.</li>
 
<li>Click '''Continue'''.</li>
 
</ol>
 
  
===Reactivate a Rep===
+
#A mass email may be sent to your representatives inviting them to create a login and access the Member Information Center.
The rep may need to be reassigned to groups if the rep was originally removed from groups when inactivated.
+
#:Ensure that all representatives are marked with the proper role assignment.  Look at the selection of '''Primary''' and '''Billing on the '''Members -> Reps''' tab in the '''Personal Information''' area for this role assignment.
<ol>
+
#:'''Hint:''' Run a custom representative report that includes the fields “Is Primary Contact” or “Is Billing Contact” to ensure you’ve assigned the desired role for each rep. Default permissions are assigned according to this role but may be changed or overridden later if desired.
<li>On the Reps tab, click the check box in front of the desired rep’s name in the List of Representatives area.</li>
+
#Select Communication in the left-hand menu.
<li>Click to select the Rep is currently active with this member check box in the Personal Information area.</li>
+
#Click '''New Email to Multiple Members'''.
<li>Click Save.</li>
+
#Select the desired recipients
</ol>
+
#:'''Hint:''' Select representative email addresses using the choices under Add Representatives. If sending to a member email (choices under Add Members), the primary rep will be invited. Although this works, your member may be asked for more verification information.
'''Note:''' Representative History will keep track of the members that this rep has been assigned. To view the history, locate the rep under Members->Reps tab. Open the Personal Information area and click History which is located after the “Rep is currently active with this member” checkbox.
+
#Click '''Edit with ChamberMaster / GrowthZone'''.
 +
#Select the predefined template called “Create Login Account Invitation”.
 +
#:Add your own subject line and make desired changes if desired. No changes are necessary though – only if you desire. The personalized link in the email is what will allow them to create their login with appropriate permissions.
 +
#:'''Note:''' you may also create your own email and simply embed the personalize account creation link using the mail merge field title “Create Account Link”. Find this field by clicking Add Database Field, open the Rep Contact Information section, and select Create Account Link. This will populate with the specific registration link needed for each rep that receives the email. See this video starting at 4:20.
 +
#:[[File:Email Create Link.JPG|center]]
 +
#Click '''Send Email Now'''.
 +
#:When the email is received and the personalized link is selected, the rep will be brought to a screen where they may create their own login and password. Their email address will be suggested as the Login Name. Or if not available, then another suggestion will be provided. They will be allowed immediate access to the Member Information Center.
 +
#:[[Image:Member_Management-Sending_a_mass_email_invitation_to_create_login-RepLogins.2.03.3.jpg|center]]
 +
If an account has already been created, the notification below will be displayed. They will be redirected to the login page or to the page where they can request a reminder.
 +
[[Image:Member_Management-Sending_a_mass_email_invitation_to_create_login-RepLogins.2.03.4.jpg|center]]
  
===Add custom fields for a rep===
+
====How to Know if Your Rep Has a Login Assigned====
For information on Custom Fields, please click here: [[#Custom Fields (Members and Reps)| Custom Fields]] -->
 
  
===Send email to rep(s)===
+
#Click '''Members''' in the left-hand menu.
<div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span style="font-weight: bold;"><span id="wwpID0E0QV0HA">Send Email</span></span> is an option located multiple places throughout the software.  The <span style="font-weight: bold;">Send Email</span> button on the <span style="font-weight: bold;">Reps</span> tab is used to generate a quick email to a particular representative(s).</div>
+
#Click the Reps tab.
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 0pt; margin-top: 6pt;"><span id="wwpID0E0PV0HA">Send an email to a representative</span></div>
+
#Scroll to the bottom of the screen. Open the section titled “Login Permissions for....
  <div style="margin-left: 18pt;">
+
#Look to see if there is a Login Name listed.
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
#*If not you can send an invite to your rep so they can create their own login.
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0OV0HA">On the </span><span style="font-weight: bold;">Reps</span> tab, click the desired rep’s name in the <span style="font-weight: bold;">List of Representatives</span> area. The selected row will show in yellow.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 36pt;"><span id="wwpID0E0NV0HA">Or click the checkbox in front of the desired representative name.</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0MV0HA">Hover over </span><span style="font-weight: bold;">Send email </span>and select <span style="font-weight: bold;">Email with ChamberMaster / GrowthZone</span> or <span style="font-weight: bold;">Email with Outlook</span>.  See “<span style="font-family: Calibri; font-size: 11pt;">Email Sending Options</span>” for more information.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0LV0HA">If selecting </span><span style="font-weight: bold;">Email with ChamberMaster / GrowthZone</span>, complete the <span style="font-weight: bold;">Send an email</span> screen. To add an attachment, click <span style="font-weight: bold;">Add/Remove Attachments</span> and follow the directions on the screen. If selecting <span style="font-weight: bold;">Email with Outlook</span>, complete your own email screen and send using your own familiar steps.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt; text-align: justify;"><span id="wwpID0E0KV0HA">[[Image:Member_Management-Send_email_to_rep(s)-MemberManagement.1.35.1.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span style="font-size: 10pt;"><span id="wwpID0E0JV0HA">Figure 2-5</span></span> Send an email</div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">4. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0IV0HA">Click </span><span style="font-weight: bold;">Send Email</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 0pt; margin-top: 6pt;"><span id="wwpID0E0HV0HA">Send an email to multiple reps</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0GV0HA">On the </span><span style="font-weight: bold;">Reps</span> tab, click to select the check mark in front of the desired reps to be emailed in the <span style="font-weight: bold;">List of Representatives</span> area.  </div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0FV0HA">Hover over </span><span style="font-weight: bold;">Send email </span>and select <span style="font-weight: bold;">Email with ChamberMaster / GrowthZone</span> or <span style="font-weight: bold;">Email with Outlook</span>.  See “<span style="font-family: Calibri; font-size: 11pt;">Email Sending Options</span>” for more information.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0EV0HA">If selecting </span><span style="font-weight: bold;">Email with ChamberMaster / GrowthZone</span>, complete the <span style="font-weight: bold;">Send an email</span> screen.  If selecting <span style="font-weight: bold;">Email with Outlook</span>, complete your own email screen and send using your own familiar steps. (These recipients will each be sent a blind carbon copy.)</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt; text-align: justify;"><span id="wwpID0E0DV0HA">[[Image:Member_Management-Send_email_to_rep(s)-MemberManagement.1.35.2.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span style="font-size: 12pt;"><span id="wwpID0E0CV0HA">Figure 2-6</span></span> Sending email to multiple recipients</div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">4. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0BV0HA">Complete the </span><span style="font-weight: bold;">Send an email</span> screen as desired.  See Figure 2-5 in previous section.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">5. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0AV0HA">Click </span><span style="font-weight: bold;">Send Email</span>.</div></td>
 
      </tr>
 
    </table>
 
  
===Print label for a representative===
+
'''NOTE:''' Customers that joined us before the winter of 2011 will only have a single member login enabled (one login per member found on Members->Web tab) unless rep logins have been assigned/created since then. Without rep logins, control of what is seen in the Member Center happens member by member – not rep by rep.
Printing labels is a function you can do in multiple places throughout the software. The '''Print Labels''' button on the '''Reps''' tab is used to generate a quick label to a particular representative.
 
  
1. On the '''Reps''' tab, click the desired rep’s name in the "List of Representatives" area. The selected row will show in yellow.
+
===Set Rep Login Permissions===
  
2. Click '''Print Labels'''.
+
Permission assignments allow you to limit the access the reps will have to the Member Information Center (MIC). Permissions exist to allow members to pay bills, change their company profile, post deals or jobs, view reports, modify their own information, and other. These permissions are grouped together in  permission sets. Permission sets are a named group of individual rights that are granted to a rep.
  
3. Complete the '''Mailing Labels''' screen.
+
Four permission sets are created by default but others may be created as needed. Click a section below to learn more. Using the automatic inherited rights assignment that is based on the role assignment of Primary, Billing, or Standard may be all you need. Four permission sets are available by default but others may be created as needed:
 +
These permission sets may also be modified to fit your specific needs but they may not be deleted.
  
 +
*'''Primary''' permissions give all rights to everything in the Member Information Center. They also have rights to modify and create additional reps.
 +
*'''Standard''' permissions only allow registration for events and to change their own login credentials. View only rights are available to the rest of the information. No rights are given to view reports.
 +
*'''Finance''' permissions includes same rights as Standard permissions but additional rights to pay bills, access to the Business Information and to view reports.
 +
*'''Prospect''' permissions include rights to change login/password but view only rights to their webpage and member information. This permission set is automatically applied to all reps that belong to a member with Prospective membership status.
  
::[[File:printlabel.jpg]]
+
'''NOTE:''' One additional set may appear in your list of permission sets. *'''MembertoRepTransition''' permissions set was created by the system during a short time period during September 2013. The set was created automatically when a member logged in with a Member Login and then was asked to create a Rep login with a goal of transitioning your members to a representative login. It applied only to those with Member Information Center v3 enabled at that time. This automatic creation has since been disabled and the process replaced with changes that occurred in the February 2014 software release. If you have any reps assigned to this set, feel free to leave them in that set if all is working correctly, or rename the set to something more meaningful to you or assign the reps to other sets that meet your needs better.
 
 
::'''Figure: '''Print labels
 
 
 
 
 
'''Note: '''The label data may be downloaded to a comma separated value file by selecting "Download Labels".
 
 
 
4. Click '''View/Print Labels'''.
 
 
 
5.From the File menu, click '''Print'''. Make desired selections and click '''OK'''.
 
 
 
===Web Display Preferences for a rep===
 
<div style="font-family: Arial; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0FU0HA">Setting the default display preferences for reps will automatically apply these preferences to every new representative created in the database on an active or courtesy member. These settings determine how much of a rep’s information will be displayed to the public in your website’s Business Directory and in the Member Information Center.</span></div>
 
<div style="color: #5F497A; font-family: Arial; font-size: 11pt; font-weight: bold; margin-left: 18pt; margin-top: 6pt;"><span id="wwpID0E0EU0HA">Set Default Web Display Options for Reps</span></div>
 
<div style="margin-left: 18pt;">
 
  <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
    <tr valign="baseline">
 
      <td style="width: 18pt"><div style="font-family: Arial; font-size: 11pt;">4. </div></td>
 
      <td><div style="font-family: Arial; font-size: 11pt;"><span id="wwpID0E0DU0HA">In </span><span style="font-weight: bold;">Setup</span>, under <span style="font-weight: bold;">Member Options</span>, click <span style="font-weight: bold;">Define Default Rep Preferences</span>. </div></td>
 
    </tr>
 
  </table>
 
</div>
 
<table style="border-collapse: collapse; margin-left: -5.4pt; padding-bottom: 0pt; padding-left: 0pt; padding-right: 0pt; padding-top: 0pt; width: 384.5pt;" cellspacing="0" summary="">
 
  <tr>
 
    <td style="padding-left: 0pt; padding-right: 0pt; vertical-align: bottom; width: 384.5pt;">
 
      <div style="margin-left: 18pt;">
 
        <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
          <tr valign="baseline">
 
            <td style="width: 18pt"><div style="font-family: Arial; font-size: 11pt;">5. </div></td>
 
            <td><div style="font-family: Arial; font-size: 11pt;"><span id="wwpID0EBAA0CU0HA">Select the checkbox next to each piece of information that should be displayed in the Public Directory and Member Information Center Directory. Leave a checkbox blank if that field should not be displayed.</span></div></td>
 
          </tr>
 
        </table>
 
      </div>
 
      <div style="color: #5F497A; font-family: Arial; font-size: 9pt; margin-bottom: 12pt; margin-left: 36pt;"><span id="wwpID0EAAA0CU0HA">These defaults will apply to all new reps you create with the exception of reps added via the Membership Application. Setting these defaults will not change the display preferences of current reps. </span></div>
 
    </td>
 
  </tr>
 
</table>
 
<div style="font-family: Arial; font-size: 11pt; margin-bottom: 12pt; margin-left: 0pt; text-align: justify;"><span id="wwpID0E0BU0HA">[[Image:Member_Management-Set_Default_Web_Display_Options_for_Reps-MemberManagement.1.38.1.jpg]]</span></div>
 
<div style="font-family: Arial; font-size: 10pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span style="font-size: 10pt;"><span id="wwpID0E0AU0HA">Figure x-x</span></span> Default Rep Display Preferences</div>
 
<div style="color: #5F497A; font-family: Arial; font-size: 11pt; font-weight: bold; margin-left: 0pt; margin-top: 6pt;"><span id="wwpID0E06T0HA">Notes:</span></div>
 
<div style="margin-left: 18pt;margin-bottom: 12pt;">
 
  <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
    <tr valign="baseline">
 
      <td style="width: 18pt"><div style="font-family: Arial; font-size: 11pt;">[[Image:Member_Management-rd_bullet.jpg|9px]]</div></td>
 
      <td><div style="font-family: Arial; font-size: 11pt;"><span id="wwpID0E05T0HA">An individual rep’s preferences can be changed anytime. See Determine what rep info is seen in the Member Information Center</span></div></td>
 
    </tr>
 
  </table>
 
</div>
 
 
 
===Manage Group Participation===
 
<div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E03T0HA">Member representatives may be grouped together to assist office staff in working with these reps as one entity.  For instance, a task force designed to work with technology may belong to a group named Technology Task Force.  When a mailing goes out to these individuals, you may select the Technology Task Force group and generate mailing labels specifically for these members.</span></div>
 
<div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E02T0HA">These groups are created in the </span><span style="font-weight: bold;">Groups</span> module.  Once created, reps may be assigned to these groups either in the <span style="font-weight: bold;">Groups</span> module or in the <span style="font-weight: bold;">Members</span> module on the <span style="font-weight: bold;">Reps</span> tab.</div>
 
<div style="color: #5F497A; font-family: arial; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E01T0HA">New groups may be created by selecting </span><span style="font-weight: bold;">Create a Group</span> from the <span style="font-weight: bold;">Groups</span> menu.</div>
 
<div style="color: #5F497A; font-family: arial; font-size: 11pt; font-weight: bold; margin-left: 18pt; margin-top: 6pt;"><span id="wwpID0E0ZT0HA">Assign a rep to a group</span></div>
 
<div style="margin-left: 18pt;">
 
  <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
    <tr valign="baseline">
 
      <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">1. </div></td>
 
      <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0YT0HA">On the </span><span style="font-weight: bold;">Reps</span> tab, click the desired rep’s name in the <span style="font-weight: bold;">List of Representatives</span> area.  The selected row will show in yellow.</div></td>
 
    </tr>
 
  </table>
 
</div>
 
<div style="margin-left: 18pt;">
 
  <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
    <tr valign="baseline">
 
      <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">2. </div></td>
 
      <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0XT0HA">Click </span><span style="font-weight: bold;">Join a Group</span> in the <span style="font-weight: bold;">Group Participation</span> area.</div></td>
 
    </tr>
 
  </table>
 
</div>
 
<div style="margin-left: 18pt;">
 
  <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
    <tr valign="baseline">
 
      <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">3. </div></td>
 
      <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0WT0HA">Click the desired group name in the </span><span style="font-weight: bold;">Choose Groups </span>list.</div></td>
 
    </tr>
 
  </table>
 
</div>
 
<div style="margin-left: 18pt;">
 
  <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
    <tr valign="baseline">
 
      <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">4. </div></td>
 
      <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0VT0HA">Click the top double-headed arrow to move the desired group to the </span><span style="font-weight: bold;">Selected Groups</span> list.</div></td>
 
    </tr>
 
  </table>
 
</div>
 
<div style="font-family: Garamond; font-size: 12pt; margin-bottom: 12pt; margin-left: 18pt; text-align: justify; text-indent: 0pt;"><span id="wwpID0E0UT0HA">[[Image:Member_Management-Modify_Group_Participation-MemberManagement.1.39.1.jpg]]</span></div>
 
<div style="font-family: arial; font-size: 10pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span style="font-size: 12pt;"><span id="wwpID0E0TT0HA">Figure 2-9</span></span> Selecting a Group</div>
 
<div style="margin-left: 18pt;">
 
  <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
    <tr valign="baseline">
 
      <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">5. </div></td>
 
      <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0ST0HA">Click </span><span style="font-weight: bold;">Continue</span>.</div></td>
 
    </tr>
 
  </table>
 
</div>
 
<div style="color: #5F497A; font-family: arial; font-size: 11pt; font-weight: bold; margin-left: 18pt; margin-top: 6pt;"><span id="wwpID0E0RT0HA">Remove a rep from a group</span></div>
 
<div style="margin-left: 18pt;">
 
  <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
    <tr valign="baseline">
 
      <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">1. </div></td>
 
      <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0QT0HA">On the </span><span style="font-weight: bold;">Reps</span> tab, click the desired rep’s name in the <span style="font-weight: bold;">List of Representatives</span> area.  The selected row will show in yellow.</div></td>
 
    </tr>
 
  </table>
 
</div>
 
<div style="margin-left: 18pt;">
 
  <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
    <tr valign="baseline">
 
      <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">2. </div></td>
 
      <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0PT0HA">Click to select the check box in front of the </span><span style="font-weight: bold;">Group Name</span> that you wish to remove. </div></td>
 
    </tr>
 
  </table>
 
</div>
 
<div style="margin-left: 18pt;">
 
  <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
    <tr valign="baseline">
 
      <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">3. </div></td>
 
      <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0OT0HA">Click </span><span style="font-weight: bold;">Remove Rep from Selected Groups</span>.</div></td>
 
    </tr>
 
  </table>
 
</div>
 
<div style="margin-left: 18pt;">
 
  <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
    <tr valign="baseline">
 
      <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">4. </div></td>
 
      <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0NT0HA">Click </span><span style="font-weight: bold;">OK</span>.</div></td>
 
    </tr>
 
  </table>
 
</div>
 
<div style="color: #5F497A; font-family: arial; font-size: 11pt; font-weight: bold; margin-left: 18pt; margin-top: 6pt;"><span id="wwpID0E0MT0HA">Disable a rep within a group</span></div>
 
<div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0LT0HA">Reps that are disabled will not receive communication when this group is selected to receive an email.  Using the </span><span style="font-weight: bold;">Disabled</span> selection is a good way to remember groups that a rep has participated in but not included them in mailings at this time.</div>
 
<div style="margin-left: 18pt;">
 
  <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
    <tr valign="baseline">
 
      <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">1. </div></td>
 
      <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0KT0HA">On the </span><span style="font-weight: bold;">Reps</span> tab, click the desired rep’s name in the <span style="font-weight: bold;">List of Representatives</span> area. The selected row will show in yellow.</div></td>
 
    </tr>
 
  </table>
 
</div>
 
<div style="margin-left: 18pt;">
 
  <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
    <tr valign="baseline">
 
      <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">2. </div></td>
 
      <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0JT0HA">Click the name of the group</span><span style="font-weight: bold;"> </span>that you wish to disable for this rep. </div></td>
 
    </tr>
 
  </table>
 
</div>
 
<div style="margin-left: 18pt;">
 
  <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
    <tr valign="baseline">
 
      <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">3. </div></td>
 
      <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0IT0HA">Click to select the </span><span style="font-weight: bold;">Disable in this group</span> checkbox.</div></td>
 
    </tr>
 
  </table>
 
</div>
 
<div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0HT0HA">[[Image:Member_Management-Modify_Group_Participation-MemberManagement.1.39.2.jpg]]</span></div>
 
<div style="font-family: arial; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E0GT0HA">Figure 2-9a Disable a rep within a group</span></div>
 
<div style="margin-left: 18pt;">
 
  <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
    <tr valign="baseline">
 
      <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">4. </div></td>
 
      <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0FT0HA">Click </span><span style="font-weight: bold;">Close</span>.</div></td>
 
    </tr>
 
  </table>
 
</div>
 
<div style="color: #5F497A; font-family: arial; font-size: 9pt; margin-bottom: 12pt; margin-left: 36pt;"><span id="wwpID0E0ET0HA">Note: Disabled reps will not display by default when viewing the Group roster in the </span><span style="font-weight: bold;">Groups</span> module.  Click <span style="font-weight: bold;">Show Disabled Group Members</span>.  </div>
 
 
 
===Impersonate a representative in the Member Information Center===
 
Staff may “impersonate” a representative in order to see what the rep would see in the Member Information Center and perform tasks on their behalf.
 
 
 
# Click '''Members''' in the left-hand menu.
 
# Click the '''Reps tab'''.
 
# Click the desired rep in the list of Representatives.
 
# If the representative has a login and password assigned to them and “Allow login to MIC” is selected as a permission in their assigned permission set, then a '''[Login]''' link will appear after the representatives’ name.
 
#:[[File:Rep_login_link.png]]
 
#: '''Note''': If the representative does not have a login see [[Creating_Rep_Login/Password]]
 
# Click the '''Login''' link next to the representative’s name.
 
# The Member Information Center (MIC) will open in a new browser window where you can function as if you were that representative. This will allow you to change settings, pay bills, or view things as they would see them. A reminder of your impersonation is displayed at the top of this screen.
 
# When finished, '''close that browser window''' instead of choosing the Member Info Center Logout choice. This way you will remain logged in as the staff person in the original browser window.
 
 
 
===Assign login permissions to a rep===
 
It is best practice to assign a unique login and password to each individual rep that they will use when accessing the Member Information Center. Once logged in, they will have ability to view and perform specific functions based on the permissions that are assigned to them.
 
 
 
[[Rep Login Permissions | Read more about permissions]]
 
====Rep Login Permissions====
 
 
 
Reps may be limited in what they can access in the Member information Center using permission assignments. Permissions exist to allow members to pay bills, change their company profile, post deals or jobs, view reports, modify their own information, and other. These permissions may be grouped together in a permission set.
 
 
 
Permission sets are a named group of individual rights that are granted to a rep.
 
 
 
Using the automatic inherited rights assignment that is based on the role assignment of Primary, Billing, or Standard may be all you need.
 
 
 
Four permission sets are created by default but others may be created as needed. Click a section below to learn more.
 
  
*[[Inherited or Custom Permissions]]
+
=====Understanding Inherited Permissions=====
=====Inherited or Custom Permissions=====
 
 
For many users, the automatic inherited rights will be all that is ever needed to manage the permissions needed for your members to access the Member Information Center.
 
For many users, the automatic inherited rights will be all that is ever needed to manage the permissions needed for your members to access the Member Information Center.
  
 
Watch a [http://www.screencast.com/t/PM4W2Frjz video] describing how inherited permissions work [[File:Vid.png|link=http://www.screencast.com/t/PM4W2Frjz]]
 
Watch a [http://www.screencast.com/t/PM4W2Frjz video] describing how inherited permissions work [[File:Vid.png|link=http://www.screencast.com/t/PM4W2Frjz]]
  
<b>Inherited Permissions</b>
+
Inherited permissions will be granted by default based on the role assignment check-marks in the Personal Information section on the member's '''Reps''' tab.  
 
 
Default assignments are based on the role assignment checkmarks in the Personal Information section on the '''Members''' > '''Reps''' tab.
 
 
 
1. Click '''Members''' in the left-hand menu.
 
 
 
2. Select the desired member from the drop-down menu.
 
 
 
3. Click the '''Reps''' tab.
 
 
 
4. Select the desired role assignment in the '''Personal Information''' area.
 
 
 
  
[[File:inherit1.jpg]]
+
[[File:Rep Personal Info.JPG|center]]
  
 +
A rep marked as '''Primary Contact''' will automatically be given the Primary permission set.  A rep marked as '''Billing Contact''' will automatically be given the '''Billing''' permission set.
  
5. Click '''Save'''.
+
'''Create Custom Permission Sets'''
  
6. Unless the rep has been assigned a custom permission, the automatic inherited assignment will be applied as shown in chart below.
 
 
 
[[File:inherit2.jpg]]
 
 
Chart – Automatic Inherited permissions based on role assignment checkbox
 
 
 
<b>Assign a Custom Permission</b>
 
 
If the default permission sets of Primary, Billing and Standard are not sufficient, any rep may be assigned a custom permission set.
 
If the default permission sets of Primary, Billing and Standard are not sufficient, any rep may be assigned a custom permission set.
  
Line 1,273: Line 668:
  
 
=====Permission Checkboxes=====
 
=====Permission Checkboxes=====
 +
 +
The MIC permissions displayed are controlled by the global '''Member Login Area Options & Settings''' .  '''[[Administrator_Tasks#Customize_the_Member_Login_area_selections|Click here]]''' for more instruction on setting the available MIC permissions.
  
 
The checkbox must be selected in order to allow any permissions in this section. Removing the checkmark from Member Info would remove all access to the areas in that section. For example, "Member Info" must be selected to allow any permissions in this section.
 
The checkbox must be selected in order to allow any permissions in this section. Removing the checkmark from Member Info would remove all access to the areas in that section. For example, "Member Info" must be selected to allow any permissions in this section.
  
  
:::[[File:RepLogins.2.08.2.jpg]]
+
[[File:Permissions in MIC CP.jpg|center]]
  
:::'''Figure:''' Individual Permissions
 
  
  
====Permission Options====
+
'''[[Administrator_Tasks#MIC_Permission_Options|Click Here]]''' to view a list and description of the permissions options.
  
=====Allow Login to MIC=====
+
====Managing Rep Permission Sets====
 +
=====Create a Permission Set=====
  
When selected, this enables the rep to successfully access the Member Information Center if proper login credentials are provided. If this is de-selected, the attempt to login will display a message “The Account has been disabled.
+
'''Note:''' The permissions available here are controlled under '''Setup-> Member Login Area Options and Settings'''.
  
=====Allow Event Registrations=====
+
#Click '''Setup''' in the left-hand menu.
 +
#Click '''Manage Permission Sets''' in the Member Options area.
 +
#:[[File:Manage Permissions Sets CP.JPG|center]]
 +
#Click '''New Permission Set'''.
 +
#Type the name of the new permission set in the '''Permission Set Name:''' field.
 +
#Select desired permissions. '''Note''': If individual items are enabled, make sure to also select the checkbox for the heading of that section.
 +
#Click '''Save Permissions'''.
 +
#Click '''Close'''.
  
When selected, this enables the rep to register for events using their login credentials on any event with registration available on the public website. Reps with this selection would not be required to login to the Member Information Center in order to register for events.
+
=====Delete a Permission Set=====
  
If there is a need to keep a representative from accessing the Member Information Center but still register for events, this selection is enabled and “Allow Login to MIC” is de-selected. Rarely is “Allow Event Registrations” de-selected.
+
When deleting a custom permission set, the rights assigned to a rep will be reverted back to their inherited permissions.
  
=====Find Members=====
+
#Click Setup in the left-hand menu.
 +
#Click Manage Permission Sets in the Member Options area.
 +
#Click the '''x''' at the end of the row of the desired permission set to be deleted.
 +
#Click '''OK''' to the warning message.
  
If searching for members should be allowed, set selections as follows:
+
The permission set is now deleted.
  
If searching for members should not be allowed, set selections as follows:
+
=====Assign a Permission Set=====
 +
1. Click Members in the left-hand menu.
  
Details of what may be viewed and accessed within the member search is controlled on a global level under Setup->Member Login Area Options and Settings.
+
2. Select the desired member and click the Reps tab.
  
=====Member Info=====
+
3. Select the desired rep.
  
:'''Pay Bills Online''' – grants access to the list of invoices and ability to make payment. For those with integrated billing, this selection also allows access to the Account History selection in the Member Information Center
+
4. Scroll to the bottom of the screen and open the “Login Permissions for …” area.
  
:'''Business Info''' – grants access to the member’s profile including their company name, address, phone number, company email address, website address, fax number, and number of employees.
+
5. Click View and Manage Permissions.
  
:'''Bus. Categories''' – grants access to the business categories that the member belongs to. “Read Only” access would not allow changes. “Read/Write” would allow member to change their own category.
+
6. Click OK to acknowledge that changes made to a permission set will apply to all reps assigned to that set and not just this individual rep
  
:'''Employees/Reps''' – grants access to all reps in their own member association. “Read/Write” access would allow this rep to create and delete other reps and basically manage the other rep profiles. “Read Only” access would allow only the ability to view the information. This permission is often given to the Primary rep. This also gives '''Individual Profile''' rights as well.
+
7. Make desired changes to the set or create and assign a new set to this individual.
  
:'''Individual Profile''' – grants access to your own individual information (own profile). “Read/ Write” access is often given every rep so that each individual may manage their own personal information.
+
8. Click Save.
 +
 +
=====Reporting on Assigned Permission Sets=====
  
:'''Login/Password''' – grants access to the login and password for the currently logged-in rep.
+
A list of the assigned permissions sets is available when running the custom rep report.
  
=====Webpage Info=====
+
1. Click Reports in the left-hand menu.
  
:'''Webpage Info''' – grants access to the Member Information Page information such as association/member description, displayed address and phone number, social network address, hours of operation and driving directions.
+
2. Type “custom” in the Report Finder Search field. Click Search
  
:'''Photos & Logos''' – grants access to upload photos and logos that would be displayed in the member directory and on the Member Information Page.
+
3. Click the green arrow in the Reports window to the right of the Custom Representative Report.
  
:'''Keywords''' – grants access to the keywords that may be entered. Keywords are additional words that a consumer may use when searching the web site business directory.
+
4. Click the category where the desired field is located in the list of Available Fields.
  
=====Advertising=====
+
5. Click the check box in front of the desired fields, making sure to include the Rep Permission Set field under the Rep Contact Information category.
  
:'''Hot Deals''' – grants access to area where Hot Deals and Member to Member Deals are created, viewed and modified.
 
  
:'''Job Postings''' – grants access to area where Jot Postings are created, viewed and modified.
+
[[File:managerepperm.jpg]]
  
:'''Events''' – grants access to area where Events are created and modified. Registration for events is also done in this area. “Read/Write” access would allow the rep to submit events for consideration on the public calendar in addition to all other rights. The permission “Register Only” would allow the rep to register for events but not submit events for inclusion on the calendar.
 
  
:'''MarketSpace''' – grants access to area where MarketSpace items are created, viewed and modified.
+
6. Continue following standard instructions for creating a custom report.
  
=====Reports=====
+
7. The report will display the assigned permission set.
  
:'''Lead Lists''' – grants access to list of leads generated by the Info Request module.
 
  
:'''Home Page Hits''' – grants access to a report displaying the website traffic on the Member’s Information Page
+
*[[Setting Maximum Permissions|Setting maximum permissions]]
  
:'''Sponsor Ad Hits''' – grants access to a report displaying the website traffic for any (banner) ads running on the website. Banner ad reporting requires the Marketing Package.
+
===Modify Contact Information for a Rep===
  
:'''Hot Deal Hits''' – grants access to a report displaying the website traffic on Hot Deal coupons and/or Member to Member coupons.
+
#On the Reps tab, click the desired rep’s name in the '''List of Representatives''' area. The selected row will show in yellow.
 +
#Edit the fields in the '''Personal Information''' area.
 +
#:[[File:Modify Rep Personal Information CP.JPG|center]]
 +
#Click '''Save'''
  
:'''Job Hits''' – grants access to a report displaying the website traffic on Job Postings.
+
'''Note:''' You can click '''copy business information''' to copy all contact information from the General tab to this rep. All fields are copied which include the phone numbers and email address.
  
:'''Profile''' – grants access to a report displaying the member association information.
+
===Rep Bio Information===
  
:'''MarketSpace''' Hits – grants access to a report displaying the website traffic on MarketSpace.
+
You may add bio information for a rep either from the database, or the rep may update their own information in the MIC.
 +
'''Personal Bios will only be displayed if the rep is in a group which displays publicly, not member web pages in the directory'''. 1000 characters max.  
  
=====User Manuals=====
+
[http://supportwiki.micronetonline.com/Setting_up_your_Board_of_Directors_Group Click here] for more information on how to set up display of bio information for groups.
  
User Manuals – grants access to a PDF file created to assist members in using the Member Information Center. Applicable to version 1.0 of the Member Information Center only.
+
{| class="wikitable"
 +
|-
 +
|
 +
[[File:Smallest.png|30px]]
 +
| style="width: 100%"| '''NOTE:''' When creating a Personal biography, if the 1000 character limit has been reached, a message will appear indicating the total you've reached (which includes HTML markup) so you can reduce your amount by that many.  This occurs for either staff in the back office or members in the Member Information Center.
 +
|}
  
 +
===Remove/Inactivate a Rep===
 +
Inactive status is reserved 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. Removing a rep should be limited to a rep that was created by mistake. History and all reference to this rep would be removed.
  
*[[Default_Permission_Sets|Default permission sets]]
+
#For the desired member, click the '''Reps''' tab.
====Default Permission Sets====
+
#In the '''Lists of Representatives''' tick the check-box for the rep you wish to in-activate/remove.
Four permission sets are available by default but others may be created as needed. These permission sets may also be modified to fit your specific needs but they may not be deleted.
+
#Click the '''Remove/Inactivate Reps''' link.
*'''Primary''' permissions give all rights to everything in the Member Information Center. They also have rights to modify and create additional reps.
+
#Choose one of the following options:
*'''Standard''' permissions only allow registration for events and to change their own login credentials. View only rights are available to the rest of the information. No rights are given to view reports.
+
#*'''Set rep as inactive and leave in current groups''': This option will set the rep as inactive (and deactivate MIC log-in credentials), but leave the rep in any groups he/she is participating in.
*'''Finance''' permissions includes same rights as Standard permissions but additional rights to pay bills, access to the Business Information and to view reports.
+
#*'''Set rep as inactive and remove from groups''': This option will set the rep as inactive (and deactivate MIC log-in credentials), and remove from any groups he/she is participating in. This will remove from '''ALL''' groups.  
*'''Prospect''' permissions include rights to change login/password but view only rights to their webpage and member information. This permission set is automatically applied to all reps that belong to a member with Prospective membership status.
+
#*'''Set rep as inactive and inactivate in groups''': This option will set the rep as inactive (and deactivate MIC log-in credentials), and deactivate in any groups he/she is participating in. When deactivated in a group, the ep would not receive email notifications sent to the group. This will deactivate in '''ALL''' groups. If you wish the rep to remain active in certain groups, select this option, then reactivate in the individual groups.
 +
#*'''Delete rep records and remove from groups''': This option will permanently delete the representative. This is not recommended practice, as historical information is maintained about reps in the database, and all will be deleted. If deleted, and you wish to restore, GrowthZone can do so, but fees will be applied.
 +
#Click '''Continue'''.
  
One additional set may appear in your list of permission sets:
+
===Reactivate a Rep===
*'''MembertoRepTransition''' permissions set was created by the system during a short time period during September 2013. The set was created automatically when a member logged in with a Member Login and then was asked to create a Rep login with a goal of transitioning your members to a representative login. It applied only to those with Member Information Center v3 enabled at that time. This automatic creation has since been disabled and the process replaced with changes that occurred in the February 2014 software release.
+
The rep may need to be reassigned to groups if the rep was originally removed from groups when inactivated.
*If you have any reps assigned to this set, feel free to leave them in that set if all is working correctly, or rename the set to something more meaningful to you or assign the reps to other sets that meet your needs better.
 
  
[[Category: Members]]
+
#On the Reps tab, click the check box in front of the desired rep’s name in the List of Representatives area.
 +
#Click to the '''Rep is currently active with this member''' check box in the Personal Information area.
 +
#Click '''Save'''.
 +
 +
'''Note:''' Representative History will keep track of the members that this rep has been assigned. To view the history, locate the rep under Members->Reps tab. Open the Personal Information area and click History which is located after the “Rep is currently active with this member” checkbox.
  
 +
===Reassign a Rep===
  
*[[Managing_Rep_Permission_Sets|Managing permission sets]]
+
Once a rep is in the database, they may be reassigned to another member instead of deleting and then recreating the rep as this would eliminate any history and group associations.  
====Managing Rep Permission Sets====
 
=====Create a Permission Set=====
 
1. Click Setup in the left-hand menu.
 
  
2. Click Manage Permission Sets in the Member Options area.
+
#On the '''Reps''' tab, click the check box in front of the desired rep’s name in the '''List of Representatives''' area.  
 +
#Click '''Reassign Selected Reps'''.
 +
#:[[Image:Reassign Rep.JPG|center]]
 +
#Click '''Assign to a different member''' or  '''Assign to no member''' Community Member. See Community Member for more information.
 +
#Click '''Continue'''.
 +
#If '''Assign to no member Community Member''' was selected, the task is complete.  If '''Assign to a different member was selected, click the desired member in the '''Member Look-up''' screen.  
  
3. Click New Permission Set.
+
'''Note''': Representative History will keep track of the members that this rep has been assigned. To view the history, locate the rep under the '''Members & Reps''' tab.  Open the '''Personal Information''' area and click '''History''' which is located after the “Rep is currently active with this member” checkbox.
  
4. Type the name of the new permission set in the Permission Set Name: field.
+
===Add Custom fields for a Rep===
  
5. Select desired permissions. Note: If individual items are enabled, make sure to also select the checkbox for the heading of that section.
+
'''Custom Fields''' are designed to give ultimate flexibility in managing your data. When adding a custom field, you will create a database field that is available across all member records for tracking additional desired information.  
  
6. Click Save Permissions.
+
Custom Field Types
  
'''Note: '''The maximum permissions available here are controlled under Setup->Member Login Area Options and Settings.
+
*Text: Displays a field where text can be entered. Maximum size: 8000 characters
 +
*Boolean (True/False): Displays a check box that can be selected or cleared.
 +
*Date/Time: Displays a field where a date can be entered in many formats i.e. 9-7-06, 9-7-06, Sep 7 2006, Sep 7 06, 9/7/06 but once saved, will always display in the following format: 09/07/2006
 +
*Number - Integer: Displays a field where whole numbers may be entered. Maximum size: 10 whole numbers
 +
*Number - Decimal: Displays a field where numbers with up to 2 decimal values may be entered. Maximum size: 14 whole numbers, 2 decimal values
 +
*Drop Down List: Displays your designated list of options that may be selected.
  
=====Delete a Permission Set=====
+
=====Add a Rep Custom Field=====
  
When deleting a custom permission set, the rights assigned to a rep will be reverted back to their inherited permissions.
+
#On the member's '''Reps''' tab click '''Add/Edit Custom Fields''' in the '''Custom Fields''' area.
 +
#:[[File:Custom Field Information CP.JPG|center]]
 +
#Click '''Add a Field'''.
 +
#Type desired field name (maximum characters: 128)
 +
#Click the '''Data Type''' arrow.
 +
#Click the desired data type.
 +
#*If the selected data type is Text, type the desired Text Size.
 +
#*If the selected data type is Drop Down List, enter the desired list of items.
 +
#:[[File:MemberManagement.1.26.2.jpg|center]]
 +
#Click '''Continue'''.
 +
#Click '''Save & Exit'''.
  
1. Click Setup in the left-hand menu.
+
=====Edit a Rep Custom Field - Drop down list=====
  
2. Click Manage Permission Sets in the Member Options area.
+
If you wish to add additional options to a custom field that has been setup as a drop-down list:
  
3. Click the x at the end of the row of the desired permission set to be deleted.
+
#On the member's '''Reps''' tab, click the '''Add/Edit Custom Fields''' in the '''Custom Fields''' area.
 +
#:[[File:Edit custom field.JPG|600px|center]]
 +
#Click the '''Edit Items''' link for the field you wish to update. The '''edit items''' link is only displayed for custom fields that have been setup as Drop-down.
 +
#:[[File:Edit custom1.JPG|400px|center]]
 +
#Enter the additional choices you wish to include in the drop-down list. '''NOTE''': 3 textboxes are available by default for your choices, if additional choices need to be added, click the [[File:New purple plus.jpg|20px]] icon.
 +
#Click '''Continue'''.
 +
#Click '''Save & Exit'''.
  
4. Click OK to the warning message.
+
=====Remove a Custom Field=====
  
5. The permission set is now deleted.
+
#On the member's '''Reps''' tab', click '''Add/Edit Custom Fields''' in the '''Custom Fields''' area.  
+
#Click the check box at the end of the row of the Field Name that you wish to remove.
=====Assign a Permission Set=====
+
#Click '''Remove Selected Fields'''.
1. Click Members in the left-hand menu.
+
#Click '''Save & Exit'''.
  
2. Select the desired member and click the Reps tab.
+
'''NOTE:''' All data in the custom field will be deleted.
  
3. Select the desired rep.
+
=====Rename a Custom Field=====
  
4. Scroll to the bottom of the screen and open the “Login Permissions for …” area.
+
#On the member's '''Reps''' tab, click '''Add/Edit Custom Fields''' in the '''Custom Fields''' area.  
 +
#Click in the text of the '''Field Name'''.
 +
#Make the desired field name change.
 +
#Click Save & Exit.  
  
5. Click View and Manage Permissions.
+
=====Change the Sort Order for Custom Field Display=====
  
6. Click OK to acknowledge that changes made to a permission set will apply to all reps assigned to that set and not just this individual rep
+
#On the member's '''Reps''' tab, click '''Add/Edit Custom Fields''' in the '''Custom Fields''' area.  
 +
#Click and drag the field to the desired location.
 +
#Click '''Save & Exit'''.
  
7. Make desired changes to the set or create and assign a new set to this individual.
+
===Send Email to Rep(s)===
  
8. Click Save.
+
Send Email is an option located multiple places throughout the softwareThe '''Send Email''' button on the '''Reps'''  tab is used to generate a quick email to a particular representative(s).
   
 
=====Reporting on Assigned Permission Sets=====
 
  
A list of the assigned permissions sets is available when running the custom rep report.
+
====Send an Email to an individual Rep====
  
1. Click Reports in the left-hand menu.
+
#On the '''Reps''' tab, click the desired rep’s name in the '''List of Representatives'''. The selected row will show in yellow. Or click the checkbox in front of the desired representative name.
 +
#Hover over '''Send email''' and select '''Email with ChamberMaster / GrowthZone''' or '''Email with Outlook'''.  See Email Sending Options for more information.
 +
#If selecting '''Email with ChamberMaster / GrowthZone''', complete the '''Send an email''' screen '''OR''' if selecting '''Email with Outlook''', complete your own email screen and send using your own familiar steps.
 +
#:[[Image:Send an email to rep.JPG|center]]
  
2. Type “custom” in the Report Finder Search field. Click Search
+
====Send an email to multiple reps====
  
3. Click the green arrow in the Reports window to the right of the Custom Representative Report.
+
#On the member's '''Reps''' tab, click to select the check mark in front of the desired reps to be emailed in the '''List of Representatives''' area.
 +
#Hover over '''Send email''' and select '''Email with ChamberMaster / GrowthZone''' or '''Email with Outlook'''.  See Email Sending Options for more information.
 +
#If selecting '''Email with ChamberMaster / GrowthZone''', complete the '''Send an email''' screen '''OR''' if selecting '''Email with Outlook''', complete your own email screen and send using your own familiar steps.
 +
#:[[Image:Member_Management-Send_email_to_rep(s)-MemberManagement.1.35.2.jpg|center]]
  
4. Click the category where the desired field is located in the list of Available Fields.
+
===Print label for a Rep===
  
5. Click the check box in front of the desired fields, making sure to include the Rep Permission Set field under the Rep Contact Information category.
+
Printing labels is a function you can do in multiple places throughout the software. The '''Print Labels''' button on the '''Reps''' tab is used to generate a quick label to a particular representative.
  
 +
#On the member's '''Reps''' tab, click the desired rep’s name in the "List of Representatives" area. The selected row will show in yellow.
 +
# Click '''Print Labels'''.
 +
#Complete the '''Mailing Labels''' screen.
 +
#:[[File:printlabel.jpg|center]]
 +
#Click '''View/Print Labels'''.
 +
#From the File menu, click '''Print'''. Make desired selections and click '''OK'''.
  
[[File:managerepperm.jpg]]
+
'''Note: '''The label data may be downloaded to a comma separated value file by selecting "Download Labels".
  
 +
===Set Display Preferences for a Rep===
  
6. Continue following standard instructions for creating a custom report.
+
The '''Display Preferences''' for a rep determine what  other members see about this rep in the Member Information Center (MIC) or what should the public see about them in the public directory listing. Select the display preferences for this representative. The '''Display Preferences''' can be configured in the database, and/or the rep may view and modify the selections in the MIC under Personal Information. The members' ability to set these selections depend on the Permission setting titled Individual Profile.
  
7. The report will display the assigned permission set.
+
#On the member's '''Reps''' tab, click the desired rep’s name in the "List of Representatives" area. The selected row will show in yellow.
 +
#In the '''Display Preferences''' section, select what information to display publicly, and what information to display in the MIC.
 +
#:[[File:Display Preferences 2020.jpg|500px|center]]
 +
#Click '''Save'''.
  
 +
'''NOTE:''' Defaults for these setting can be specified under '''Setup > Define Default Rep Preferences''' in the '''Member Options''' section.
  
*[[Setting Maximum Permissions|Setting maximum permissions]]
+
===Manage Rep Group Participation===
====Setting Maximum Permissions====
 
<div xmlns="http://www.w3.org/1999/xhtml">
 
  <div style="font-family: &quot;Arial&quot;; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0JB0FA">Maximum Permissions are determined by staff under </span><span style="font-weight: bold;">Setup &#10141; Member Login Area Options and Settings</span>.  The settings that are enabled here determine what is available to be assigned to each individual rep.  </div>
 
  <div style="font-family: &quot;Arial&quot;; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0IB0FA">For example, if you want to remove the ability to assign the permission to post jobs, then set “Job Postings” to </span><span style="font-weight: bold;">Disabled</span>.  Then this selection of Job Postings will not display as a possible selection to be included in your permission sets.  Or if you want to allow some reps the ability to pay bills but other reps should not have this permission, set “Pay Bills Online” to <span style="font-weight: bold;">Enabled</span> under <span style="font-weight: bold;">Member Login Area Options and Settings</span> but then disable that permission within the permission set for those reps that should not have this ability.</div>
 
  <div style="color: #5F497A; font-family: Arial; font-size: 11pt; font-weight: bold; margin-bottom: 0pt; margin-left: 18pt;"><span id="wwpID0E0HB0FA">Setting maximum permissions</span></div>
 
  <div style="margin-left: 18pt;margin-bottom: 0pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: &quot;Arial&quot;; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: &quot;Arial&quot;; font-size: 11pt;"><span id="wwpID0E0GB0FA">Click </span><span style="font-weight: bold;">Setup</span> in the left-hand menu.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;margin-bottom: 0pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: &quot;Arial&quot;; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: &quot;Arial&quot;; font-size: 11pt;"><span id="wwpID0E0FB0FA">Click </span><span style="font-weight: bold;">Member Login Area Options and Settings</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;margin-bottom: 0pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: &quot;Arial&quot;; font-size: 11pt;">3. </div></td>
 
        <td><div style="font-family: &quot;Arial&quot;; font-size: 11pt;"><span id="wwpID0E0EB0FA">Open the </span><span style="font-weight: bold;">Menu Items &amp; Permissions</span> area.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;margin-bottom: 0pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: &quot;Arial&quot;; font-size: 11pt;">4. </div></td>
 
        <td><div style="font-family: &quot;Arial&quot;; font-size: 11pt;"><span id="wwpID0E0DB0FA">Enable and disable desired selections to be available as possible options in your permission sets.</span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;margin-bottom: 0pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: &quot;Arial&quot;; font-size: 11pt;">5. </div></td>
 
        <td><div style="font-family: &quot;Arial&quot;; font-size: 11pt;"><span id="wwpID0E0CB0FA">Click </span><span style="font-weight: bold;">Save Permissions</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: &quot;Arial&quot;; font-size: 11pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E0BB0FA">[[Image:Member_Management-Setting_Maximum_Permissions-RepLogins.2.11.1.jpg]]</span></div>
 
  <div style="color: #5F497A; font-family: &quot;Arial&quot;; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0AB0FA">Permissions that are part of a permission set but then are disabled under </span><span style="font-weight: bold;">Member Login Area Options and Settings</span> will also be removed from the permission set.  If the permission is later re-enabled under <span style="font-weight: bold;">Member Login Area Options and Settings</span>, it will be available to be selected within the permission set, but will be set at <span style="font-weight: bold;">Disabled</span>; it must be re-enabled within each permission set separately.  Custom permission sets must be edited individually to re-enable the selection.</div>
 
  <div style="color: #5F497A; font-family: Arial; font-size: 11pt; font-weight: bold; margin-bottom: 0pt; margin-left: 18pt;"><span id="wwpID0E6FA">Menu Items and Permissions</span></div>
 
  <div style="font-family: &quot;Arial&quot;; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E5FA">The available menu items and permissions listed under </span><span style="font-weight: bold;">Setup-&gt;Member Login Area Options and Settings</span> control access the members have when they log into the Member Information Center.</div>
 
  <div style="font-family: &quot;Arial&quot;; font-size: 11pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E4FA">[[Image:Member_Management-Setting_Maximum_Permissions-RepLogins.2.11.2.jpg]]</span></div>
 
  <div style="font-family: &quot;Arial&quot;; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E3FA">Listed below are selections available under </span><span style="font-weight: bold;">Member Login Area Options and Settings</span> only.  These are global settings and may not be selected within a permission set. See <span style="font-family: Arial; font-size: 11pt;">Rep permissions</span> for explanation of the rest of the global permissions.</div>
 
  <div style="margin-left: 18pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: &quot;Arial&quot;; font-size: 11pt;">[[Image:Member_Management-rd_bullet.jpg|9px]]</div></td>
 
        <td><div style="font-family: &quot;Arial&quot;; font-size: 11pt;"><span style="font-weight: bold;"><span id="wwpID0E2FA">Find – </span></span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: &quot;Arial&quot;; font-size: 11pt; margin-bottom: 12pt; margin-left: 54pt;"><span id="wwpID0E1FA">Display All Members Email – see </span><span style="font-family: Arial; font-size: 11pt;">available settings</span></div>
 
  <div style="font-family: &quot;Arial&quot;; font-size: 11pt; margin-bottom: 12pt; margin-left: 54pt;"><span id="wwpID0EZFA">Allow Member Details Copy/Paste – see </span><span style="font-family: Arial; font-size: 11pt;">available settings</span></div>
 
  <div style="margin-left: 18pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: &quot;Arial&quot;; font-size: 11pt;">[[Image:Member_Management-rd_bullet.jpg|9px]]</div></td>
 
        <td><div style="font-family: &quot;Arial&quot;; font-size: 11pt;"><span style="font-weight: bold;"><span id="wwpID0EYFA">Webpage Info – </span></span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: &quot;Arial&quot;; font-size: 11pt; margin-bottom: 12pt; margin-left: 54pt;"><span id="wwpID0EXFA">Search Results Icon – if Enabled will display the selection allowing the member to upload the search results icon that shows alongside the member name in the online member directory.  </span><span style="font-weight: bold;">Photos &amp; Logos</span> permission must be enabled as well for the Search Results icon to show as an option to upload in the Member Information Center.</div>
 
  <div style="font-family: &quot;Arial&quot;; font-size: 11pt; margin-bottom: 12pt; margin-left: 54pt;"><span id="wwpID0EWFA">View HomePage – if Enabled will display a link in the Member Information Center to preview the Members’ Information Page.  Available only with </span><span style="font-family: Arial; font-size: 11pt;">version 1.0 of the Member Information Center</span>.</div>
 
  <div style="margin-left: 18pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: &quot;Arial&quot;; font-size: 11pt;">[[Image:Member_Management-rd_bullet.jpg|9px]]</div></td>
 
        <td><div style="font-family: &quot;Arial&quot;; font-size: 11pt;"><span style="font-weight: bold;"><span id="wwpID0EVFA">Advertising – </span></span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: &quot;Arial&quot;; font-size: 11pt; margin-bottom: 12pt; margin-left: 54pt;"><span id="wwpID0EUFA">Auto-Approve Hot Deals – if Enabled will automatically approve hot deals submitted by the member and not require staff approval; deals will go live on the public website without staff intervention</span></div>
 
  <div style="font-family: &quot;Arial&quot;; font-size: 11pt; margin-bottom: 12pt; margin-left: 54pt;"><span id="wwpID0ETFA">Display Upgrade Message – if Enabled will display the designated </span><span style="font-weight: bold;">Upgrade message</span> at locations in the Member Information Center when a feature is only available with an enhanced listing.  .  Available only with <span style="font-family: Arial; font-size: 11pt;">version 1.0 of the Member Information Center</span>.</div>
 
  <div style="margin-left: 18pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: &quot;Arial&quot;; font-size: 11pt;">[[Image:Member_Management-rd_bullet.jpg|9px]]</div></td>
 
        <td><div style="font-family: &quot;Arial&quot;; font-size: 11pt;"><span style="font-weight: bold;"><span id="wwpID0ESFA">Custom Links</span></span> <span style="font-weight: bold;">1, 2, 3</span> – These 3 sections can be named whatever you desire, creating a custom set of selections for members in the Member Information Center.  Click <span style="font-weight: bold;">Add/Edit Custom Links</span> to add links that your member can access.  Click <span style="font-weight: bold;">Edit Section Headings</span> to change the title from <span style="font-weight: bold;">Custom Links</span> to a name of your choice.  </div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="color: #5F497A; font-family: &quot;Arial&quot;; font-size: 9pt; margin-bottom: 12pt; margin-left: 36pt;"><span id="wwpID0ERFA">In </span><span style="font-family: Arial; font-size: 9pt;">version 3 of the Member Information Center</span>, the Custom Links display under the <span style="font-weight: bold;">Search-&gt;Resources/Files</span> menu.</div>
 
</div>
 
  
 +
Member representatives may be grouped together to assist office staff in working with these reps as one entity.  For instance, a task force designed to work with technology may belong to a group named Technology Task Force.  When a mailing goes out to these individuals, you may select the Technology Task Force group and generate mailing labels specifically for these members. These groups are created in the Groupsmodule.  Once created, reps may be assigned to these groups either in the '''Groups'''  module or in the '''Members''' module on the '''Reps'''. tab.
  
 +
'''[[Groups|Click Here]]''' for further information on creating groups.
  
'''Note:''' View and modify the permissions assigned to an individual rep by accessing the Login Permissions area in the Members->Reps tab. The available permissions that may be assigned to a rep are controlled by the settings under Setup > Member Login Area Options and Settings.
+
====Assign a Rep to a group====
  
 +
#On the member's '''Reps'''tab, click the desired rep’s name in the '''List of Representatives''' area.  The selected row will show in yellow.
 +
#Click '''Join a Group''' in the '''Group Participation''' area.
 +
#Click the desired group name in the '''Choose Groups''' list.
 +
#Click the top double-headed arrow to move the desired group to the '''Selected Groups''' list.
 +
#:[[Image:Member_Management-Modify_Group_Participation-MemberManagement.1.39.1.jpg|center]]
 +
Click '''Continue'''.</span>.</div></td>
  
 +
====Remove a Rep from a group====
  
[[Managing_Rep_Permission_Sets|Assign a permission set to your rep]]
+
#On the member's '''Reps''' tab, click the desired rep’s name in the '''List of Representatives''' area.  The selected row will show in yellow.
===Determine what rep info is seen in the Member Information Center===
+
#Click to select the check box in front of the '''Group Name'''  that you wish to remove.
Selections inside the Member Information Center v3 or greater control what other members see inside the Member Information Center about that representative.
+
#Click '''Remove Rep from Selected Groups'''.
 +
#Click '''OK'''.  
  
<html>
+
====Disable a Rep within a group====
<!-- copy and paste. Modify height and width if desired. -->
 
      <object id="scPlayer"  width="598" height="290" type="application/x-shockwave-flash" data="http://content.screencast.com/users/micronet_training/folders/Software%20Features/media/b70281e7-e401-4613-8b1a-7f4e2306c369/scplayer.swf" >
 
<param name="movie" value="http://content.screencast.com/users/micronet_training/folders/Software%20Features/media/b70281e7-e401-4613-8b1a-7f4e2306c369/scplayer.swf" />
 
<param name="quality" value="high" />
 
<param name="bgcolor" value="#FFFFFF" />
 
<param name="flashVars" value="thumb=http://content.screencast.com/users/micronet_training/folders/Software%20Features/media/b70281e7-e401-4613-8b1a-7f4e2306c369/FirstFrame.jpg&containerwidth=1362&containerheight=660&xmp=sc.xmp&analytics=UA-62452564-3&content=http://content.screencast.com/users/micronet_training/folders/Software%20Features/media/b70281e7-e401-4613-8b1a-7f4e2306c369/12.20.2013-11.59.MP4&blurover=false" />
 
<param name="allowFullScreen" value="true" />
 
<param name="scale" value="showall" />
 
<param name="allowScriptAccess" value="always" />
 
<param name="base" value="http://content.screencast.com/users/micronet_training/folders/Software%20Features/media/b70281e7-e401-4613-8b1a-7f4e2306c369/" />
 
<iframe type="text/html" frameborder="0" scrolling="no" style="overflow:hidden;" src="http://www.screencast.com/users/micronet_training/folders/Software%20Features/media/b70281e7-e401-4613-8b1a-7f4e2306c369/embed" height="290" width="598" ></iframe>
 
</object>
 
</html>
 
  
View a video the shows what rep information shows to members and the public
+
Reps that are disabled will not receive communication when this group is selected to receive an email.  Using the '''Disabled''' selection is a good way to remember groups that a rep has participated in but not included them in mailings at this time.</div>
  
====Modify What is Seen by Other Members Inside Member Information Center====
+
#On the member's '''Reps''' tab, click the desired rep’s name in the '''List of Representatives''' area.  The selected row will show in yellow.
 +
#Click the name of the group that you wish to disable for this rep.
 +
#Click to select the '''>Disable in this group'''checkbox.
 +
#:[[Image:Member_Management-Modify_Group_Participation-MemberManagement.1.39.2.jpg|center]]</span></div>
 +
#Click '''Close'''.
  
1. Access the Member Information Center logged in as (or impersonating) that rep.
+
'''Note:''' Disabled reps will not display by default when viewing the Group roster in the '''Groups''' module. Click '''Show Disabled Group Members'''.
The representative has control over these selections if they have either the Employees/Reps permission or the Individual Profile permission. See Rep Permission for more detail.
 
  
2. Select Personal Information from the Account Settings menu. (MIC v4)
+
===Impersonate a representative in the Member Information Center===
 +
Staff may “impersonate” a representative in order to see what the rep would see in the Member Information Center and perform tasks on their behalf.
  
'''Note: '''Select '''My Personal Info''' under the Account menu (MIC 3)
+
# Click '''Members''' in the left-hand menu.
 
+
# Click the '''Reps tab'''.
3. Make desired changes.
+
# Click the desired rep in the list of Representatives.
 
+
# If the representative has a login and password assigned to them and “Allow login to MIC” is selected as a permission in their assigned permission set, then a '''[Login]''' link will appear after the representatives’ name.
4. Click Save.
+
#:[[File:Rep_login_link.png]]
 +
#: '''Note''': If the representative does not have a login see [[Creating_Rep_Login/Password]]
 +
# Click the '''Login''' link next to the representative’s name.
 +
# The Member Information Center (MIC) will open in a new browser window where you can function as if you were that representative. This will allow you to change settings, pay bills, or view things as they would see them. A reminder of your impersonation is displayed at the top of this screen.
 +
# When finished, '''close that browser window''' instead of choosing the Member Info Center Logout choice. This way you will remain logged in as the staff person in the original browser window.
  
 
=Manage Member Account Information=
 
=Manage Member Account Information=
Line 1,579: Line 960:
  
 
===Add a New Billing Rep===
 
===Add a New Billing Rep===
#On the '''Account''' tab, click select a billing rep in the "General Information" area.  
+
#On the '''Account''' tab, click select a billing rep in the '''General Information''' area. '''NOTE:''' This options is only available when a billing rep has not previously be selected.
#Click the desired rep name in the "Choose a representative" list box. If the desired rep is not listed in the "Choose a representative" list box, you may add a rep to this list by selecting '''Add a New Rep'''
+
#:[[File:Acct General Info.JPG|center]]
 +
#Click the desired rep name in the '''Choose a representative''' list box. If the desired rep is not listed, you may add a rep to this list by selecting '''Add a New Rep'''
 
#Click '''Continue'''.
 
#Click '''Continue'''.
  
 
===Change a Billing Rep===
 
===Change a Billing Rep===
  
#On the '''Account''' tab, click '''Change Billing Rep''' in the '''General Information''' area.  
+
#On the member's '''Account''' tab, click '''Change Billing Rep''' in the '''General Information''' area.
#Click the desired rep name in the "Choose a representative" list box.
+
#:[[File:Change Billing Rep CP.JPG|center]]
 +
#Click the desired rep name in the '''Choose a representative''' list box.
 +
#:[[File:Select new billing rep CP.JPG|center]]
 
#Click '''Continue'''.
 
#Click '''Continue'''.
  
 
===Remove a Billing Rep===
 
===Remove a Billing Rep===
#On the <b>Account</b> tab, click remove billing rep in the "General Information" area.</li>
+
#On the '''Account''' tab, click '''remove billing rep''' in the '''General Information''' area.
  
 
Notes and Tips:  
 
Notes and Tips:  
Line 1,596: Line 980:
 
*The Billing rep and their billing contact preference may also be selected/changed by the member in the Member Information Center if they have the proper permissions.  
 
*The Billing rep and their billing contact preference may also be selected/changed by the member in the Member Information Center if they have the proper permissions.  
 
*The address of the Billing rep is the address that invoices are sent to by default.  
 
*The address of the Billing rep is the address that invoices are sent to by default.  
*Integrated billing: If a Billing rep is changed to a different person or a different address after an invoice has been created, the old invoice will not automatically be updated with the new address. To update the old invoice to the name/address of the new Billing rep, click into the invoice, click '''edit''' in the "Bill To:" box, and click "choose rep" and select the appropriate new name.  
+
*Integrated billing: If a Billing rep is changed to a different person or a different address after an invoice has been created, the old invoice will not automatically be updated with the new address. To update the old invoice to the name/address of the new Billing rep, click into the invoice, click '''edit''' in the "Bill To:" box, and click "choose rep" and select the appropriate new name.
  
 
==Modify Billing Renewal Month==
 
==Modify Billing Renewal Month==
Line 1,602: Line 986:
 
Renewal month is the month that the member begins their membership term with you. It is also used when selecting which members should be included in the invoice batch – select members by renewal month.  
 
Renewal month is the month that the member begins their membership term with you. It is also used when selecting which members should be included in the invoice batch – select members by renewal month.  
  
'''Note:''' Each fee item may also have a designated Renewal Month making it so you can invoice the membership fee on a particular month and other recurring fees on another month. This field is only setting the default value for their account.  
+
'''Note:''' Each fee item may also have a designated Renewal Month making it so you can invoice the membership fee on a particular month and other recurring fees on another month. This field is only setting the default value for their account.
  
#On the '''Account''' tab, click the Renewal Month arrow to view renewal months.  
+
#On the member's '''Account''' tab, click the '''Renewal Month''' arrow to drop-down arrow.
#Click the desired renewal month.  
+
#:[[File:Change Renewal Month CP.JPG|center]]
#Click '''Save'''
+
#Click the desired month.
 +
#Click '''Save'''.
  
==Edit Fees and Dues==
+
==Editing/Assigning Recurring Fees and Dues==
 
Fees/dues assigned to the member can be set as recurring regularly or added as something to invoice only one time. Once they have been assigned to their account, they can be invoiced under '''Billing->Invoices''' (Integrated Billing) or under '''QuickBooks->Recurring Invoices'''.
 
Fees/dues assigned to the member can be set as recurring regularly or added as something to invoice only one time. Once they have been assigned to their account, they can be invoiced under '''Billing->Invoices''' (Integrated Billing) or under '''QuickBooks->Recurring Invoices'''.
 +
 +
[[File:Mem Fees and Dues CP.JPG|center]]
 +
 +
'''NOTE:''' The Next Billed column in the Membership Fees and Dues area reflects the name of the monthly batch that this fee/due will be included in or already has been included in. This column will automatically display the next billing month when the current date passes that month. For instance, if the current date is February 2017 and a fee/due is set to be billed in February 2017, the Next Billed column will display February 2017 until March 1, 2017; then it will automatically switch and display February 2018. To see if a particular fee/due has been billed, refer to the transactions displayed in the '''Transaction History''' area.
  
 
====Adding a Fee or Due to a Member’s Account====
 
====Adding a Fee or Due to a Member’s Account====
 
#On the '''Account''' tab, click '''Assign Fee Items''' in the '''Membership Dues and Fees''' area.
 
#On the '''Account''' tab, click '''Assign Fee Items''' in the '''Membership Dues and Fees''' area.
#Additional fee items may be made available by selecting '''Fee Items List''' from the '''Setup''' menu.
+
#:[[File:Mem Fees and Dues CP.JPG|center]]
 
#In the '''Fee item''' list, select the appropriate fee or due.
 
#In the '''Fee item''' list, select the appropriate fee or due.
 +
#:[[File:Assign Fee Item CP.JPG|center]]
 +
#Enter a '''Description''' of the fee item.
 +
#Accept or over-write the default '''Fee Amount'''. The default value is the fee amount associated to the item when it was first created.
 +
#'''Quantity''' - enter the quantity of this fee item.
 +
#Select the '''Billing Cycle'''.  The cycle selected will drive the frequency at which the fee item will be billed.  For example, if the fee item is $1200 and you select monthly, $100 per month will be the monthly recurring fee item.
 +
#Select the renewal month from the '''every''' drop-down list.
 +
#Select the '''Status''' of this fee item.  See below for information on setting up a fee '''In Date Range'''.
 +
#Select the contact to whom the invoice for this fee item should be sent from the '''Bill To:''' drop-down list.
 +
#'''Charge to ACH, debit or credit card''': Click the radio button if you wish to automatically charge this fee item to a credit card, or to a bank account. [[Member_Management#Setup_automatic_recurring_credit_card_or_ACH_billing|Click here]] for further information on setting up e-payments.
 
#Click '''Save & Exit'''.
 
#Click '''Save & Exit'''.
 +
 +
'''NOTES:'''
 +
*To make sure this fee item is included in the recurring invoice batch, set the Billing Cycle to a frequency of Annual, Semi-Annual, Quarterly, or Monthly.
 +
*In the Standard edition or below, fee item frequency starts on the Renewal Month specified on the Members account and does not have an option within each fee assignment for a different month.
 +
*If the Status on a Fee Item is set to Active in Date Range, (only available with Plus edition or greater) an option is available to place a start date and expiration on a fee item.
 +
*Charge to ACH, debit or credit card selection displays options for setting the fee to be automatically billed.
  
 
====Removing a Fee or Due====
 
====Removing a Fee or Due====
Line 1,628: Line 1,032:
 
'''Note:''' Fees can be modified for all users globally under Setup->Fee Items List (Integrated Billing) or under QuickBooks->Fee Items tab.
 
'''Note:''' Fees can be modified for all users globally under Setup->Fee Items List (Integrated Billing) or under QuickBooks->Fee Items tab.
  
====Sort the Fee/Due List====
+
===Assign Fee with Start and Stop Date===
#On the '''Account''' tab, click the column title of the column that you wish to sort in alphanumeric order.
+
'''Note: '''This applies to users with Plus Edition or greater
  
[[File:MemberManagement.1.15.1.jpg]]
+
While creating or modifying a Fee Item assignment on a Member’s account, a '''Status''' of '''Active in Date Range''' may be specified. This will allow a start date and expiration date to be assigned to this particular Fee Item.
  
Figure 1-16 Account tab - Membership Fees & Dues
 
  
 +
[[File:Active in Date Range CP.JPG|center]]
  
====Modify Billing Renewal Month====
+
==Setup automatic recurring credit card or ACH billing==
Renewal month is the month that the member begins their membership term with you. It is also used when selecting which members should be included in the invoice batch – select members by renewal month.
+
You can allow your members to save their payment information for re-use and you can setup their dues billing to use that saved information as well.
  
'''Note:''' Each fee item may also have a designated Renewal Month making it so you can invoice the membership fee on a particular month and other recurring fees on another month. This field is only setting the default value for their account.
+
===How It Works===
 +
With stored payments enabled, members who are paying online for membership or simply an event registration will have the option to save their credit card information. The next time they need to make a payment they can select a saved card and that will save them the time spent entering that information. All credit card information is stored within Authorize.Net's Customer Information Manager (CIM) which provides a secure method of storing credit/debit card or bank account information.
  
<ol>
+
As an added benefit with saved cards/bank accounts enabled your staff can setup a member's account to automatically bill their saved card for their membership dues.
<li>On the '''Account''' tab, click the '''Renewal Month''' arrow to view renewal months.</li>
 
  
 +
===Requirements===
 +
*Must use Authorize.net or Integrated Payment Processing (Stripe) as your payment processor.
 +
*Need to have the Customer Information Manager enabled on your Authorize.net Account. See instructions for setting this up [[Enable_Customer_Information_Manager_(CIM)_with_Authorize|here]].
 +
*Must have a plus edition or higher version database.
  
[[File:MemberManagement.1.10.1b.jpg]]
+
===Setup===
 +
#Setup your Authorize.net account to allow for saved card and bank account information.
 +
#:*See [[Enable_Customer_Information_Manager_(CIM)_with_Authorize]]
 +
#:*Optionally See [[Enable_eCheck.Net_(ACH)_with_Authorize.Net]]
 +
#Enable ability to securely store and access epayment profiles in ChamberMaster / GrowthZone
 +
#:#Go to '''Setup'''
 +
#:#Open the '''Billing Options and Settings'''
 +
#:#Expand the '''Credit Cards''' section
 +
#:#Enable '''Securely store credit/debit card information for re-use'''
 +
#:#(Optional) If eChecks is enabled with Authorize.Net (ACH), then enable the ability to '''Allow payment with bank account information'''
 +
#:#Click '''Save'''
 +
#Setup and assign the recurring fee amounts on your customer accounts, which includes assigning the fee and adding an epayment profile.
 +
#Create the monthly epayment batch which immediately charges their account and creates the billing transaction(s) in ChamberMaster / GrowthZone
 +
<br />
  
Figure: Account tab – Billing renewal month drop down list displayed
+
:<nowiki>*</nowiki>Requires Integrated Billing; Authorize.NET AIM integration; CIM enabled at Authorize.NET for credit/debit card management; and eCheck enabled at Authorize.NET for ACH bank drafts. Note: Authorize.NET gateway emulators are not supported at this time.
 +
:''Note to legacy ‘ACH’ users: In order to integrate the recurring automatic ACH selection with the option that we've called "ACH" for many years, we renamed the old "ACH" selections to "Manual epayment" (Oct 2014). It still works the way it used to but now the new automated selections are integrated into these same choices.''
  
<li>Click the desired renewal month.</li>
+
==Check a Member's Current Balance==
 +
The General Information area on the Account tab contains standard account settings such as renewal month, billing contact, billing notes, preference for output and a field displaying an automatically updated balance
  
<li>Click '''Save'''.</li>
+
[[File:Current Balance CP.JPG|center]]
</ol>
+
  
===Edit Web Display Information===
+
The '''Current Balance''' displays the sum of all invoices and payments recorded. Balances displayed in red indicate an amount owed. Balances displayed in black indicate payments that meet or exceed current invoice totals.  
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0B50HA">Information and settings related to the member’s online directory listing is modified on the </span><span style="font-weight: bold;">Web</span> tab.  Changes made here are automatically reflected in the online directory. The member may also modify these items in the Member Information Center (with proper permissions).</div>
 
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 18pt; margin-top: 6pt;"><span id="wwpID0E0A50HA">Edit Web Contact Information</span></div>
 
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0640HA">If the </span><span style="font-weight: bold;">Web Contact Information </span>is dimmed, the company information is being pulled from the <span style="font-weight: bold;">General</span> tab and cannot be changed here.  Make editing changes on the <span style="font-weight: bold;">General</span> tab in the <span style="font-weight: bold;">Contact Information</span> area.  If the Member Information page in the Business Directory should display different information than the <span style="font-weight: bold;">Contact Information</span> on the <span style="font-weight: bold;">General</span> tab, click to clear the <span style="font-weight: bold;">Use Company Information</span> check box.</div>
 
  <div style="margin-left: 36pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span style="font-family: Calibri; font-size: 10pt;">1. </span></div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span id="wwpID0E0540HA">On the </span><span style="font-weight: bold;">Web</span> tab, edit the fields in the <span style="font-weight: bold;">Company Information</span> area.  </div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 36pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span style="font-family: Calibri; font-size: 10pt;">2. </span></div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span id="wwpID0E0440HA">Click </span><span style="font-weight: bold;">Save</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt; text-align: justify;"><span id="wwpID0E0340HA">[[Image:Member_Management-Edit_Web_Display_Information-MemberManagement.1.23.1.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span style="font-size: 10pt;"><span id="wwpID0E0240HA">Figure 1-23</span></span> Web tab – Web Contact Information</div>
 
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 18pt; margin-top: 6pt;"><span id="wwpID0E0140HA">Edit Web Description and Text Context</span></div>
 
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0Z40HA">Members may also modify this web display information in the Member Information Center.</span></div>
 
  <div style="margin-left: 36pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span style="font-family: Calibri; font-size: 10pt;">1. </span></div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span id="wwpID0E0Y40HA">On the </span><span style="font-weight: bold;">Web</span> tab, edit the fields in the <span style="font-weight: bold;">Web Description/Text Context</span> area.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 36pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span style="font-family: Calibri; font-size: 10pt;">2. </span></div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span id="wwpID0E0X40HA">Click </span><span style="font-weight: bold;">Save</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 18pt; margin-top: 6pt;"><span id="wwpID0E0W40HA">Add Web Photos and Images</span></div>
 
  <div style="margin-left: 36pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span style="font-family: Calibri; font-size: 10pt;">1. </span></div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span id="wwpID0E0V40HA">On the </span><span style="font-weight: bold;">Web</span> tab, click <span style="font-weight: bold;">Add Image</span> in the <span style="font-weight: bold;">Action</span> column of the <span style="font-weight: bold;">Image Type</span> that you wish to add.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 54pt;"><span id="wwpID0E0U40HA">Enhanced Members may add photos and images.  Basic membership does not include this feature.  The </span><span style="font-family: Calibri; font-size: 9pt;">Marketing Package</span> is required to have the Enhanced option.</div>
 
  <div style="margin-left: 36pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span style="font-family: Calibri; font-size: 10pt;">2. </span></div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span id="wwpID0E0T40HA">Type the path and filename of the desired graphic file or click </span><span style="font-weight: bold;">Browse</span> to locate and click <span style="font-weight: bold;">Open</span> when desired graphic is selected.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 36pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span style="font-family: Calibri; font-size: 10pt;">3. </span></div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span id="wwpID0E0S40HA">Click </span><span style="font-weight: bold;">Upload Image</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 36pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span style="font-family: Calibri; font-size: 10pt;">4. </span></div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span id="wwpID0E0R40HA">Click </span><span style="font-weight: bold;">Close Window</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 18pt; margin-top: 6pt;"><span id="wwpID0E0Q40HA">Upgrade Membership to Enhanced</span></div>
 
  <div style="margin-left: 36pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span style="font-family: Calibri; font-size: 10pt;">1. </span></div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span id="wwpID0E0P40HA">On the </span><span style="font-weight: bold;">Web</span> tab, click the <span style="font-weight: bold;">Web Participation</span> arrow in the <span style="font-weight: bold;">Web Participation Options</span> area.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 36pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span style="font-family: Calibri; font-size: 10pt;">2. </span></div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span id="wwpID0E0O40HA">Select </span><span style="font-weight: bold;">Enhanced.</span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 36pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span style="font-family: Calibri; font-size: 10pt;">3. </span></div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt; text-align: justify;"><span id="wwpID0E0N40HA">Click </span><span style="font-weight: bold;">Save</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E0M40HA"></span></div>
 
  
==Modify Representatives==
+
Voluntary fees, if any exist, will not be included in the '''Current Balance''' but will display separately next to the balance amount, as shown above.
===Rep Login, Name, and Password===
 
:[[How to send the create account email invitation | How to send the "create account" email invitation to reps]]. <html><a href="/index.php?title=How to send the create account email invitation"><img src="/images/3/31/Vid.png" /></a></html>
 
 
 
<b>When Are Rep Logins and Passwords Created?</b>
 
  
*[[Send_a_Mass_Email_Invitation_to_Create_Representative_Logins|When reps respond to the mass email that you send which invites them to create their login account.]]
 
  
::Using the pre-defined email template “Create Login Account Invitation” (or one created by you), your representatives will be able to create their own login account and immediately access the Member Information Center. This should be done when you first get your database and are ready for members to start logging in. It can also be done at any time that you desire to encourage more reps to create their personal account.
+
(QuickBooks CQI only) Balances will display the word '''UNKNOWN''' when using with QuickBooks CQI. An update of the balance has not taken place yet. Click Refresh QuickBooks data to update the account balance for this member. The connection to QuickBooks must be functioning properly for the balance to refresh.  
  
*[[Create_a_Single_Login_Account|One rep at a time]]
+
[[File:MemberManagement.1.66.3.jpg|center]]
::Any rep may have a login and password created they are added to the '''Reps''' tab. You may create a login for them right there or there is a link to send them an invitation (recommended).
 
  
*[[Add_Reps_to_Employee/Rep_list_and_Send_Invitation|When a rep is created in the Member Information Center by a member]]
+
==Invoice a One-Time Item==
:Members that have Read/Write permissions to Employees/Reps have the ability to add a new representative to their membership list. At the completion of creating a rep, there is an opportunity to send an email invitation to this rep so they can create their own login account.
 
  
===Reassign Rep===
+
#On the '''Account''' tab, ensure that the one-time fee has been added in the '''Membership Fees and Dues''' area. If not, click '''Assign Fee Items''' and add the one-time fee.
<div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0BY0HA">Once a rep is in the database, they may be reassigned to another member instead of deleting and then recreating the rep as this would eliminate any history and group associations.</span></div>
+
#:[[File:Invoice Now CP.JPG|center]]
  <div style="color: #5F497A; font-family: arial; font-size: 11pt; font-weight: bold; margin-left: 18pt; margin-top: 6pt;"><span id="wwpID0E0AY0HA">Reassign a rep</span></div>
+
#Click '''invoice now''' in the '''Frequency''' column for the desired one-time fee.
  <div style="margin-left: 18pt;">
+
#:[[File:Invoice Options CP.JPG|center]]
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
#Edit the '''Invoice Options''' fields or make desired changes to invoice fields. '''CQI Users Only: Ensure that the check box(es) in front of the desired invoice items are selected. You may click to select any or all one-time fees to be included on this invoice.'''
      <tr valign="baseline">
+
#Click Create Invoice Now (CQI) or click '''Save''' (Integrated Billing). The invoice is automatically created at this time.
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E06X0HA">On the </span><span style="font-weight: bold;">Reps</span> tab, click the check box in front of the desired rep’s name in the <span style="font-weight: bold;">List of Representatives</span> area.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E05X0HA">Click </span><span style="font-weight: bold;">Reassign Selected Reps</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt; text-align: justify;"><span id="wwpID0E04X0HA">[[Image:Member_Management-Reassign_Rep-MemberManagement.1.32.1.jpg]]</span></div>
 
  <div style="font-family: arial; font-size: 10pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span style="font-size: 10pt;"><span id="wwpID0E03X0HA">Figure 2-3</span></span> Reassign Rep</div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">3. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E02X0HA">Click </span><span style="font-weight: bold;">Assign to a different member</span> or <span style="font-weight: bold;">Assign to no member</span> <span style="font-weight: bold;"><nowiki>[</nowiki>Community Member<nowiki>]</nowiki></span>.  See “<span style="font-family: arial; font-size: 11pt;">Community Member</span>” for more information.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">4. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E01X0HA">Click </span><span style="font-weight: bold;">Continue</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">5. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0ZX0HA">If </span><span style="font-weight: bold;">Assign to no member <nowiki>[</nowiki></span><span style="font-family: arial; font-size: 11pt; font-weight: bold;">Community Member</span><span style="font-weight: bold;"><nowiki>]</nowiki></span> was selected, the task is complete. If <span style="font-weight: bold;">Assign to a different member</span> was selected, click the desired member in the <span style="font-weight: bold;">Member</span> Look-up screen.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">6. </div></td>
 
        <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0YX0HA">Click </span><span style="font-weight: bold;">Continue</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="color: #5F497A; font-family: arial; font-size: 9pt; margin-bottom: 12pt; margin-left: 36pt;"><span id="wwpID0E0XX0HA">Note: Representative History will keep track of the members that this rep has been assigned. To view the history, locate the rep under </span><span style="font-weight: bold;">Members-&gt;Reps</span> tab.  Open the <span style="font-weight: bold;">Personal Information</span> area and click History which is located after the “Rep is currently active with this member” checkbox.</div>
 
  
===Reactivate a Rep===
+
'''Note:''' If connected via the CQI, the QuickBooks connection must be active in order to complete this transaction.
The rep may need to be reassigned to groups if the rep was originally removed from groups when inactivated.
 
<ol>
 
<li>On the Reps tab, click the check box in front of the desired rep’s name in the List of Representatives area.</li>
 
<li>Click to select the Rep is currently active with this member check box in the Personal Information area.</li>
 
<li>Click Save.</li>
 
</ol>
 
'''Note:''' Representative History will keep track of the members that this rep has been assigned. To view the history, locate the rep under Members->Reps tab. Open the Personal Information area and click History which is located after the “Rep is currently active with this member” checkbox.
 
  
===Add custom fields for a rep===
 
For information on Custom Fields, please click here: [[#Custom Fields (Members and Reps)| Custom Fields]]
 
  
==Manage a Member's Online Listings==
+
:[[File:Member Management-Invoice a one-time item-MemberManagement.1.76.3.jpg]]
  
===Edit Member Public Displayed Contact Information===
+
:'''Figure 3:''' Invoice One-Time Item (Integrated Billing example)
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0XR0HA">Information within the </span><span style="font-weight: bold;">Web Contact Information</span> section will display in the online directory on <span style="font-family: Calibri; font-size: 11pt;">your integrated website</span>. </div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0WR0HA">Click the </span><span style="font-weight: bold;">Use Company Information</span> check box to use the company name, phone numbers, physical address, website address, and email address from the <span style="font-weight: bold;">Contact Information</span> area on the <span style="font-weight: bold;">General</span> tab for this member.  With this check box selected, any changes made to the <span style="font-weight: bold;">Contact Information</span> area on the <span style="font-weight: bold;">General</span> tab would automatically be changed in the <span style="font-weight: bold;">Web Contact Information</span> area on <span style="font-weight: bold;">Web</span> tab, allowing one modification to update both areas.</div>
 
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 18pt; margin-top: 6pt;"><span id="wwpID0E0VR0HA">Edit Web Contact Information</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0UR0HA">On the </span><span style="font-weight: bold;">Web</span> tab, edit the fields in the <span style="font-weight: bold;">Web Contact Information</span> area. (only available if the <span style="font-weight: bold;">Use Company Information</span> check box is cleared.)</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0TR0HA">Click </span><span style="font-weight: bold;">Save</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: Garamond; font-size: 12pt; margin-bottom: 12pt; margin-left: 18pt; text-align: justify; text-indent: 0pt;"><span id="wwpID0E0SR0HA"> </span></div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt; text-align: justify;"><span id="wwpID0E0RR0HA">[[Image:Member_Management-Edit_Member_Public_Displayed_Contact_Information-MemberManagement.1.44.1.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span style="font-size: 10pt;"><span id="wwpID0E0QR0HA">Figure 3-1</span></span> Web Contact Information</div>
 
  
===Edit Member Public Display attributes===
+
===Viewing transaction history (QuickBooks using CQI)===
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0OR0HA">Display attributes determine the display options in the online directory and settings in the Member Information Center area.</span></div>
+
Invoice Activity (QuickBooks integration only)
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 0pt; margin-top: 6pt;"><span id="wwpID0E0NR0HA">Display Attributes </span></div>
+
Invoice Activity displays all invoices for this member by reading QuickBooks data (QuickBooks integration only). Invoices are not generated here but the list can be sorted, printed, or downloaded.
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt;"><span id="wwpID0E0MR0HA">When the check box is selected, the results are as follows:</span></div>
+
With QuickBooks Integration you may need to click Refresh QuickBooks Data in order to view the current list of invoices.
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span style="font-weight: bold;"><span id="wwpID0E0LR0HA">Does Not Display on Web:</span></span> Member will not display in the online directory</div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span style="font-weight: bold;"><span id="wwpID0E0KR0HA">Disable Login:</span></span> Access is denied for this member and all their reps to the Member Information Center</div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span style="font-weight: bold;"><span id="wwpID0E0JR0HA">No Web Link on Member Page:</span></span> Members web site link will not display on their Member Information page </div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span style="font-weight: bold;"><span id="wwpID0E0IR0HA">Cannot Buy Ads/Hot Deals:</span></span> Member is denied access to purchase Ads/Hot Deals in the Member Information Center</div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span style="font-weight: bold;"><span id="wwpID0E0HR0HA">Disable Member Info Page:</span></span> Member will be displayed in the Business Directory but they will not be hyperlinked to their Member Information Page</div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span style="font-weight: bold;"><span id="wwpID0E0GR0HA">Hide Social Networks:</span></span> Members’ social network addresses will not display on their Member Information Page</div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span style="font-weight: bold;"><span id="wwpID0E0FR0HA">Web Link on Search Results:</span></span>  Member will have a Visit our website link displayed in the online directory search results.</div>
 
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0ER0HA">When </span><span style="font-weight: bold;">Web Participation </span>is set to <span style="font-weight: bold;">Non-Member</span>, only three <span style="font-weight: bold;">Display Attributes</span> are available:  <span style="font-weight: bold;">Does Not Display on Web, Hide Social Networks</span> and <span style="font-weight: bold;">Web Link on Search Results</span>.</div>
 
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 18pt; margin-top: 6pt;"><span id="wwpID0E0DR0HA">Edit Display attributes</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0CR0HA">On the </span><span style="font-weight: bold;">Web</span> tab, select the check box in front of the desired attribute.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0BR0HA">Click </span><span style="font-weight: bold;">Save</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  
===Edit Member Public Description===
+
Figure 5-18 Invoice Activity (QuickBooks integration only)
Information displayed in the '''Web Descriptions / Text Content''' area will be displayed on the Member Information page for Basic and Enhanced listing participants. Different options are available for Enhanced listing vs. Basic listings. See [[Select_Basic_or_Enhanced_Listing]] for more information.
+
Sort the invoice list
 +
1.
 +
On the Account tab, click the heading of the desired column in the Invoice Activity area. The screen will refresh and be sorted in ascending order according to the selected column.
 +
With QuickBooks integration, you may wish to update the invoice list by selecting Refresh All Invoices/Payments at the bottom of the screen or by clicking Refresh QuickBooks Data at the top of the screen.
 +
Print the invoice list
 +
1.
 +
On the Account tab, click Print Invoice List in the Invoice Activity area.
 +
2.
 +
The desired output will display on the screen. On the File menu, click Print or click Print at the bottom of the screen.
 +
3.
 +
Click to select the desired printer and click Print.
 +
4.
 +
Click Close.
 +
Download the invoice list
 +
1.
 +
On the Account tab, click Download Invoice List in the Invoice Activity area.
 +
2.
 +
Follow the prompts on your screen to either open or save the Comma Separated Value (.csv) file. If the data is displayed immediately, you may wish to select Save from the File menu to ensure this data is available for viewing at a later time.
 +
Payment Activity (QuickBooks Integration only)
 +
With QuickBooks Integration you may need to click Refresh QuickBooks Data in order to view the current list of payments. If the member has never been created in QuickBooks, member synchronization must happen first. See Chapter 5, “Manage Account Information” - - General Information, Synchronization for more information.
 +
Payment Activity displays all payments for this member by reading QuickBooks data (QuickBooks integration only) or from the integrated billing program. Payments are not entered here but the list can be sorted, printed, or downloaded.
  
:''Note: Only those who have purchased the Marketing Package add-on or those with Premier or Pro edition will have the option to select the Gold or Enhanced package. See [[Software_Editions]] for more information.''
+
'''Sort the payment list'''
 +
 
 +
With QuickBooks integration, you may wish to update the payment list by selecting Refresh All Invoices/Payments at the bottom of the screen or by clicking Refresh QuickBooks Data at the top of the screen.
 +
On the Account tab, click the heading of the desired column in the Payment Activity area. The screen will refresh and be sorted in ascending order according to the selected column.
  
====Web Descriptions and Text Content Fields====
+
'''Print the payment list'''
 +
#On the Account tab, click Print Payment List in the Payment Activity area. The desired output will display on the screen. On the File menu, click Print or click Print at the bottom of the screen.
 +
#Click to select the desired printer and click Print.
 +
#Click '''Close'''.
  
'''Description:''' Up to 200 characters of description may be typed; will be displayed on the Member Info page (1600 characters with Enhanced listing)
+
'''Download the payment list'''
 +
#On the '''Account''' tab, click Download Payment List in the Payment Activity area.
 +
#Follow the prompts on your screen to either open or save the Comma Separated Value (.csv) file. If the data is displayed immediately, you may wish to select Save from the File menu to ensure this data is available for viewing at a later time.
  
'''Results Summary:''' Up to 200 characters of description may be typed; will be displayed in the online directory search results (available only with an Enhanced listing)
+
===Transaction History (Integrated Billing)===
 +
'''Transaction History''' displays all invoices, payments, credits, and sales receipts from integrated Billing. New invoices, sales receipts, payments, and credits may be created here by those with Finance or Administrator permission.
  
'''Hours of Operation:''' Up to 100 characters describing hours of operation may be typed; will be displayed on the Member Info page.
 
  
'''Driving Directions:''' Up to 200 characters giving driving directions may be typed; will be displayed on the Member Info page.
+
[[File:Transaction History CP.JPG|center]]
  
'''Additional Bulleted Description''' Up to 5 descriptive words or phrases may be typed with a maximum of 120 characters each; will be displayed on the Member Information page (available only with an Enhanced listing); The '''Bullet URL''' will allow the '''Bullet text''' to be hyperlinked to a website URL.
+
:Transaction History (Integrated Billing Only)
  
'''Keywords''' Up to 8 keywords may be typed with a maximum of 30 characters each; keywords are additional words that a consumer may use when searching the web site business directory (20 keywords with an Enhanced listing)
 
  
'''Note: '''Members may also modify this information in the Member Information Center.
+
====Sort the Payment List====
  
====Edit Web Descriptions and Text Content====
+
1. On the '''Account''' tab, click the heading of the desired column in the '''Transaction History''' area. The screen will refresh and be sorted in ascending order according to the selected column. Click the column title again to sort in descending order.
#On the Web tab, edit the fields in the Web Description/Text Content area.
 
#Click Save.
 
#:'''Note: '''The '''Does Not Display on Web''' and '''Disable Member Info Page''' check boxes in the '''Web Participation Options''' area must not be selected if you desire to view the information fields on the web site.
 
  
===Edit Member Public Photos and Images===
+
====Filter the Transaction History view====
Enhanced Package participants are able to add an image in the online directory search results, a company logo, photo gallery, video, and map. Images must be .jpg, .png or .gif.
 
  
'''Note: '''Members may also modify this information in the Member Information Center.
+
1. On the '''Account''' tab, click the arrow in the '''View''' dropdown list. Select the desired view selection.
  
'''Note: '''Only those who have purchased the Marketing Package add-on or those with Premier or Pro edition will have the option to select the Enhanced package. [http://chambermaster.com/pricingFeatures See more on the “Software editions”.]
+
2. Click '''more…''' to view transaction from a different date range.
  
  
 +
:[[File:tran_hist2.jpg]]
  
::[[File:MemberManagement.1.46.1.jpg]]
+
:Filter Transaction History
  
::Figure: Web Photos & Images
+
=Edit Member Web Display Information=
  
 +
Information and settings related to the member’s online directory listing is modified on the '''Web''' tab.  Changes made here are automatically reflected in the online directory. The member may also modify these items in the Member Information Center (with proper permissions).
  
:'''Note:''' the YouTube Video and eBrochure Photo Gallery option displays only if your website is integrated using the SEO module integration, version 2 or greater.
+
==Edit Web Contact Information==
  
====Add a logo or Member Information page image====
+
If the '''Web Contact Information''' is dimmed, the company information is being pulled from the '''General''' tab and cannot be changed here. Make editing changes on the '''General'''  tab in the '''Contact Information''' area.  If the Member Information page in the Business Directory should display different information than the '''Contact Information''' on the '''General''' tab, click to clear the '''Use Company Information''' check box.  
#On the Web tab, click '''Add Image''' in the Action column of the Image Type that you wish to add in the Web Photos & Images area.
 
#:'''Note:''' Enhanced members may add photos and images. Non-member and Basic package participants do not have this feature.
 
#Type the path and file name of the desired graphic file or click '''Browse''' to locate and click '''Open''' when desired graphic is located.
 
#Click '''Upload Image'''.
 
#Click '''Close Window'''.
 
  
====Add an icon to the search results====
+
#On the '''Web''' tab, edit the fields in the '''Company Information''' area.
#On the Web tab, click '''Enable''' in the Action column of the Search Results Icon in the Web Photos & Images area.
+
#Click '''Save'''.
#Click '''Add Image'''.
+
#:[[Image:Web Contact Information CP.JPG|center]]
#Type the path and file name of the desired graphic file or click Browse to locate and click '''Open''' when desired graphic is located.
 
#Click '''Upload Image'''.
 
#Click '''Close Window'''.
 
#:'''Note: '''Search Results logo will only display if enabled for your members under '''Setup''' > '''Member Login Area Options and Settings'''. Make sure Search Results Icon is set to Enabled under Menu Items & Permissions.
 
  
====Add a map image====
+
==Edit Member Social Network Services==
#On the Web tab, click the desired option button in the Image Type column in the Web Photos & Images area.
 
#:[[File:MemberManagement.1.46.2.jpg]]
 
#:Figure: Map Image types
 
#If selecting Uploaded Image, then click '''Add Image''' in the Action column. Type the path and file name of the desired graphic file or click '''Browse''' to locate and click '''Open''' when desired graphic is located. Click '''Upload Image'''. Click '''Close Window'''.
 
  
====Remove a logo, photo, search results icon, or an uploaded map image====
+
Social Network Services with a check-mark will be displayed on the Member Information Page.
#On the Web tab, click '''Remove Image''' in the Action column of the Image Type that you wish to remove in the Web Photos & Images area.
 
  
====Change an existing logo, photo, search results icon, or an uploaded map image====
+
#Click the check-box for the Social Network to be displayed
#On the Web tab, click '''Change Image''' in the Action column of the Image Type that you wish to change in the Web Photos & Images area.
+
#Enter desired links.
#Type the path and filename of the desired graphic file or click '''Browse''' to locate and click '''Open''' when desired graphic is located.
+
#Click '''Save'''.
#Click '''Upload Image'''.
 
#Click '''Close Window'''.
 
  
====Disable the search results icon====
+
{|style="padding:5px; text-align:left; background-color: #cce5ff; width:90%; margin-bottom:.2em;"
#On the Web tab, click '''Disable''' in the Action column of the Search Results Icon image type. Note: if an image was already uploaded for this Search Results Icon image Type, it will not be removed, only disabled.
+
|-
 +
|'''NOTE:''' The available social networks may be configured under '''Setup > General Options & Settings'''.
 +
|}
  
===Edit Member Search Results Map Information===
+
==Update Member Web Display Participation Options==
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0LP0HA">Google Maps are integrated into the online directory and will automatically display a map pin at the location of your identified address.  This location, the description on the map pin, and whether the pin even displays may be modified.</span></div>
 
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 0pt; margin-top: 6pt;"><span id="wwpID0E0KP0HA">Turn off the display of the map pin</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0JP0HA">On the </span><span style="font-weight: bold;">Web</span> tab, click to deselect the check mark in front of <span style="font-weight: bold;">Show on Business Directory</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt; text-align: justify;"><span id="wwpID0E0IP0HA">[[Image:Member_Management-Edit_Member_Search_Results_Map_Information-MemberManagement.1.48.1.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span style="font-size: 12pt;"><span id="wwpID0E0HP0HA">Figure 3-7</span></span> Turn off Search Results Map pin display</div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0GP0HA">Click </span><span style="font-weight: bold;">Save</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 0pt; margin-top: 6pt;"><span id="wwpID0E0FP0HA">Modify the pin location of the map pin</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0EP0HA">On the </span><span style="font-weight: bold;">Web</span> tab, click <span style="font-weight: bold;">Manually Set Coordinates</span> and enter appropriate GPS coordinates or manually drag the map pin to the desired location.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0DP0HA">Click </span><span style="font-weight: bold;">Save</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 0pt; margin-top: 6pt;"><span id="wwpID0E0CP0HA">Modify what displays on the map pin</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0BP0HA">On the </span><span style="font-weight: bold;">Web</span> tab, click <span style="font-weight: bold;">Custom</span> from the <span style="font-weight: bold;">Addressed displayed on map pin</span> drop-down list.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0AP0HA">Type the newly desired address information.</span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E06O0HA">Click </span><span style="font-weight: bold;">Save</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 0pt; margin-top: 6pt;"><span id="wwpID0E05O0HA">Select Point of Interest Category assignments</span></div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E04O0HA">If using MyChamberApp, members could select an appropriate categories for their business.  This will determine the category where they will display and override the assignment given to their QuickLink or Business Category.  See </span><span style="font-family: Calibri; font-size: 11pt;">Point of Interest Categories</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E03O0HA">On the </span><span style="font-weight: bold;">Web</span> tab, select the desired <span style="font-weight: bold;">Point of Internet Category</span> and <span style="font-weight: bold;">Point of Interest Sub-Category</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E02O0HA">Click </span><span style="font-weight: bold;">Save</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  
 
===Select Basic or Enhanced Listing===
 
===Select Basic or Enhanced Listing===
 
There are three levels of participation in the online directory: Non-member, Basic Package, and Enhanced Package. The level chosen determines what selections will be available in the Web Participation Options area, the Web Description / Text Content area, and the Web Photos & Images area on the Web tab. The default level is the '''Basic Package''' but may be upgraded to Enhanced Package or downgraded to the Non-Member selection.
 
There are three levels of participation in the online directory: Non-member, Basic Package, and Enhanced Package. The level chosen determines what selections will be available in the Web Participation Options area, the Web Description / Text Content area, and the Web Photos & Images area on the Web tab. The default level is the '''Basic Package''' but may be upgraded to Enhanced Package or downgraded to the Non-Member selection.
  
'''Note: The Enhanced Package is only available in the Pro or Premier Package, or to those who have purchased the Marketing Package add-on. Refer to http://www.chambermaster.com/pricingFeatures] for updated products and pricing.
+
 
  
 
*'''Non-Member:''' Non-members may have their business name, address, and phone number displayed in the online directory search results but their business name cannot be hyperlinked to their Member Information page. Only three Display Attributes are available for Non-Members: Does not Display on Web , Hide Social Networks and Web Link on Search Results. Check the Does Not Display on Web check box if this member should not display in the online directory search results. Check the Web Link on Search Results check box if this member should have a Visit our website link in the search results. Web Description/Text Content may be completed but will not be displayed on the web site. The Non-Member Web Participation package is not automatically selected when Non-Member Membership Status is selected on the General tab. These selections are made independently.  
 
*'''Non-Member:''' Non-members may have their business name, address, and phone number displayed in the online directory search results but their business name cannot be hyperlinked to their Member Information page. Only three Display Attributes are available for Non-Members: Does not Display on Web , Hide Social Networks and Web Link on Search Results. Check the Does Not Display on Web check box if this member should not display in the online directory search results. Check the Web Link on Search Results check box if this member should have a Visit our website link in the search results. Web Description/Text Content may be completed but will not be displayed on the web site. The Non-Member Web Participation package is not automatically selected when Non-Member Membership Status is selected on the General tab. These selections are made independently.  
Line 2,060: Line 1,204:
 
*'''Basic Package:''' Members belonging to the Basic Package may have their member name, address, and phone number displayed in the online directory search results and may choose to have their business name hyperlinked to their Member Information page. All Display Attributes are available to members in the Basic Package. The Web Description / Text Context area includes the following fields: Description, Hours of Operation, Driving Directions, and 240 characters for Keywords. Web Photos and Images are not available.  
 
*'''Basic Package:''' Members belonging to the Basic Package may have their member name, address, and phone number displayed in the online directory search results and may choose to have their business name hyperlinked to their Member Information page. All Display Attributes are available to members in the Basic Package. The Web Description / Text Context area includes the following fields: Description, Hours of Operation, Driving Directions, and 240 characters for Keywords. Web Photos and Images are not available.  
  
*'''Enhanced Package:''' Members belonging to the Enhanced Package may have their member name, address, and phone number displayed in the online directory search results and may choose to have their member name hyperlinked to their Member Information page. All Display Attributes are available to members in the Enhanced Package. The Web Description / Text Content area includes the following fields: Description, Results Summary, Hours of Operation, Driving Directions, Additional Bulletted Description, and unlimited characters for Keywords. All Web Photos & Images selections are available which include a search results icon, logo image, a photo gallery, video, and a map image selection. This option is available if you have purchased the Pro or Premier edition, or the Marketing Add-on package.
+
*'''Enhanced Package:''' Members belonging to the Enhanced Package may have their member name, address, and phone number displayed in the online directory search results and may choose to have their member name hyperlinked to their Member Information page. All Display Attributes are available to members in the Enhanced Package. The Web Description / Text Content area includes the following fields: Description, Results Summary, Hours of Operation, Driving Directions, Additional Bulleted Description, and unlimited characters for Keywords. All Web Photos & Images selections are available which include a search results icon, logo image, a photo gallery, video, and a map image selection. This option is available if you have purchased the Pro or Premier edition, or the Marketing Add-on package.
  
====Upgrade Web Participation Package to Enhanced====
+
===Upgrade Web Participation to Enhanced===
  
1. On the Web tab, click '''Upgrade to Enhanced'''. Note: If this member has previously been an enhanced member, skip to step #3.  
+
{|style="padding:5px; text-align:left; background-color: #cce5ff; width:90%; margin-bottom:.2em;"
 +
|-
 +
|'''Note''': The Enhanced Package is only available in the Pro or Premier Package, or to those who have purchased the Marketing Package add-on. Refer to http://www.chambermaster.com/pricingFeatures] for updated products and pricing. .
 +
|}
  
2. Click the '''Web Participation''' arrow in the Web Participation Options area.  
+
#On the '''Web''' tab, click the '''Web Participation''' arrow in the '''Web Participation Options''' area.
 +
#Select '''Enhanced'''.
 +
#Click '''Save'''.
  
3. Select '''Enhanced Package'''.
+
===Configure Display Attributes (Web Participation Options)===
  
4. Click '''Save'''.  
+
'''Display Attributes''' determine the display options in the online directory and settings in the Member Information Center area.
 +
Display Attributes.
  
 +
To edit the '''Web Participation Options''':
  
====Downgrade the Web Participation package from Enhanced to Basic or Non-Member====
+
#On the Web tab, select the check box in front of the desired attribute.
 +
#:[[File:Web Participation Options CP.JPG|center]]
 +
#:*'''Does Not Display on Web''': Member will not display in the online directory
 +
#:*'''Disable Login''': Access is denied for this member and all their reps to the Member Information Center
 +
#:*'''No Web Link on Member Page''': Members web site link will not display on their Member Information page
 +
#:*'''Cannot Buy Ads/Hot Deals''': Member is denied access to purchase Ads/Hot Deals in the Member Information Center
 +
#:*'''Disable Member Info Page''': Member will be displayed in the Business Directory but they will not be hyperlinked to their Member Information Page
 +
#:*'''Hide Social Networks''': Members’ social network addresses will not display on their Member Information Page
 +
#:*'''Web Link on Search Results''': Member will have a Visit our website link displayed in the online directory search results.
 +
#::'''NOTE:''' When Web Participation is set to Non-Member, only three Display Attributes are available: Does Not Display on Web, Hide Social Networks and Web Link on Search Results.
 +
#Click '''Save'''.
  
1. On the Web tab, click the '''Web Participation''' arrow in the Web Participation Options area.  
+
===Generate Member Info Page URL===
 
+
This function allows you to generate a URL to open this members information page directly.
2. Select '''Basic Package''' or '''Non-Member'''.  
+
#On the member's '''Web''' tab, click '''Generate a URL to open this member’s informational page directly''' in the '''Web Participation Options''' section.
 
+
#:[[Image:Generate URL CP.jpg|center]]
3. Click '''Save'''.
+
#Click '''Generate Link'''.
 +
#:[[Image:Link Generator CP.JPG|center]]
 +
#Triple-click the generated link text to select it.  
 +
#Right-click the highlighted selection and select '''Copy'''.
 +
#Click in the desired location, right-click and select '''Paste'''.
 +
#Click '''Close Window'''.
  
 
===Set the Redirect Index===
 
===Set the Redirect Index===
The Redirect Index indicates where a website visitor is directed when the Member Information Page URL is accessed. When the member is active, this selection should be left with the “blank” selection. The “blank” selection allows the member page URL to be accessed from any location (from the associations’ website or from other place that links directly to the member page.)
+
The '''Redirect Index''' indicates where a website visitor is directed when the Member Information Page URL is accessed. When the member is active, this selection should be left with the “blank” selection. The “blank” selection allows the member page URL to be accessed from any location (from the associations’ website or from other place that links directly to the member page.)
  
 
The Redirect Index is automatically set to '''307-Temporary Redirect to Business Directory''' when a member is changed to Dropped status. This selection may then be changed to any other selection as desired while the member is in dropped status.
 
The Redirect Index is automatically set to '''307-Temporary Redirect to Business Directory''' when a member is changed to Dropped status. This selection may then be changed to any other selection as desired while the member is in dropped status.
Line 2,088: Line 1,254:
 
This is particularly useful so that dropped members do not continue to promote their Member Information Page as a website for their customers.
 
This is particularly useful so that dropped members do not continue to promote their Member Information Page as a website for their customers.
  
1. Click '''Members''' in the left-hand menu.
+
#On the member's '''Web''' tab, open the '''Web Participation''' area.
 +
#Select the desired '''Redirect Index''' from the drop-down.
 +
#:[[File:Redirect CP.jpg|center]]
 +
#Click '''Save'''.
  
2. Click the '''Web''' tab.
 
  
3. Open the '''Web Participation''' area.
 
  
4. Select the desired '''Redirect Index''' from the drop-down.
+
:::[[File:MemberManagement.1.50.2.jpg]]
 
  
:::[[File:MemberManagement.1.50.1.jpg]]
+
==Edit Web Description and Text Content==
  
:::'''Figure: '''Redirect Index drop-down menu
+
'''Note''': Members may also modify this web display information in the Member Information Center.
  
 +
#On the '''Web''' tab, edit the fields in the '''Web Description/Text Context'''  area.
 +
#Click '''Save'''.
  
5. Click '''Save'''.
+
==Add Web Photos and Images==
 +
'''NOTE:''' For members who have been assigned an '''Enhanced Package''', images and videos may be added. Basic Package does not include this feature. The GrowthZone Marketing package is required to have the enhanced option.
  
 +
====Add a logo or Member Information page image====
 +
#On the Web tab, click '''Add Image''' in the Action column of the Image Type that you wish to add in the Web Photos & Images area.
 +
#:'''Note:''' Enhanced members may add photos and images. Non-member and Basic package participants do not have this feature.
 +
#Type the path and file name of the desired graphic file or click '''Browse''' to locate and click '''Open''' when desired graphic is located.
 +
#Click '''Upload Image'''.
 +
#Click '''Close Window'''.
  
:::[[File:MemberManagement.1.50.2.jpg]]
+
====Add an icon to the search results====
 +
#On the Web tab, click '''Enable''' in the Action column of the Search Results Icon in the Web Photos & Images area.
 +
#Click '''Add Image'''.
 +
#Type the path and file name of the desired graphic file or click Browse to locate and click '''Open''' when desired graphic is located.
 +
#Click '''Upload Image'''.
 +
#Click '''Close Window'''.
 +
#:'''Note: '''Search Results logo will only display if enabled for your members under '''Setup''' > '''Member Login Area Options and Settings'''. Make sure Search Results Icon is set to Enabled under Menu Items & Permissions.
  
:::'''Figure:''' Redirection Index options
+
====Remove a logo, photo, search results icon, or an uploaded map image====
 +
#On the Web tab, click '''Remove Image''' in the Action column of the Image Type that you wish to remove in the Web Photos & Images area.
  
[[Category: Member Management]]
 
  
===Generate Member Info Page URL===
+
====Change an existing logo, photo, search results icon, or an uploaded map image====
<div xmlns="http://www.w3.org/1999/xhtml">
+
#On the Web tab, click '''Change Image''' in the Action column of the Image Type that you wish to change in the Web Photos & Images area.
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 0pt; margin-top: 6pt;"><span id="wwpID0E0GN0HA">Generate a URL to open this members information page directly</span></div>
+
#Type the path and filename of the desired graphic file or click '''Browse''' to locate and click '''Open''' when desired graphic is located.
  <div style="margin-left: 18pt;">
+
#Click '''Upload Image'''.
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
#Click '''Close Window'''.
      <tr valign="baseline">
+
====Disable the search results icon====
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
+
#On the Web tab, click '''Disable''' in the Action column of the Search Results Icon image type. Note: if an image was already uploaded for this Search Results Icon image Type, it will not be removed, only disabled.
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0FN0HA">On the </span><span style="font-weight: bold;">Web</span> tab, click <span style="font-weight: bold;">Generate a URL to open this member’s informational page directly</span> in the Web Participation Options area. </div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: Garamond; font-size: 12pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify; text-indent: -18pt;"><span id="wwpID0E0EN0HA">[[Image:Member_Management-Generate_Member_Info_Page_URL-MemberManagement.1.52.1.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span style="font-size: 10pt;"><span id="wwpID0E0DN0HA">Figure 3-3</span></span> Web Participation Options</div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0CN0HA">Click </span><span style="font-weight: bold;">Generate Link</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt; text-align: justify;"><span id="wwpID0E0BN0HA">[[Image:Member_Management-Generate_Member_Info_Page_URL-MemberManagement.1.52.2.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span style="font-size: 10pt;"><span id="wwpID0E0AN0HA">Figure 3-4</span></span> Link Generator</div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E06M0HA">Triple-click the generated link text to select it.</span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">4. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E05M0HA">Right-click the highlighted selection and select </span><span style="font-weight: bold;">Copy</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">5. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E04M0HA">Click in the desired location, right-click and select </span><span style="font-weight: bold;">Paste</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">6. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E03M0HA">Click </span><span style="font-weight: bold;">Close Window</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
</div>
 
</div>
 
  
==Manage Communications==
 
Communication history for your members is automatically logged on the Communication tab of the member’s record when emails are sent. eReferrals are automatically logged as well. Phones calls can manually be added to the log. And when letters or fax output is printed you can include an entry in the history if you choose. Other actions also create an entry such as membership application approvals and invoices (Integrated Billing only).
 
  
*See more on how history is created 
+
==Adding Mapping Information==
  
From the members’ Communication tab, choose from five different selections on the New Communication drop-down that will automatically create an entry in the log –eMail with ChamberMaster / GrowthZone, eMail with Outlook, Log a Call or Note, Send an eReferral, and Notes and Follow-Up. The sixth selection, Print a label, generates a label specific to the selected member, but does not create an entry in the communication history.
+
===Adding a Map Image===
 +
#On the member's '''Web''' tab, click '''Uploaded Image''' in the '''Web Photos & Images''' section. 
 +
#:[[File:MemberManagement.1.46.2.jpg|center]]
 +
#Click '''Add Image''' in the Action column.
 +
#Type the path and file name of the desired graphic file or click '''Browse''' to locate and click '''Open''' when desired graphic is located.
 +
#Click '''Upload Image'''.  
 +
#Click '''Close Window'''.
 +
#Click '''Save'''
  
*Email history is automatically recorded when using any email selection within the software, including Send with Outlook.
+
===Add a Map to the Member's page===
*Communication history is also recorded when printing letters if Save letter to communication log is selected in the Print Options dialog box. Letters are created by selecting Form Letters in the Communication module.
 
*Communication history is recorded when printing fax output if “Save fax record to communication log” is selected in the print options window after selecting Print Fax Content. Faxes are created by selecting Form Letters in the Communication module.
 
*If using integrated billing, member invoices will be recorded in communication history if the checkbox “Save invoices to members communication log” is selected when selecting to Deliver their invoice.
 
*Follow-up reminders may be specified for any communication history item which will display as a Reminder in the Task List on the designated date.
 
  
===Record a Phone Call or Note===
+
Google Maps are integrated into the online directory and will automatically display a map pin at the location of your identified address.  This location, the description on the map pin, and whether the pin even displays may be modified.  
The '''Log a Call or Note''' feature may be used for logging phone calls, face-to-face communication, notes written, miscellaneous communication sent, and any other note. Calls may be viewed on the '''Members''' &#8594; '''Communication''' tab and also in the '''Communication''' module where all members’ histories may be searched, filtered, and viewed together.
 
  
{|
+
#On the member's '''Web''' tab, click '''Google Maps''' in the '''Web Photos & Images''' section.
|-
+
#Click the '''Show on Business Directory''' radio button in the '''Search Results Map Information''' section.
|style="width:40px; vertical-align:top; padding-top:16px; width: 30px"|
+
#Choose '''Physical Address from General Tab''' to use the address entered on the general tab, or select '''Custom''' from the drop-down list to enter an address. The map will populate the location based on the address you have entered.  If needed, drag the marker to refine your position on the map.
[[File:stepbystep.png]]
+
#Click '''Save'''
  
|style="vertical-align:top; width: 100%;"|
+
You may also manually set the coordinate of a location:
==Steps: Log a Call or Note==
 
1. On the '''Communication''' tab of the desired member, click '''New Communication'''.
 
  
2. Click '''Log a Call or Note'''.
+
#On the member's '''Web''' tab, click '''Manually Set Coordinates'''.
 +
#Enter appropriate GPS coordinates or manually drag the map pin to the desired location. Click the '''Look Up''' hyper-link to look up coordinates.
 +
#Click '''Save'''.
  
 +
=='''<span style="color:#800080">Send Email to Members to Update Contact Information'''</span>==
 +
----
  
:::[[File:MemberManagement.1.53.1.jpg]]
+
Keeping your members records up to date can be time-consuming. Your ChamberMaster/MemberZone database includes an email template, '''Update Your Membership Listing''',  that you can send to your members, requesting that they update their information via the MIC. The template includes the contact information for the organization, the names of the associated representatives, and basic public listing information. Within the template, your members will also find a link to easily log into the MIC.
 +
The template can be used as designed, or you may customize it to meet your organization's needs. See '''[[Communication#Working_with_Templates.2FDocuments|Working with Email Templates]]''' for further information on sending emails using templates.
 +
[[File:Update Listing.jpg|600px|center]]
  
:::<html><small><b>Figure 1</b></small></html>
+
=='''<span style="color:#800080">Manage Member Categories'''</span>==
 +
----
  
 +
==='''<span style="color:#800080">Assign Member Categories'''</span>===
 +
----
  
3. Edit the '''Log a Call''' fields. See Figure 1 and Table 1.
+
Categories can be assigned to your members on the member's '''Advanced''' tab.  
  
 +
#For the desired member, click the '''Advanced''' tab.
 +
#:[[File:Assign Categories.jpg|600px|center]]
 +
#In the '''Directory Categories''' section, click the '''Assign Categories''' button.
 +
#:[[File:Assign Categories 2.jpg|400px|center]]
 +
#Select the categories to which you wish to assign the Member. '''NOTE:''' The first category you select will be marked as the members primary category.
 +
#Click '''Save & Exit'''.
  
{|style="padding:5px; text-align:left; background-color: #cce5ff; width:90%; margin-bottom:.2em;"
+
==='''<span style="color:#800080">Change Member Primary Category'''</span>===
|-
+
----
|'''Note: '''Some '''Log a Call''' fields may not be modified later - - only viewed. The '''Association Rep''', '''Task''' and '''Notes''' may be modified at a later time. The '''Subject''' (title) may not be modified later.
 
|}
 
  
 +
#For the desired member, click the '''Advanced''' tab.
 +
#:[[File:Change Primary.jpg|600px|center]]
 +
#Tick the checkbox for the categories from which you wish to remove the member.
 +
#Click '''Remove Selected Categories'''.
  
4. Click '''Save & Exit'''.
+
==='''<span style="color:#800080">Remove Member from Categories'''</span>===
 +
----
  
 +
#For the desired member, click the '''Advanced''' tab.
 +
#:[[File:Remove from category.jpg|600px|center]]
 +
#Tick the radio button for the category you wish to mark as primary.
  
:::[[File:MemberManagement.1.53.2.jpg]]
+
='''<span style="color:#800080">Manage Member Communications'''</span>=
 +
----
  
:::<html><small><b>Figure 2:</b> Log a Call</small></html>
+
=='''<span style="color:#800080">Log a Call or Note'''</span>==
|}
+
----
  
 +
#On the '''Communication''' tab of the desired member, click '''New Communication'''.
 +
#:[[Image:Log Call CP.JPG|center]]
 +
#Click '''Log a Call or Note'''.
 +
#:[[File:Log a Call 1 CP.JPG|center]]
 +
#*'''Date of Call''' - Type the date that the communication occurred. The current date automatically displays but can be edited. Optionally, you may click the calendar icon and select the desired date.
 +
#*'''Member Rep''' - Select the name of the member representative that communication was with. Clicking not in list will allow you to add another member representative to the database.
 +
#*'''Association Rep''' - Select the staff person who communicated with the member. If the staff person is not in the list, they may be added by selecting '''Chamber Employees/Reps''' from the Setup menu prior to selecting '''Log a Call'''.
 +
#*'''Task''' - Select a task item that indicates the nature of this communication. New task items can be created by selecting Add a New Task Type in the edit task options. These task items are then available as a Task item across all member records. The ability to add new task items is only available to staff with Administrator level permissions.
 +
#*'''Subject''' - Type a subject for this call. The Subject is used as a title for this entry. Leaving this field blank results in a title of [not specified], and cannot be changed later. (Maximum characters = 100)
 +
#*'''Notes''' - Enter notes for this communication.
 +
#Click '''Save & Exit'''.
  
{|class="wikitable"
+
{| class="wikitable"
|-
 
|style="width:150px"|
 
'''Date of Call'''
 
|Type the date that the communication occurred. The current date automatically displays but can be edited. Optionally, you may click the calendar icon and select the desired date.
 
|-
 
|'''Member Rep'''
 
|Select the name of the member representative that communication was with. Clicking not in list will allow you to add another member representative to the database.
 
|-
 
|'''Association Rep'''
 
|Select the staff person who communicated with the member. If the staff person is not in the list, they may be added by selecting '''Chamber Employees/Reps''' from the Setup menu prior to selecting '''Log a Call'''.
 
|-
 
|'''Task'''
 
|Select a task item that indicates the nature of this communication. New task items can be created by selecting Add a New Task Type in the edit task options. These task items are then available as a Task item across all member records. The ability to add new task items is only available to staff with Administrator level permissions.
 
|-
 
|'''Subject'''
 
|Type a subject for this call. The Subject is used as a title for this entry. Leaving this field blank results in a title of [not specified], and cannot be changed later. (Maximum characters = 100)
 
 
|-
 
|-
|'''Notes'''
+
|  
|Type any detailed information regarding this communication. This information may be modified later.
+
[[File:One Row.png|25px]]
 +
| style="width: 100%"| '''NOTE:''' It is not possible to log a note for multiple members simultaneously, but, by creatively using '''Form Letters''' you can achieve the same outcome. [https://www.screencast.com/t/BgrPB2Ik0Wz Click here] to view a video on how this is done.
 
|}
 
|}
  
:<html><small><b>Table 1:</b> ''Log a Call'' Fields</small></html>
+
==Send an Email==
 +
 
 +
Sending an email may be done multiple places throughout the software, any of which will automatically create an entry in the communication history. However, if sending to a single member, choosing '''Send an Email'''  on the '''Communication''' tab streamlines the process by automatically selecting the current member’s email address.
 +
 
 +
#On the member's '''Communication''' tab, click '''New Communication'''.
 +
#Click '''Email with GrowthZone/ChamberMaster''' or '''Email with Outlook'''.
 +
#If selecting
 +
#*'''Email with GrowthZone/ChamberMaster''', edit the desired '''Send an Email''' fields.  See Figure 4-3 and Table 4-2. 
 +
#*If selecting '''Email with Outlook''' complete your own email screen and send using your own familiar steps.  See  Email Sending Options</span>” for more information.
 +
#Click '''Send Email'''.
  
 +
'''NOTE:''' Selecting to include a carbon copy to sender allows a staff person the ability to store and file emails in their own email program and also the ability to view the email as it will be seen by the recipient.
  
{|style="padding:5px; text-align:left; background-color: #cce5ff; width:90%; margin-bottom:.2em;"
+
[[Image:Send an Email CP.JPG|center]]
|-
 
|'''Note: '''Communication history for all members may be searched by selecting '''Member Contact Report''' from the '''Communication''' menu.
 
|}
 
  
===Send an Email===
+
Select the email address for the one who should receive this email.  Names and email addresses displayed here are pulled from the <span style="font-weight: bold;">Contact Information</span> area on the <span style="font-weight: bold;">General</span> tab and the individual rep’s email addresses on the <span style="font-weight: bold;">Rep</span> tab. Edit these locations to change the email addresses displayed here.  The email address from the <span style="font-weight: bold;">General</span> tab is the default address displayed.</div>
<div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0OL0HA">Sending an email may be done multiple places throughout the software, any of which will automatically create an entry in the communication history. However, if sending to a single member, choosing </span><span style="font-weight: bold;">Send an Email</span> on the <span style="font-weight: bold;">Communication</span> tab streamlines the process by automatically selecting the current member’s address.</div>
 
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 0pt; margin-top: 6pt;"><span id="wwpID0E0NL0HA">Send an email</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0ML0HA">On the </span><span style="font-weight: bold;">Communication</span> tab, click <span style="font-weight: bold;">New Communication</span> and click <span style="font-weight: bold;">Email with GrowthZone/ChamberMaster </span>or<span style="font-weight: bold;"> Email with Outlook.</span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0LL0HA">If selecting </span><span style="font-weight: bold;">Email with GrowthZone/ChamberMaster</span>, edit the <span style="font-weight: bold;">Send an Email</span> fields.  See Figure 4-3 and Table 4-2.  If selecting <span style="font-weight: bold;">Email with Outlook</span>, complete your own email screen and send using your own familiar steps.  See “<span style="font-family: Calibri; font-size: 11pt;">Email Sending Options</span>” for more information.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0KL0HA">Click </span><span style="font-weight: bold;">Send Email</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 36pt;"><span id="wwpID0E0JL0HA">Selecting to include a carbon copy to sender allows a staff person the ability to store and file emails in their own email program and also the ability to view the email as it will be seen by the recipient.<br />[[Image:MemberManagement.1.34.2.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span style="font-size: 10pt;"><span id="wwpID0E0IL0HA">Figure 4-3</span></span> Send an Email </div>
 
  <div style="font-family: Calibri; font-size: 11pt; font-weight: bold; margin-bottom: 12pt;">[[Image:Member_Management-rd_bullet.jpg|9px]]<span id="wwpID0E0HL0HA">Send an Email Fields – Table 4-2</span></div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span style="font-weight: bold;"><span id="wwpID0E0GL0HA">To: </span></span>Select the email address for the one who should receive this email.  Names and email addresses displayed here are pulled from the <span style="font-weight: bold;">Contact Information</span> area on the <span style="font-weight: bold;">General</span> tab and the individual rep’s email addresses on the <span style="font-weight: bold;">Rep</span> tab. Edit these locations to change the email addresses displayed here.  The email address from the <span style="font-weight: bold;">General</span> tab is the default address displayed.</div>
 
 
   <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span style="font-weight: bold;"><span id="wwpID0E0FL0HA">From: </span></span>Select the email address for the one who should be displayed as the sender.  Names and email addresses displayed here are pulled from the current list of staff names. Edit the names and email addresses displayed under <span style="font-weight: bold;">Employees/ Reps</span> in the <span style="font-weight: bold;">Setup</span> menu to change the email addresses displayed here.  The email address of the logged-in staff person is the default address displayed.</div>
 
   <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span style="font-weight: bold;"><span id="wwpID0E0FL0HA">From: </span></span>Select the email address for the one who should be displayed as the sender.  Names and email addresses displayed here are pulled from the current list of staff names. Edit the names and email addresses displayed under <span style="font-weight: bold;">Employees/ Reps</span> in the <span style="font-weight: bold;">Setup</span> menu to change the email addresses displayed here.  The email address of the logged-in staff person is the default address displayed.</div>
 
   <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span style="font-weight: bold;"><span id="wwpID0E0EL0HA">Subject: </span></span>Type a subject for this call.  The <span style="font-weight: bold;">Subject</span> is used as a title for this entry.  Leaving this field blank results in a title of <span style="font-weight: bold;"><nowiki>[</nowiki>not specified<nowiki>]</nowiki></span>, which cannot be changed later.  (Maximum characters = 100)</div>
 
   <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span style="font-weight: bold;"><span id="wwpID0E0EL0HA">Subject: </span></span>Type a subject for this call.  The <span style="font-weight: bold;">Subject</span> is used as a title for this entry.  Leaving this field blank results in a title of <span style="font-weight: bold;"><nowiki>[</nowiki>not specified<nowiki>]</nowiki></span>, which cannot be changed later.  (Maximum characters = 100)</div>
Line 2,289: Line 1,413:
 
   <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span style="font-size: 10pt;"><span id="wwpID0E06K0HA"></span></span></div>
 
   <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span style="font-size: 10pt;"><span id="wwpID0E06K0HA"></span></span></div>
  
===Create and send a letter or fax===
+
==Create and send a letter or fax==
<div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E04K0HA">You can create and print letters and fax output using the selection Form Letters under the Communication module.  See “</span><span style="font-family: Calibri; font-size: 11pt;">[[Creating a Letter]]</span>” and “<span style="font-family: Calibri; font-size: 11pt;">[[Create and Send Fax Output]]</span>”</div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E03K0HA">[[Image:Member_Management-Create_and_send_a_letter_or_fax-MemberManagement.1.56.1.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 72pt; text-align: justify;"><span id="wwpID0E02K0HA">Figure Selection under Communication-&gt;Form Letters</span></div>
 
  
===Refer a member using eReferral===
+
You can create and print letters and fax output using the selection Form Letters under the Communication module.  See [[Creating a Letter]] and  [[Create and Send Fax Output]].
 +
 
 +
==Refer a member using eReferral==
 
The '''eReferral''' is designed to accomplish two tasks with a single entry - getting desired member information to a consumer while letting the member know that they’ve been referred.<br />
 
The '''eReferral''' is designed to accomplish two tasks with a single entry - getting desired member information to a consumer while letting the member know that they’ve been referred.<br />
  
Line 2,301: Line 1,424:
 
You can then choose to pass along the consumer's information to the members you referred. Through a separate optional email message, your member(s) are informed that their business information was passed on to an interested consumer. In turn the consumer's information is provided to your members so they can, if they so choose, provide additional outreach to that consumer.<br />
 
You can then choose to pass along the consumer's information to the members you referred. Through a separate optional email message, your member(s) are informed that their business information was passed on to an interested consumer. In turn the consumer's information is provided to your members so they can, if they so choose, provide additional outreach to that consumer.<br />
  
====Why use eReferrals?====
+
===Why use eReferrals?===
 
eReferrals allow you to show give your members' information to consumers when they ask for it. At the same time you can choose to send that consumer's information to your members giving them a lead.  
 
eReferrals allow you to show give your members' information to consumers when they ask for it. At the same time you can choose to send that consumer's information to your members giving them a lead.  
 
<br />
 
<br />
Line 2,333: Line 1,456:
 
#Click '''Send and Record Referral''' or '''Record Referral'''
 
#Click '''Send and Record Referral''' or '''Record Referral'''
  
====Change Default eReferral Settings====
+
===Change Default eReferral Settings===
 
#Click '''Setup''' on the main left menu.
 
#Click '''Setup''' on the main left menu.
 
#In the Information Request section click '''eReferral Settings/Options'''
 
#In the Information Request section click '''eReferral Settings/Options'''
Line 2,345: Line 1,468:
 
[[Category:Members]]
 
[[Category:Members]]
  
===Create a reminder===
+
==Create a reminder==
 
Follow-up reminders may be specified for any communication history item which will display as a Reminder in the Task List on the designated date.
 
Follow-up reminders may be specified for any communication history item which will display as a Reminder in the Task List on the designated date.
 
Follow-Ups may be designated for another staff member to complete by selecting the desired Rep on the Follow-Up entry.
 
Follow-Ups may be designated for another staff member to complete by selecting the desired Rep on the Follow-Up entry.
  
[[File:Member Management-Create a reminder-MemberManagement.1.61.1.jpg]]
+
[[File:Member Management-Create a reminder-MemberManagement.1.61.1.jpg|center]]
====Add a Follow-up to an existing entry====
+
 
 +
==Add a Follow-up to an existing entry==
 
#Find the desired communication that requires a follow-up on the members’ Communication tab.
 
#Find the desired communication that requires a follow-up on the members’ Communication tab.
 
#If no follow-up entries currently exist, click add follow-up in the Follow-up column on the Communication tab. If follow-ups entries already exist for an item, click the title of the desired event, then click Add a New Follow-up Entry.
 
#If no follow-up entries currently exist, click add follow-up in the Follow-up column on the Communication tab. If follow-ups entries already exist for an item, click the title of the desired event, then click Add a New Follow-up Entry.
Line 2,364: Line 1,488:
 
#Click Save.
 
#Click Save.
  
===Print a single label===
+
==Printing Labels==
There are multiple places throughout the software to create and print labels for a single member, however, if Print Label is selected on the Communication tab the process is streamlined because the member and it’s representatives are already selected for label output.
 
 
 
===Print a label(s)===
 
1. On the '''Communication''' tab of the desired member, click '''New Communication''' and select '''Print Mailing Label'''.
 
 
 
2. Click the check box(es) in front of the desired Addressees.
 
 
 
 
 
:[[File:printalabel.jpg]]
 
:'''Figure 1: '''Print Label Screen
 
 
 
 
 
3. Complete the rest of the '''Mailing Labels''' screen. See Figure 1.
 
 
 
4. Click '''View/Print Labels'''.
 
 
 
5. The desired output will display on the screen. On the '''File''' menu, click '''Print'''.
 
 
 
6. Click to select the desired printer and click '''Print'''.
 
 
 
7. Click the '''Close''' button. 
 
  
8. Click '''Close'''.
+
#On the member's '''Communication''' tab, click '''New Communication'''.
 +
#Click '''Print Mailing Label'''.
 +
#Click the check box(es) in front of the desired Addressees.
 +
#:[[File:printalabel.jpg]]
 +
# Complete the rest of the '''Mailing Labels''' screen. 
 +
#Click '''View/Print Labels'''. The desired output will display on the screen.
 +
#On the '''File''' menu, click '''Print'''.
 +
#Select the desired printer and click '''Print'''.
 +
#Click the '''Close''' button. 
 +
#Click '''Close'''.
  
 
===Download label information===
 
===Download label information===
<div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0RI0HA">On the </span><span style="font-weight: bold;">Communication</span> tab, click <span style="font-weight: bold;">New Communication</span> and select <span style="font-weight: bold;">Print Mailing Label</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0QI0HA">Click the check box(es) in front of the desired Addressees.</span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0PI0HA">Complete the rest of the </span><span style="font-weight: bold;">Mailing Labels</span> screen.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">4. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0OI0HA">Click </span><span style="font-weight: bold;">Download Labels</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">5. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0NI0HA">Follow the prompts on your screen to either open or save the Comma Separated Value (.csv) file.  If the data is displayed immediately, you may wish to select Save from the File menu to ensure this data is available for viewing at a later time.</span></div></td>
 
      </tr>
 
    </table>
 
</div>
 
  
==Manage Account Information==
+
#On the member's '''Communication'''  tab, click '''New Communication'''.
 +
#Click '''Print Mailing Label'''.
 +
#Click the check box(es) in front of the desired Addressees.
 +
#Complete the rest of the '''Mailing Labels'''  screen.
 +
#Click '''Download Labels'''.
 +
#Follow the prompts on your screen to either open or save the Comma Separated Value (.csv) file.  If the data is displayed immediately, you may wish to select '''Save''' from the File menu to ensure this data is available for viewing at a later time.
  
===Check Current Balance===
+
='''<span style="color:#800080">Member Benefit Tracking (COMING SOON)'''</span>=
The General Information area on the Account tab contains standard account settings such as renewal month, billing contact, billing notes, preference for output and a field displaying an automatically updated balance
+
----
 +
Pro Edition of the ChamberMaster/MemberZone software provides an easy and efficient way for you to track member benefits, such as free or discounted admission to certain events or free/discounted usage of facilities or other tangible items as part of their membership. As of 2/4/2020 Member Benefit Tracking is in Beta only.
  
 +
Member Benefit tracking includes:
  
:[[File:MemberManagement.1.66.1.jpg]]
+
* Ability to setup the benefit items and packages for membership types
:'''Figure:''' General Information area when using integrated billing
+
* Ability to assign the member a benefit package and show those items available on their account
 +
* Ability to manually record that those items have been used
 +
* Ability to see how many items a member has remaining
 +
* Tracking of event discounts
  
 +
===='''<span style="color:#800080">Define Benefit Packages'''</span>====
 +
----
 +
The '''Benefit Package''' is a grouping of benefit items. Benefit packages are assigned to a member so that all included benefit items can be recorded on members account. Benefit packages can also be assigned to Membership Types so that when a Membership Type is assigned to a member, the package can also be applied.
  
 +
#Click '''Setup''' in the left-hand navigation panel.
 +
#Click '''Define Benefit Packages''' in the '''Member Options''' section.
 +
#:[[File:Benefit Packages 2020.jpg|800px|center]]
 +
#:The '''Benefit Packages''' screen displays a list of all packages you currently have created for your organization, if any.
 +
#Click '''New Benefit Package'''.
 +
#:[[File:Benefit Package Details 2020.jpg|800px|center]]
 +
#Enter the '''Benefit Package Name'''.
 +
#Enter a '''Description''' of the benefit package.
 +
#The '''Status''' of the '''Benefit Package''' will default to '''Active'''. When you are no longer using a benefit package, you will be able to set to '''Inactive'''.
 +
#Select the '''Benefit Items''' you wish to include in this package. A list of all active benefit items you currently have created in your system will be displayed. If needed, click the '''New Benefit Item''' button to add a new item. See '''[[Membership_Management#Add_New_Benefit_Items|Add New Benefit Item]]''' for instructions.
 +
#(Optional) Increase the quantity of a single benefit item by clicking the numbered link in the '''Quantity''' column.
 +
#:[[File:Increase Quantity.jpg|200px|center]]
 +
#*Enter the desired '''Package Item Qty'''.
 +
#*Click '''Save'''.
 +
#Click '''Save & Exit'''.
  
'''Checking the current balance '''
+
===='''<span style="color:#800080">Add New Benefit Items'''</span>====
 +
----
 +
When you create Benefit Packages, any active Benefit Items will be available to add to the package, if you wish to create new '''Benefit Items''':
 +
#Click '''Setup''' in the left-hand navigation panel.
 +
#Click '''Define Benefit Packages''' in the '''Member Options''' section.
 +
#:[[File:Benefit Packages 2020.jpg|800px|center]]
 +
#Click the '''Benefit Package''' to which you wish to add the new '''Benefit Item'''. '''NOTE''': When you create a benefit item, it is available for selection in all of your benefit packages, not just the one within which you created it.
 +
#:[[File:Benefit Package Details.jpg|800px|center]]
 +
#Click '''New Benefit Item'''.
 +
#:[[File:Benefit Item 2020.jpg|400px|center]]
 +
#*Enter a '''Name''' for the benefit item. This name will display to the member when indicating what benefit items are used/available.
 +
#*Enter a general '''Description''' of the benefit.
 +
#*Enter '''Details'''. This field gives you an opportunity to spell out more details about how the benefit item could be used.
 +
#*Select a '''Category''' for this benefit item. Categories are a way by which you will be able to report on the various benefit items. It will help in presenting a summarized view of used/available (75% of Facility Use Benefits have been used, 50% of Event Discounts, 80% of Advertising Benefits used). Default Categories are been seeded into the system: Advertising Benefits, Event Discounts, Facility Use Benefits, Other Money-Saving Benefits. You can add additional categories by clicking the '''Manage Categories''' link.
 +
#*Select the '''Benefit Type''': Select '''Event''' or '''Standard'''.
 +
#Click '''Save & Exit'''.
 +
#If needed, repeat steps 3 - 7 above to add additional '''Benefit Items'''.
 +
#Click '''Cancel''' on the '''Benefit Package Details''' screen.
  
The '''Current Balance''' displays the sum of all invoices and payments recorded. Balances displayed in red indicate an amount owed. Balances displayed in black indicate payments that meet or exceed current invoice totals.
+
===='''<span style="color:#800080">Manage Benefit Categories'''</span>====
 +
----
  
Voluntary fees, if any exist, will not be included in the '''Current Balance''' but will display separately next to the balance amount.
+
'''Benefit Categories''' are a way by which you will be able to report on the various benefit items. It will help in presenting a summarized view of used/available (75% of Facility Use Benefits have been used, 50% of Event Discounts, 80% of Advertising Benefits used). Default Categories are been seeded into the system: Advertising Benefits, Event Discounts, Facility Use Benefits, Other Money-Saving Benefits.
  
 +
[[File:Categories.jpg|600px|center]]
  
:[[File:MemberManagement.1.66.2.jpg]]
+
#Click '''Setup''' in the left-hand navigation panel.
 +
#Click '''Define Benefit Packages''' in the '''Member Options''' section.
 +
#:[[File:Benefit Packages 2020.jpg|800px|center]]
 +
#Click an existing '''Benefit Package'''.
 +
#Click an existing '''Benefit Item'''. Categories defined will be available, to select, for all benefit items regardless of the benefit item you select here.  
 +
#Click the '''Manage Categories''' link.
 +
#:[[File:Manage categories.jpg|400px|center]]
 +
#To add a new category, click the '''Add New Category''' button.
 +
#Enter the name of the new category by overwriting '''New Benefit Category'''.
 +
#Click '''Save & Exit'''.
  
 +
====='''<span style="color:#800080">Add/Remove Benefit Items to/from Existing Benefit Packages'''</span>=====
 +
----
 +
Once you have defined your benefit packages, there may be times that you wish to add additional benefits to those packages. If adding or removing a benefit item from a package or changing quantity, if the package is currently associated to members, you will be prompted to confirm that the change should be applied all members associated to the package.
  
(QuickBooks Integration only) Balances will display the word '''UNKNOWN''' when integrated with QuickBooks but an update of the balance has not taken place yet. Click Refresh QuickBooks data to update the account balance for this member. The connection to QuickBooks must be functioning properly for the balance to refresh.  
+
#Click '''Setup''' in the left-hand navigation panel.
 +
#Click '''Define Benefit Packages''' in the '''Member Options''' section.
 +
#:[[File:Update existing package.jpg|700px|center]]
 +
#Click the link for the package you wish to update.
 +
#Select the desired benefit items you wish to add/remove.
 +
#Click '''Save & Exit'''.
 +
#:[[File:Confirm Update.jpg|200px|center]]
 +
#Click '''Yes''' if you wish to update this change on packages currently assigned to the package. Click '''No''' if this change should only apply on a go forward.
 +
{| class="wikitable"
 +
|-
 +
|
 +
[[File:One Row.png|25px]]
 +
| style="width: 100%"| '''IMPORTANT''': Year over year, we recommend that you create new benefit packages rather than simply adjusting benefit packages. You can easily make copies of your benefit packages to adjust for the new year.
 +
|}
  
 +
====='''<span style="color:#800080">Copy a Benefit Package'''</span>=====
 +
----
  
:[[File:MemberManagement.1.66.3.jpg]]
+
To provide efficiencies in creating your '''Benefit Packages''', you can make a copy of a package to rename. For example, if all of your benefit packages start with a base level, you can make a copy to add/tweak the benefits offer in other packages.
:'''Figure:''' Unknown balance
+
{| class="wikitable"
 +
|-
 +
|
 +
[[File:One Row.png|25px]]
 +
| style="width: 100%"| '''IMPORTANT''' The copy function will also be useful in creating different packages each year. We do not recommend that you simply adjust an existing package if you wish to introduce changes from year to year. We recommend that you create a new package vs. editing an existing package.
 +
|}
  
===Edit Renewal Month===
+
#Click '''Setup''' in the left-hand navigation panel.
Renewal month is the month that the member begins their membership term with you. It is also used when selecting which members should be included in the invoice batch – select members by renewal month.
+
#Click '''Define Benefit Packages''' in the '''Member Options''' section.
 +
#:[[File:Copy Benefit Package.jpg|600px|center]]
 +
#Click the '''Copy''' link for the '''Benefit Package''' you wish to copy.
 +
#Update the copied '''Benefit Package''' as described in  
 +
#Click '''Save & Exit'''.
  
'''Note:''' Each fee item may also have a designated Renewal Month making it so you can invoice the membership fee on a particular month and other recurring fees on another month. This field is only setting the default value for their account.
+
===='''<span style="color:#800080">Assign Benefit Packages to Members'''</span>====
 +
----
 +
Once your Benefit Packages have been created, you can assign these to your members. You can assign packages "in bulk" or you can assign the packages individually. If you hare just getting started with Benefit Packages or you have change multiple members to a new package, "in bulk" may be the best option. If you have a few new members, and you wish to assign a Benefit Package to them, individually is the most efficient.
  
<ol>
+
====='''<span style="color:#800080">Assign Benefit Packages to Members - In Bulk'''</span>=====
<li>On the '''Account''' tab, click the '''Renewal Month''' arrow to view renewal months.</li>
+
----
  
 +
#Click '''Setup''' in the left-hand navigation panel.
 +
#Click '''Define Benefit Packages''' in the '''Member Options''' section.
 +
#:[[File:Benefit Packages 2020.jpg|800px|center]]
 +
#Click the '''Assign Benefit Packages''' tab.
 +
#:[[File:Assign Benefit Packages.jpg|800px|center]]
 +
#Select the members you wish to assign packages to from one or many of the following options:
 +
#*'''Membership Type'''
 +
#*'''Membership Status'''
 +
#*'''Renewal Month'''
 +
#*'''Join Start/End Dates'''
 +
#Click '''Load/Refresh'''. The '''Select Package Assignments''' section will display a list of all members that meet the criteria entered.
 +
#:[[File:Select Package Assignments 2020.jpg|800px|center]]
 +
#Assign the desired package(s) to the members. You can select on package to assign to all by choosing it from the '''Set All Packages to Assign''' drop down list, or you can assign packages individually to each member.
 +
#By default the '''Package Names''' will be set to the name of the Benefit Package. You can over-ride this if you wish. You can set the same name for all by entering it into the '''Set All Packages Names''' text-box, or you can change the name individually for each member.
 +
#Enter the '''Start Date''' and '''End Date''' for the Benefit Package(s). You can set these dates for all by entering them in the '''Set All Start Date''' and '''Set All End Date''' text boxes, or enter them individually.
 +
#Click the '''Assign Packages Now''' button.
  
[[File:MemberManagement.1.10.1b.jpg]]
+
The benefit items, included in the assigned Benefit package, are immediately recorded and displayed as available on members’ '''Benefit Tracking''' tab.
  
Figure: Account tab – Billing renewal month drop down list displayed
+
====='''<span style="color:#800080">Assign Benefit Packages to Members Individually'''</span>=====
 +
----
  
<li>Click the desired renewal month.</li>
+
#For the desired member, click the '''Benefit Tracking''' tab.
 +
#:[[File:Assign Benefit Ind.jpg|800px|center]]
 +
#In the '''Benefit Packages''' section, click the '''Assign Benefit Package''' button.
 +
#:[[File:Assign Platinum.jpg|400px|center]]
 +
#Select the desired Benefit Package from the '''Package''' list. All active Benefit Packages will be available for selection.
 +
#The '''Name''' of the package will default to the name of the Benefit Package. You can change this if you wish.
 +
#(Optional) Enter a '''Start Date''' and '''Expiration Date''' for the package.
 +
#Click '''Assign'''. The '''Current Benefits Section''' and the '''Benefit Activity''' sections of the '''Benefit Tracking''' tab will automatically be populated with the Benefit Items included in the selected package, as shown below.
  
<li>Click '''Save'''.</li>
+
[[File:Benefit tracking tab 2020.jpg|800px|center]]
</ol>
 
  
===Edit Billing contact===
+
===='''<span style="color:#800080">Record Benefit Usage'''</span>====
'''Note:''' The Billing Rep (or Contact) is the individual that will receive invoices and receipts by default. The address on the Reps tab for this individual is the address that the bill will be sent to by default.
+
----
  
====If No Rep is Currently Selected====
+
'''Standard''' Benefit Items can be manually tracked on a member's '''Benefit Tracking''' tab. '''Event''' Benefit Items can automatically be tracked by tying them to event discounts.
1. On the Account tab, click '''select a billing rep''' in the '''General Information area.
 
  
2. Click the desired rep name in the '''Select a member representative''' list box and then click '''Continue'''.
+
====='''<span style="color:#800080">Manually Record Benefit Usage'''</span>=====
 +
----
 +
Benefit usage (for Standard Benefits) can be manually tracked on the member's '''Benefit Tracking''' tab.
 +
{| class="wikitable"
 +
|-
 +
|
 +
[[File:One Row.png|25px]]
 +
| style="width: 100%"| '''NOTE:''' '''Standard''' benefit items must be manually tracked. '''Event''' benefit item can be manually tracked, or the usage can be automatically updated if a '''Benefit Item Discount''' has been created for the item and tied to an event.
 +
|}
  
 +
#For the desired member, click the '''Benefit Tracking''' tab.
 +
#:[[File:Benefit tracking tab 2020.jpg|800px|center]]
 +
#In the '''Benefit Tracking''' section, click the '''Record Benefit Usage''' button.
 +
#:[[File:Record Benefit Usage.jpg|800px|center]]
 +
#Click the '''Record Usage''' for the desired benefit item.
 +
#:[[File:Assign Benefit Usage.jpg|400px|center]]
 +
#Enter the '''Usage Quantity'''. This will default to 1. You can change this if needed.
 +
#The '''Usage Date''' will default to the current date.
 +
#(Optional) Enter the name of the person who used the benefit in the '''Beneficiary Name''' field.
 +
#(Optional) Enter further '''Usage Description''' of the benefit usage.
 +
#Click '''Save Usage'''.
  
::[[File:billing-rep1.jpg]]
+
Updates to the benefit usage will be displayed in the '''Current Benefits Summary''' and the '''Benefits Usage''' section of the member's '''Benefits Tracking''' tab.
::'''Figure 1: Accounts Tab with No Billing Rep Selected'''
 
  
 +
====='''<span style="color:#800080">Edit a Benefit Usage'''</span>=====
 +
----
 +
Once a benefit usage has been entered, you have the ability to go back and make changes. For example: when a staff person records the usage of an item, they may incorrectly indicate who has used the item or put in wrong description. 
  
'''Note: '''If the desired rep is not listed in the Select a member representative list box, you may add a rep to this list by selecting Add a New Rep on the Reps tab.
+
#Click the member's '''Benefit Tracking''' tab.
 +
#:[[File:Delete Benefit Activity.jpg|700px|center]]
 +
#In the '''Benefit Activity''' section, click the link for the benefit usage you wish to change.
 +
#: [[File:Update Usage.jpg|400px|center]]
 +
#Make the desired changes, and click '''Update Usage'''.
  
 +
====='''<span style="color:#800080">Delete a Benefit Usage'''</span>=====
 +
----
 +
If a staff person accidentally records that someone used a benefit, but later realizes they put it on the wrong member, or they recorded a use that actually didn’t happen, the benefit usage may be deleted.
  
====Change a Selected Rep====
+
#Click the member's '''Benefit Tracking''' tab.
 +
#:[[File:Delete Benefit Activity.jpg|700px|center]]
 +
#In the '''Benefit Activity''' section, click the link for the benefit usage you wish to delete.
 +
#:[[File:Delete Benefit Usage.jpg|400px|center]]
 +
#Click the '''Delete''' button.
 +
#Click '''OK''' to confirm.
  
1. On the '''Account''' tab, click "change billing rep" in the '''General Information''' area.
+
====='''<span style="color:#800080">Automate Event Benefit Usage Tracking'''</span>=====
 +
----
  
2. Click the desired rep name in the '''Choose a representative''' list box and then click '''Continue'''.
+
If benefits that you provide your member include free or discounted event registrations, you can automate the tracking process by creating a '''Benefit Item Discount''' for your event.
  
 +
#For the desired event, click the '''Fees''' tab.
 +
#Expand the '''Discount Options''' section if needed.
 +
#:[[File:Benefit Item Discount.jpg|600px|center]]
 +
#In the '''Benefit Item Discount''' section, click '''Add Benefit Item'''.
 +
#:[[File:Discount - Benefit Item.jpg|400px|center]]
 +
#Select the '''Benefit Item''' that is to be used for this discount. All active benefit items of type '''Event''' will be available in the list.
 +
#Select the registration fee to which this discount is to be applied from the '''Apply To'' list. All registration fees that you have setup for the event will be available in the list. This must be a fee that you have setup as member eligible.
 +
#Configure the '''Value/Amount''' of the discount. For example, if the benefit item provides for free registration, you can set the '''Use a Flat Fee Amount of'''  to $0.00.
 +
#(Optional) Enter a '''Description''' for the discount.
 +
#Click '''Save'''.
  
::[[File:Member_Management-Change_a_selected_rep-MemberManagement.1.10.1.jpg]]
+
======'''<span style="color:#800080">How Event Benefit Discounts Work'''</span>======
 +
----
 +
When an event benefit discount is setup for an event, and option to select the benefit item to be used will be displayed during the registration process.
 +
For Example: A benefit item for 2 tickets to the Annual Gala is part of your members benefit package.
  
::'''Figure 2: Account Tab - Billing Rep Selected
+
===='''<span style="color:#800080">Disable a Benefit Package on Member Drop'''</span>====
 +
----
 +
When a member drops, you may wish to de-activate their membership package.
  
 +
#Drop the member as described in . If the member has a benefit package, the '''Benefit Packages''' section will be included on the '''Drop Member Options''' screen.
 +
#:[[File:Disable Package.jpg|600px|center]]
 +
#'''Package Status''': You can choose to '''Set as Disabled''' or '''Leave Unchanged'''.
  
====Remove a Rep====
+
===='''<span style="color:#800080">Reporting Benefit Usage'''</span>====
 +
----
 +
The '''Member Benefits Report''' report can be used to review your members' current benefit packages and usage.
  
1. On the '''Account''' tab, click "remove billing rep" in the '''General Information''' area.
+
#Click '''Reports''' in the left-hand navigation panel.
 +
#Search for the '''Member Benefits Report'''.
 +
#:[[File:Benefit Report.jpg|600px|center]]
 +
#Enter desired search criteria:
 +
#*'''Benefit Packages''': Select all to view results for all of your benefit packages, or select an individual package from the list.
 +
#*'''Benefit Items''': Select all to view results for all benefit items, or select an individual benefit item from the list.
 +
#*'''Benefit Item Category''': Select all to view results for all categories '''OR''' select an individual category from the list.
 +
#*'''Benefit Item Usage Filter''': Select '''Quantity Used > 0''' or '''Quantity Remaining > 0'''. If no selection is made, all will be included in the report results.
 +
#*'''Display Options''': Select '''Summary''' to view a summarized list of your Benefit Packages, and the members assigned to each. Select '''Details''' to view a list of all your benefit packages, the members assigned to those packages, and the benefit item usage.
 +
#*Click '''Refresh Report'''.
 +
[[File:Member benefit report results.jpg|600px|center]]
  
Notes and Tips:
 
*The Billing rep may also be selected or removed on the Reps tab. The checkbox Billing Contact under Personal Information can be selected there instead of making the change on the Account tab.
 
*The Billing rep and their billing contact preference may also be selected/changed by the member in the Member Information Center if they have the proper permissions.
 
*The address of the Billing rep is the address that invoices are sent to by default.
 
*Integrated billing: If a Billing rep is changed to a different person or a different address AFTER an invoice has been created, the old invoice will not automatically be updated with the new address. To update the old invoice to the name/address of the new Billing rep, click into the invoice, click edit in the Bill To: box, and click choose rep and select the appropriate new name.
 
  
===Change a Selected Rep 2===
+
{| class="wikitable"
<div xmlns="http://www.w3.org/1999/xhtml">
+
|-
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 18pt; margin-top: 6pt;"><span id="wwpID0E0EH0HA">Change a selected rep</span></div>
+
|
  <div style="margin-left: 18pt;">
+
[[File:Smallest.png|25px]]
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
| style="width: 100%"| '''NOTE:''' The report will only display '''Active''' packages. If a package has expired it will not be included.
      <tr valign="baseline">
+
|}
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0DH0HA">On the </span><span style="font-weight: bold;">Account</span> tab, click <span style="font-weight: bold;">change billing rep</span> in the <span style="font-weight: bold;">General Information</span> area</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0CH0HA">Click the desired rep name in the </span><span style="font-weight: bold;">Select a member representative</span> list box and then click <span style="font-weight: bold;">Continue</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 36pt;"><span id="wwpID0E0BH0HA">You can also change the Billing Rep by selecting the “Billing Rep” checkmark on the Reps tab for the desired individual.  Either location will change the billing rep. The member may also select the Billing Rep in the Member Information Center with proper permissions.</span></div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt; text-align: justify;"><span id="wwpID0E0AH0HA">[[Image:Member_Management-Change_a_selected_rep-MemberManagement.1.70.1.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span style="font-size: 10pt;"><span id="wwpID0E06G0HA">FIGURE 5-7</span></span> Account tab – billing rep selected</div>
 
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 18pt; margin-top: 6pt;"><span id="wwpID0E05G0HA">Remove a rep</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E04G0HA">On the </span><span style="font-weight: bold;">Account</span> tab, click <span style="font-weight: bold;">remove billing rep</span> in the <span style="font-weight: bold;">General Information</span> area.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
</div>
 
  
===Setup automatic recurring credit card or ACH billing===
+
The report can be exported in Excel, PDF or Word format.
You can allow your members to save their payment information for re-use and you can setup their dues billing to use that saved information as well.
 
  
====How It Works====
+
='''<span style="color:#800080">View Individual Member Stats'''</span>=
With stored payments enabled, members who are paying online for membership or simply an event registration will have the option to save their credit card information. The next time they need to make a payment they can select a saved card and that will save them the time spent entering that information. All credit card information is stored within Authorize.Net's Customer Information Manager (CIM) which provides a secure method of storing credit/debit card or bank account information.
+
----
  
As an added benefit with saved cards/bank accounts enabled your staff can setup a member's account to automatically bill their saved card for their membership dues.
+
The member's '''Stats'''tab gives staff the ability to view and print the member’s event activity, web site hit statistics, the member’s Hot Deal hit statistics, and reports showing the member’s accounts receivable billing history, and a profile of the member’s account.  
  
====Requirements====
+
==Event Activity==
*Must use Authorize.net as your payment processor.
+
As the '''Guest List''' in the '''Events''' module is updated to include registered member representatives, the '''Event Activity''' list on the member's '''Stats''' tab will automatically reflect their attendance. Only those with a status of '''Registered''' will appear in the '''Event Activity''' list. If their name shows in the Actual Attendees column, that means that they were checked off as actually attended under Events-Guest List- view/edit attendance list or checked off as attended using the app for staff.
*Need to have the Customer Information Manager enabled on your Authorize.net Account. See instructions for setting this up [[Enable_Customer_Information_Manager_(CIM)_with_Authorize|here]].
 
*Must have a plus edition or higher version database.
 
  
====Setup====
+
[[File:Event Activity.PNG|center]]
#Setup your Authorize.net account to allow for saved card and bank account information.
 
#:*See [[Enable_Customer_Information_Manager_(CIM)_with_Authorize]]
 
#:*Optionally See [[Enable_eCheck.Net_(ACH)_with_Authorize.Net]]
 
#Enable ability to securely store and access epayment profiles in ChamberMaster / GrowthZone
 
#:#Go to '''Setup'''
 
#:#Open the '''Billing Options and Settings'''
 
#:#Expand the '''Credit Cards''' section
 
#:#Enable '''Securely store credit/debit card information for re-use'''
 
#:#(Optional) If eChecks is enabled with Authorize.Net (ACH), then enable the ability to '''Allow payment with bank account information'''
 
#:#Click '''Save'''
 
#Setup and assign the recurring fee amounts on your customer accounts, which includes assigning the fee and adding an epayment profile.
 
#Create the monthly epayment batch which immediately charges their account and creates the billing transaction(s) in ChamberMaster / GrowthZone
 
<br />
 
 
 
:<nowiki>*</nowiki>Requires Integrated Billing; Authorize.NET AIM integration; CIM enabled at Authorize.NET for credit/debit card management; and eCheck enabled at Authorize.NET for ACH bank drafts. Note: Authorize.NET gateway emulators are not supported at this time.
 
:''Note to legacy ‘ACH’ users: In order to integrate the recurring automatic ACH selection with the option that we've called "ACH" for many years, we renamed the old "ACH" selections to "Manual epayment" (Oct 2014). It still works the way it used to but now the new automated selections are integrated into these same choices.''
 
 
 
===Membership Fees and Dues===
 
The '''Membership Fees and Dues''' area is where you schedule the fees that will be invoiced for your members. This area lists recurring and one-time fees and dues that have not yet been invoiced or are invoiced on a regular basis. One-time fees will not display here once they have been invoiced. New fees and dues may be added to a member’s account by selecting '''Assign Fee Items'''.
 
 
 
 
 
:[[File:MemberManagement.1.70.1.jpg]]
 
:'''Figure: '''Membership Fees & Dues
 
 
 
*Assign a fee or due to a member
 
*Remove or edit a fee or due for a particular member
 
*Assign a fee with a start and stop date
 
*Invoice a one-time item
 
*View transaction history
 
 
 
[[Category: Members]]
 
 
 
===Add a New Fee or Due to a Member===
 
# Click Members in the left-hand menu and select the desired member.
 
# Click the Account tab.
 
#In the Membership Fees and Dues area, click Assign Fee Items.
 
#Complete the Assign a Member Fee Item fields.
 
#Click Save & Exit.
 
#:[[File:ChamberMaster Billing-Assign Fee Items to a Member Account-CMBilling.1.020.1.jpg|framed|none|Membership Fees & Dues area]]
 
#:*To make sure this fee item is included in the recurring invoice batch, set the Billing Cycle to a frequency of Annual, Semi-Annual, Quarterly, or Monthly.
 
#:*In the Standard edition or below, fee item frequency starts on the Renewal Month specified on the Members account and does not have an option within each fee assignment for a different month.
 
#:*If the Status on a Fee Item is set to Active in Date Range, (only available with Plus edition or greater) an option is available to place a start date and expiration on a fee item.
 
#:*Charge to ACH, debit or credit card selection displays options for setting the fee to be automatically billed.
 
#:[[File:ChamberMaster Billing-Assign Fee Items to a Member Account-CMBilling.1.020.2.jpg|framed|none|Assign a Member Fee Item fields '''(Plus edition or greater)''']]
 
#:[[File:ChamberMaster Billing-Assign Fee Items to a Member Account-CMBilling.1.020.3.jpg|framed|none|Assign a Member Fee Item fields '''(Standard edition or below)''']]
 
''Note: The Next Billed column in the Membership Fees and Dues area reflects the name of the monthly batch that this fee/due will be included in or already has been included in. This column will automatically display the next billing month when the current date passes that month. For instance, if the current date is February 2011 and a fee/due is set to be billed in February 2011, the Next Billed column will display February 2011 until March 1, 2011; then it will automatically switch and display February 2012. To see if a particular fee/due has been billed, refer to the transactions displayed in the Transaction History area.''
 
[[Category:Billing]]
 
 
 
===Remove or Edit a Fee or Due for a Particular Member===
 
<div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 18pt; margin-top: 6pt;"><span id="wwpID0E0DG0HA">Remove a fee</span></div>
 
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0CG0HA">Removing fees, assigning new fees and editing fees is only available to staff with Finance or Administrator level permissions.</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0BG0HA">On the </span><span style="font-weight: bold;">Account</span> tab, click the check box in front of the fee/due in the <span style="font-weight: bold;">Membership Fees and Dues</span> area that you desired to remove.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0AG0HA">Click </span><span style="font-weight: bold;">Remove Selected Fee Items</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 18pt; margin-top: 6pt;"><span id="wwpID0E06F0HA">Edit a fee item</span></div>
 
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E05F0HA">Changes made in this manner are effective only for this specific member.  To edit the fee item for all associated members, select </span><span style="font-weight: bold;">Membership Fees and Dues</span> from the <span style="font-weight: bold;">Setup</span> menu.</div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E04F0HA">On the </span><span style="font-weight: bold;">Account</span> tab, click the <span style="font-weight: bold;">Name</span> of the fee/due that you wish to edit.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E03F0HA">Edit the </span><span style="font-weight: bold;">Edit Member Fee Items</span> screen.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E02F0HA">Click </span><span style="font-weight: bold;">Save &amp; Exit</span>.</div></td>
 
      </tr>
 
    </table>
 
 
 
===Assign Fee with Start and Stop Date===
 
'''Note: '''This applies to users with Plus Edition or greater
 
 
 
While creating or modifying a Fee Item assignment on a Member’s account, a '''Status''' of '''Active in Date Range''' may be specified. This will allow a start date and expiration date to be assigned to this particular Fee Item.
 
 
 
In the figure below, a Membership Plus Pak fee of $10 will be billed each month starting March 2010 with the final billing in December 2010. The total amount billed for this fee item during the year 2010 would be $100.
 
 
 
 
 
:[[File:Member_Management-Assign_Fee_with_Start_and_Stop_date_(Plus_editio-MemberManagement.1.75.1.jpg]]
 
:'''Figure:''' Fee Item with Date Range assigned (Plus edition or greater with integrated Billing)
 
 
 
===Invoice a One-Time Item===
 
One-time items may be invoiced one member at a time on their '''Account''' tab, or you may generate all one-time invoices together at the same time.
 
  
:'''Integrated Billing''' Users: To generate invoices for all one-time invoices for all members in a single step, select '''Billing'''->'''Invoices''' tab. Then select '''Monthly Renewals''' for the Batch Type and specify '''One-Time Fees Only''' for the Billing Month.
+
You can print or download the event activity report.
  
 +
==Billing==
  
::[[File:Member Management-Invoice a one-time item-MemberManagement.1.76.1.jpg]]
+
The member's '''Stats''' tab allows staff to pull all accounts receivable history on to one screen for viewing, printing, and exporting.  If using QuickBooks integration, the CQI service must be available in order to generate this report. This information is also available under the members' '''Account''' tab in the '''Transaction History''' area (or Invoice and Payments area if using the CQI connection).
 +
[[Image:Member_Management-Billing-MemberManagement.1.83.1.jpg|center]]  
  
 +
#On the member's '''Stats'''tab, click '''Billing''' (if not already open).
 +
#Click '''A/R History'''.
  
:'''CQI Users:''' To generate invoices for all one-time invoices for all members in a single step, select Include One Time invoices when selecting Generate Recurring Member Invoices in the QuickBooks menu. '''Note: '''CQI is a legacy product replaced by Integrated Billing
+
[[File:AR History.PNG|center]]
  
 +
You can print or download the invoice list.
  
 +
==Other Individual Member Reports==
  
====Create a Single One-Time Invoice====
+
===Member Profile===
  
1. On the '''Account''' tab, ensure that the one-time fee has been added in the '''Membership Fees and Dues''' area. If not, click '''Assign Fee Items''' and add the one-time fee.
 
 
2. Click '''invoice now''' in the '''Frequency''' column for the desired one-time fee.
 
 
3. Edit the '''Invoice Options''' fields (see Figure 2 for QuickBooks integration example) or make desired changes to invoice fields (See Figure 3 for integrated Billing example). ''CQI Users Only: Ensure that the check box(es) in front of the desired invoice items are selected. You may click to select any or all one-time fees to be included on this invoice.''
 
 
4. Click Create Invoice Now (CQI) or click '''Save''' (Integrated Billing). The invoice is automatically created at this time.
 
 
:'''Note:''' If connected via the CQI, the QuickBooks connection must be active in order to complete this transaction.
 
 
 
:[[File:Member Management-Invoice a one-time item-MemberManagement.1.76.2.jpg]]
 
 
:'''Figure 2:''' Invoice One-Time Item (CQI example shown)
 
 
 
 
:[[File:Member Management-Invoice a one-time item-MemberManagement.1.76.3.jpg]]
 
 
:'''Figure 3:'''  Invoice One-Time Item (Integrated Billing example)
 
 
===Viewing transaction history (QuickBooks using CQI)===
 
Invoice Activity (QuickBooks integration only)
 
Invoice Activity displays all invoices for this member by reading QuickBooks data (QuickBooks integration only). Invoices are not generated here but the list can be sorted, printed, or downloaded.
 
With QuickBooks Integration you may need to click Refresh QuickBooks Data in order to view the current list of invoices.
 
 
Figure 5-18 Invoice Activity (QuickBooks integration only)
 
Sort the invoice list
 
1.
 
On the Account tab, click the heading of the desired column in the Invoice Activity area. The screen will refresh and be sorted in ascending order according to the selected column.
 
With QuickBooks integration, you may wish to update the invoice list by selecting Refresh All Invoices/Payments at the bottom of the screen or by clicking Refresh QuickBooks Data at the top of the screen.
 
Print the invoice list
 
1.
 
On the Account tab, click Print Invoice List in the Invoice Activity area.
 
2.
 
The desired output will display on the screen. On the File menu, click Print or click Print at the bottom of the screen.
 
3.
 
Click to select the desired printer and click Print.
 
4.
 
Click Close.
 
Download the invoice list
 
1.
 
On the Account tab, click Download Invoice List in the Invoice Activity area.
 
2.
 
Follow the prompts on your screen to either open or save the Comma Separated Value (.csv) file. If the data is displayed immediately, you may wish to select Save from the File menu to ensure this data is available for viewing at a later time.
 
Payment Activity (QuickBooks Integration only)
 
With QuickBooks Integration you may need to click Refresh QuickBooks Data in order to view the current list of payments. If the member has never been created in QuickBooks, member synchronization must happen first. See Chapter 5, “Manage Account Information” - - General Information, Synchronization for more information.
 
Payment Activity displays all payments for this member by reading QuickBooks data (QuickBooks integration only) or from the integrated billing program. Payments are not entered here but the list can be sorted, printed, or downloaded.
 
 
Figure 5-19 Payment Activity (QuickBooks integration only)
 
Sort the payment list
 
With QuickBooks integration, you may wish to update the payment list by selecting Refresh All Invoices/Payments at the bottom of the screen or by clicking Refresh QuickBooks Data at the top of the screen.
 
1.
 
On the Account tab, click the heading of the desired column in the Payment Activity area. The screen will refresh and be sorted in ascending order according to the selected column.
 
Print the payment list
 
1.
 
On the Account tab, click Print Payment List in the Payment Activity area.
 
2.
 
The desired output will display on the screen. On the File menu, click Print or click Print at the bottom of the screen.
 
3.
 
Click to select the desired printer and click Print.
 
4.
 
Click Close.
 
Download the payment list
 
1.
 
On the Account tab, click Download Payment List in the Payment Activity area.
 
2.
 
Follow the prompts on your screen to either open or save the Comma Separated Value (.csv) file. If the data is displayed immediately, you may wish to select Save from the File menu to ensure this data is available for viewing at a later time.
 
 
===Transaction History (integrated Billing only)===
 
'''Transaction History''' displays all invoices, payments, credits, and sales receipts from integrated Billing. New invoices, sales receipts, payments, and credits may be created here by those with Finance or Administrator permission.
 
 
 
:[[File:tran_hist1.jpg]]
 
 
:Transaction History (Integrated Billing Only)
 
 
 
====Sort the Payment List====
 
 
1. On the '''Account''' tab, click the heading of the desired column in the '''Transaction History''' area. The screen will refresh and be sorted in ascending order according to the selected column. Click the column title again to sort in descending order.
 
 
====Filter the Transaction History view====
 
 
1. On the '''Account''' tab, click the arrow in the '''View''' dropdown list. Select the desired view selection.
 
 
2. Click '''more…''' to view transaction from a different date range.
 
 
 
:[[File:tran_hist2.jpg]]
 
 
:Filter Transaction History
 
 
==View Individual Member Stats==
 
<div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0VD0HA">The </span><span style="font-weight: bold;">Stats</span> tab gives staff the ability to view and print the member’s event activity, web site hit statistics, the member’s Hot Deal hit statistics, and reports showing the member’s accounts receivable billing history, and a profile of the member’s account. To view reports for all members on a single report, click Reports in the left-hand menu.</div>
 
<div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt; text-align: justify;"><span id="wwpID0E0UD0HA">[[Image:Member_Management-View_Individual_Member_Stats-MemberManagement.1.80.1.jpg]]</span></div>
 
<div style="font-family: arial; font-size: 10pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span style="font-size: 10pt;"><span id="wwpID0E0TD0HA">Figure: </span></span> Stats tab selections</div>
 
<div style="margin-left: 18pt;margin-bottom: 12pt;">
 
  <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
    <tr valign="baseline">
 
      <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">[[Image:Member_Management-rd_bullet.jpg|9px]]</div></td>
 
      <td><div style="font-family: arial; font-size: 11pt;"><span style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0SD0HA">Event activity reports </span></span></div></td>
 
    </tr>
 
  </table>
 
</div>
 
<div style="margin-left: 18pt;margin-bottom: 12pt;">
 
  <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
    <tr valign="baseline">
 
      <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">[[Image:Member_Management-rd_bullet.jpg|9px]]</div></td>
 
      <td><div style="font-family: arial; font-size: 11pt;"><span style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0RD0HA">Web Hits / Statistics</span></span></div></td>
 
    </tr>
 
  </table>
 
</div>
 
<div style="margin-left: 18pt;margin-bottom: 12pt;">
 
  <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
    <tr valign="baseline">
 
      <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">[[Image:Member_Management-rd_bullet.jpg|9px]]</div></td>
 
      <td><div style="font-family: arial; font-size: 11pt;"><span style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0QD0HA">Billing report for a particular member</span></span></div></td>
 
    </tr>
 
  </table>
 
</div>
 
<div style="margin-left: 18pt;margin-bottom: 12pt;">
 
  <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
    <tr valign="baseline">
 
      <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">[[Image:Member_Management-rd_bullet.jpg|9px]]</div></td>
 
      <td><div style="font-family: arial; font-size: 11pt;"><span style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0PD0HA">Other individual member reports</span></span></div></td>
 
    </tr>
 
  </table>
 
</div>
 
 
===Event Activity===
 
As the '''Guest Lis'''t in the '''Events''' module is updated to include registered member representatives, the '''Event Activity''' list on the '''Stats''' tab will automatically reflect their attendance. Only those with a status of '''Registered''' will appear in the '''Event Activity''' list. If their name shows in the Actual Attendees column, that means that they were checked off as actually attended under Events-Guest List- view/edit attendance list or checked off as attended using the app for staff.
 
 
 
:[[File:eventactivity.jpg]]
 
 
===Billing===
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0QC0HA">The </span><span style="font-weight: bold;">Stats</span> tab allows staff to pull all accounts receivable history on to one screen for viewing, printing, and exporting.  If using QuickBooks integration, the CQI service must be available in order to generate this report.  </div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0PC0HA">This information is also available under the </span><span style="font-weight: bold;">Account</span> tab in the <span style="font-family: Calibri; font-size: 11pt; font-weight: bold;">Transaction History</span> area. (or Invoice and Payments area if using the CQI connection)</div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0OC0HA"> </span></div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt; text-align: justify;"><span id="wwpID0E0NC0HA">[[Image:Member_Management-Billing-MemberManagement.1.83.1.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span style="font-size: 10pt;"><span id="wwpID0E0MC0HA">Figure 6-6</span></span> A/R History report</div>
 
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 18pt; margin-top: 6pt;"><span id="wwpID0E0LC0HA">View/print A/R History report</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0KC0HA">On the </span><span style="font-weight: bold;">Stats</span> tab, click <span style="font-weight: bold;">Billing </span>(if not already open). If <span style="font-weight: bold;">Billing </span>is already open, clicking it will close the selection.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0JC0HA">Click </span><span style="font-weight: bold;">A/R History</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0IC0HA">You may view the report or also print the report by selecting </span><span style="font-weight: bold;">Print. </span>  Then from the <span style="font-weight: bold;">File</span> menu, click <span style="font-weight: bold;">Print</span>.  Make desired selections and click <span style="font-weight: bold;">OK</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 18pt; margin-top: 6pt;"><span id="wwpID0E0HC0HA">Download A/R History report</span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0GC0HA">On the </span><span style="font-weight: bold;">Stats</span> tab, click <span style="font-weight: bold;">Billing </span>(if not already open).  If <span style="font-weight: bold;">Billing </span>is already open, clicking it will close the selection.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0FC0HA">Click </span><span style="font-weight: bold;">A/R History</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0EC0HA">You may view the report or also download the report by selecting </span><span style="font-weight: bold;">Download Report. </span>  Follow the prompts on your screen to either open or save the Comma Separated Value (.csv) file.  If the data is displayed immediately, you may wish to select <span style="font-weight: bold;">Save</span> from the <span style="font-weight: bold;">File</span> menu to ensure this data is available for viewing at a later time.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
 
===Other Individual Member Reports===
 
 
The '''Member Profile''' report will allow staff to view and print information associated with a member’s account. The report will vary in size depending on the selections made.
 
The '''Member Profile''' report will allow staff to view and print information associated with a member’s account. The report will vary in size depending on the selections made.
  
====View/Print the Member Profile Report====
+
#On the '''Stats''' tab, click '''Other Reports''' (if not already open). If the '''Other Reports''' is already open, clicking it will close the selection.
 
+
# Click '''Member Profile'''.
1.On the '''Stats''' tab, click '''Other Reports''' (if not already open). If the '''Other Reports''' is already open, clicking it will close the selection.
+
#Click to select the desired check box(es).
 
+
# Click '''View/Print Report'''. You may view the report or also print the report by selecting '''Print''' from your browser software. Make desired selections and click '''OK'''.
2. Click '''Member Profile'''.
 
 
 
3. Click to select the desired check box(es).
 
 
 
4. Click '''View/Print Report'''. You may view the report or also print the report by selecting '''Print''' from your browser software. Make desired selections and click '''OK'''.
 
 
 
 
   
 
   
::[[File:ind-report.jpg]]
+
[[File:ind-report.jpg|center]]
  
::'''Figure: '''Member Profile check box
+
===Member Benefit Report===
  
====View/Print the Member Benefit Report====
+
The '''Member Benefit Report''' is a printable listing of membership benefits used by member.
  
1. On the '''Stats''' tab, click '''Other Reports''' (if not already open). If the '''Other Reports''' is already open, clicking it will close the selection.
+
# On the member's '''Stats''' tab, click '''Other Reports''' (if not already open). If the '''Other Reports''' is already open, clicking it will close the selection.
 +
#Click '''Member Benefit'''.
 +
#:[[File:ind_rep2.jpg|center]]
 +
#Click '''Print Report''' if desired.
  
2. Click '''Member Benefit'''.
 
  
3. Click '''Print Report''' if desired.
+
{|style="padding:5px; text-align:left; background-color: #DAABF9; width:100%; margin-bottom:.2em;"
 
+
|-
:'''Note: '''The Member Benefit report is also available by selecting Member Benefit Summary report from the Membership Reports – Individual Members in the Reports module.
+
|'''Best Practice:''' Use the member benefit report as a way to let your members know how they are taking advantage of their membership, and benefiting. You may wish to use the mass email functionality afforded by the '''Member Benefit Batch Print or Email''' report to reach out to multiple members based on their renewal dates.  
 
+
'''[[Reports_and_Downloads#Member_Benefit_Batch_Print_or_Email_.28Edited.29|Click Here]]''' for further information on mass emailing the Member Benefit report.
 
+
|}
::[[File:ind_rep2.jpg]]
 
 
 
::'''Figure: '''Member Benefit report
 
 
 
==Individual Rep Logins==
 
Password protected access to the Member Information Center is available* to [[Manage Representatives|each individual rep]].
 
 
 
*Each rep must have a unique login and password within your database
 
 
 
*[[Rep_Login_Permissions|Permissions]], designated by the office staff, are assigned to a permission set
 
 
 
*A Permission set is assigned to each individual rep
 
 
 
A login for each rep provides opportunity to limit permissions based on login name, giving more permission to certain reps and less to others. Other advantages exist as well, such better tracking and more opportunities for participation in features such social interaction.
 
 
 
===Case Study===
 
The member Ace Hardware who has three reps listed on the Reps tab would have three logins associated with their account.
 
 
 
*One rep could be assigned the Billing permission set and only allowed to login and pay bills.
 
 
 
*Another rep could be assigned the Standard permission set so that they can register for events and update their own profile.
 
 
 
*The third rep could be assigned the Primary permission set which allows them to edit the company information and post jobs and deals on behalf of the member.
 
 
 
*Custom permission sets may be also created and assigned to provide additional detailed control.
 
 
 
===How to Know if Your Rep Has a Login Assigned===
 
1. Click Members in the left-hand menu.
 
 
 
2. Click the Reps tab.
 
 
 
3. Scroll to the bottom of the screen. Open the section titled “Login Permissions for...”.
 
 
 
[[File:RepLogins.2.01.1.jpg]]
 
 
 
4. Look to see if there is a Login Name listed.
 
 
 
5. If not you can send an invite to your rep so they can create their own login.
 
 
 
*Customers that joined us before the winter of 2011 will only have a single member login enabled (one login per member found on Members->Web tab) unless rep logins have been assigned/created since then. Without rep logins, control of what is seen in the Member Center happens member by member – not rep by rep.
 
 
 
===Creating Rep Login/Password===
 
:[[How to send the create account email invitation | How to send the "create account" email invitation to reps]]. <html><a href="/index.php?title=How to send the create account email invitation"><img src="/images/3/31/Vid.png" /></a></html>
 
 
 
<b>When Are Rep Logins and Passwords Created?</b>
 
 
 
*[[Send_a_Mass_Email_Invitation_to_Create_Representative_Logins|When reps respond to the mass email that you send which invites them to create their login account.]]
 
 
 
::Using the pre-defined email template “Create Login Account Invitation” (or one created by you), your representatives will be able to create their own login account and immediately access the Member Information Center. This should be done when you first get your database and are ready for members to start logging in. It can also be done at any time that you desire to encourage more reps to create their personal account.
 
 
 
*[[Create_a_Single_Login_Account|One rep at a time]]
 
::Any rep may have a login and password created they are added to the '''Reps''' tab. You may create a login for them right there or there is a link to send them an invitation (recommended).
 
 
 
*[[Add_Reps_to_Employee/Rep_list_and_Send_Invitation|When a rep is created in the Member Information Center by a member]]
 
:Members that have Read/Write permissions to Employees/Reps have the ability to add a new representative to their membership list. At the completion of creating a rep, there is an opportunity to send an email invitation to this rep so they can create their own login account.
 
 
 
===Sending a mass email invitation to create login account===
 
[http://www.screencast.com/t/L8r44ytdrO8l Watch a video on how to send the "create account" email invitation].
 
#A mass email may be sent to your representatives inviting them to create a login and access the Member Information Center.
 
#:Ensure that all representatives are marked with the proper role assignment.  Look at the selection of '''Primary''' and '''Billing on the '''Members -> Reps''' tab in the '''Personal Information''' area for this role assignment.
 
#:'''Hint:''' Run a custom representative report that includes the fields “Is Primary Contact” or “Is Billing Contact” to ensure you’ve assigned the desired role for each rep. Default permissions are assigned according to this role but may be changed or overridden later if desired.
 
#Select Communication in the left-hand menu.
 
#Click '''New Email to Multiple Members'''.
 
#Select the desired recipients
 
#:'''Hint:''' Select representative email addresses using the choices under Add Representatives. If sending to a member email (choices under Add Members), the primary rep will be invited. Although this works, your member may be asked for more verification information.
 
#Click '''Edit with ChamberMaster / GrowthZone'''.
 
#Select the predefined template called “Create Login Account Invitation”.
 
#:Add your own subject line and make desired changes if desired. No changes are necessary though – only if you desire. The personalized link in the email is what will allow them to create their login with appropriate permissions.
 
#:'''Note:''' you may also create your own email and simply embed the personalize account creation link using the mail merge field title “Create Account Link”. Find this field by clicking Add Database Field, open the Rep Contact Information section, and select Create Account Link. This will populate with the specific registration link needed for each rep that receives the email. See this video starting at 4:20.
 
#:[[Image:Member_Management-Sending_a_mass_email_invitation_to_create_login-RepLogins.2.03.2.jpg|framed|none|Predefined template for creating representative logins]]
 
#Click '''Send Email Now'''.
 
#:[[Image:Member_Management-Sending_a_mass_email_invitation_to_create_login-RepLogins.2.03.3.jpg|framed|none|Create Account Screen]]
 
#:When the email is received and the personalized link is selected, the rep will be brought to a screen where they may create their own login and password. Their email address will be suggested as the Login Name. Or if not available, then another suggestion will be provided. They will be allowed immediate access to the Member Information Center.
 
#:[[Image:Member_Management-Sending_a_mass_email_invitation_to_create_login-RepLogins.2.03.4.jpg|framed|none|Notification if account has already been created.]]
 
#:'''Note:''' Those that already have a login created will receive a message that an account has already been created. They will be redirected to the login page or to the page where they can request a reminder.
 
[[Category:Members]][[Category:Communication]]
 
 
 
===Create a single login account===
 
''The following procedure will create a single login account for a member representative.''
 
 
 
1. In the '''Members''' module, select the desired member from the Members drop-down list at the top of the screen.
 
 
 
2. Click the '''Reps''' tab.
 
 
 
3. Click the name of the desired rep so that they are highlighted.
 
 
 
4. Make sure the proper role is assigned to them under the Personal Information area: "Primary", "Billing" or neither of these which would indicate a "Standard" role).
 
 
 
:<html><p class="caption">Note: The role selection will determine the permissions given to this rep in the Member Information Center. You can choose another permission set for this rep, but initially the permissions granted will default to one of three default sets: <i>Primary</i>, <i>Billing</i>, or <i>Standard</i>. You may modify the details of each of the sets or create your own if needed.</p></html>
 
 
 
 
 
:[[File:RepLogins.2.04.1.jpg]]
 
 
 
 
 
:<html><p class="caption">Figure: "Primary" and "Billing" role checkboxes. In this example, Brian Anchor’s role is set at “Standard” (the lack of either checkbox)</p></html>
 
 
 
5. Scroll to the bottom and open the "Login Permissions" area.
 
 
 
 
 
:[[File:RepLogins.2.04.2.jpg]]
 
  
 
+
=Member Management FAQ's=
6. <ins>Best Practice Method</ins>: If no login has been assigned yet, click "send them an invitation".
 
 
 
:<html><p class="caption">Note: This will open the email editor with a personalized invitation ready to be sent. Make desired changes such as a different subject line if desired or additional wording. No changes are necessary though - only if you desire. The personalized link in the email is what will allow them to create their login with appropriate permissions.</p></html>
 
 
 
 
 
:[[File:RepLogins.2.04.3.jpg]]
 
 
 
 
 
6. <ins>Alternate Method</ins>: If no login has been assigned yet, click "Create their login right now".
 
 
 
:<html><p class="caption">Note: This alternate step will bring you to a screen that is auto-populated with the identifying information for the rep. Click "Continue" and enter the desired password on the second screen. This option is appropriate if you are conversing with the rep at that moment and want to provide them with immediate access. Tell them the temporary password you’ve created for them but remind them to login and change it to something they will remember once they get logged in.</p></html>
 
 
 
 
 
:[[File:RepLogins.2.04.4.jpg]]
 
 
 
 
 
7. Click '''Send Email Now'''.
 
 
 
:<html><p class="caption">When the email is received and the personalized link is selected, the rep will be brought to a screen where they may create their own login and password. Their email address will be suggested as the Login Name. Or if not available, then another suggestion will be provided. They will be allowed immediate access to the Member Information Center.</p></html>
 
 
 
 
 
:[[File:RepLogins.2.04.5.jpg]]
 
 
 
 
 
<html><style>.caption{font-weight:bold;font-size:12px}</style></html>
 
 
 
===Joined Login Names===
 
Prior to February 21, 2014, if a member or staff person had multiple logins, they could be combined (joined) so that one login and password would display a list of all databases where you had credentials. Essentially, this feature allowed you to join multiple accounts of a single individual together.
 
 
 
'''Joining Login Names Removed'''
 
:Although it was beneficial to a handful of associations that administered multiple databases or for office staff that liked using the same login to access the Member Information Center, it was not as friendly to members of associations that would receive a message indicating that their login ID was already “in use” even though it wasn’t used within their own database. The confusion outweighed the benefits. And with a new feature allowing office staff to access the Member Information Center from the backoffice using the “impersonate” feature, the need for tying a staff and member login together became less necessary.
 
 
 
'''What about staff logins previously joined?'''
 
:For those staff members that had this in place prior to Feb 2014, this feature still functions. Logging in at www.chamberlogin.com or http://app.memberzone.com with a login that is tied to multiple databases or to multiple accounts will display a selection window. See below.
 
 
 
 
 
::[[File:joined1.jpg]]
 
::'''Figure:''' Example of Green Valley staff person that has a login name that is also tied to a member record for Eastside Chiropractic.
 
 
 
 
 
'''What about member/rep logins previously joined?'''
 
:For any members that may have belonged to multiple databases that had previously joined their accounts together, they will still be able to use those logins but it will not present a list of options. They will instead be logged into one database and the database that is accessed will be determined by the website they are on when they select to login.
 
 
 
:For example, a member may have previously joined together their login credentials to both the Green Valley Chamber and the North Shore Chamber. Logging in using a link on the Green Valley Chamber website will log them into the Green Valley Chamber database*. Using the link on the North Shore Chamber website, will log them into the North Shore Chamber database. If this member logs in from www.chamberlogin.com (or http://app.memberzone.com for our MemberZone customers), then they will be asked for a bit more information to determine which database they would like to access. See figure below.
 
 
 
:*This feature uses a referral URL to determine which database that they must be trying to access
 
 
 
 
 
::[[File:joined2.jpg]]
 
::'''Figure:''' Screen that appears to determine which database a member is attempting to access
 
 
 
 
 
'''Tip and Best Practice: '''To avoid seeing this screen and get quicker access to the database, members should use the login link that is located on their association’s website.
 
 
 
'''Hint: '''This screen above is trying to match identifying information that is listed under '''Setup'''->'''Organization Information'''. Members only need to provide enough information to be unique among all databases. For instance, if no other association has the same zip code in our database, then that is enough. Otherwise, more information must be filled out until it only matches one database.
 
 
 
===Rep Login Permissions===
 
Reps may be limited in what they can access in the Member information Center using permission assignments. Permissions exist to allow members to pay bills, change their company profile, post deals or jobs, view reports, modify their own information, and other. These permissions may be grouped together in a permission set.
 
 
 
Permission sets are a named group of individual rights that are granted to a rep.
 
 
 
Using the automatic inherited rights assignment that is based on the role assignment of Primary, Billing, or Standard may be all you need.
 
 
 
Four permission sets are created by default but others may be created as needed. Click a section below to learn more.
 
 
 
*[[Inherited or Custom Permissions]]
 
 
 
*[[Rep_Permissions|Specific Rep permissions]]
 
 
 
*[[Default_Permission_Sets|Default permission sets]]
 
 
 
*[[Managing_Rep_Permission_Sets|Managing permission sets]]
 
 
 
*[[Setting Maximum Permissions|Setting maximum permissions]]
 
 
 
View and modify the permissions assigned to an individual rep by accessing the Login Permissions area in the Members->Reps tab. The available permissions that may be assigned to a rep are controlled by the settings under Setup > Member Login Area Options and Settings.
 
 
 
===Inherited or Custom Permissions===
 
 
 
===Rep Permissions===
 
 
 
===Default Permission Sets===
 
 
 
===Managing Rep Permission Sets===
 
 
 
===Setting Maximum Permissions===
 
 
 
===Why Individual Rep Logins===
 
Customers that joined us before the winter of 2011 will only have a single member login enabled [[Modify_Member_Login_name_and_Password|(one login per member)]] unless rep logins have been intentionally been created for your reps.
 
 
 
[[Member_Management-Individual_Rep_Logins|View the logins that are already assigned.]] You can invite your reps to create their own login using a mass email or invite them one at a time.
 
 
 
====Advantages to Individual Rep Logins====
 
 
 
*Unique permissions may be assigned to each individual; limited access to certain reps
 
 
 
[[File:RepLogins.2.12.1.jpg]]
 
 
 
'''Note: '''Sample permission sets that may be assigned
 
 
 
*Tracking of changes/edits made in the Member Center can be traced back to a specific rep when viewing the “Member Record Updates” report.
 
 
 
*Provides better security for your member. In cases where an individual leaves a company; you will now be able to disable that "rep login", instead of having to retire the old "member" login and assign a new one.
 
 
 
*Follows best practice security recommendations to provide a unique login for each individual instead of using group logins
 
 
 
*Ability to participate in all opportunities in Member Information Center v 4.
 
 
 
===Login Error Messages===
 
<div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-bottom: 0pt; margin-left: 0pt;"><span id="wwpID0EEFA">The account has been disabled</span></div>
 
  <div style="font-family: &quot;Times New Roman&quot;; font-size: 11pt; margin-bottom: 12pt;"><span style="font-weight: bold;"><span id="wwpID0EDFA">Reason:</span></span> The rep has a login and password but no selections were made to enable their login account.</div>
 
  <div style="font-family: &quot;Times New Roman&quot;; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0ECFA"> </span><span style="font-weight: bold;">Solution: </span>Login to your software and select the affected rep under Members-&gt;Reps.  Check the permission set that the rep is assigned to and make sure the “Login to MIC” is enabled.</div>
 
 
 
==Custom Fields (Members and Reps)==
 
'''Custom Fields''' are designed to give ultimate flexibility in managing your data. When adding a custom field, you will create a database field that is available across all member records for tracking additional desired information.
 
===Custom Member Fields===
 
*Are viewed on each member's record.
 
*Are included as fields on a custom report.
 
*Are included in the download from a custom report.
 
*Are used to filter the records in the Members module.
 
*Are included on the Membership Application
 
*Are made available to members to view and/or modify within the Member Information Center (v4 only)
 
*May be included as a search filter within the member directory within the Member Information Center (v4 only)
 
'''Note:''' Additional custom fields may also be created to use on individual representatives, event registrations and within your groups.
 
 
 
===Custom Field Types===
 
'''Text:''' Displays a field where text can be entered. Maximum size: 8000 characters
 
 
 
'''Boolean (True/False):''' Displays a check box that can be selected or cleared.
 
 
 
'''Date/Time:''' Displays a field where a date can be entered in many formats i.e. 9-7-06, 9-7-06, Sep 7 2006, Sep 7 06, 9/7/06 but once saved, will always display in the following format: 09/07/2006
 
 
 
'''Number - Integer:''' Displays a field where whole numbers may be entered. Maximum size: 10 whole numbers
 
 
 
'''Number - Decimal:''' Displays a field where numbers with up to 2 decimal values may be entered. Maximum size: 14 whole numbers, 2 decimal values
 
 
 
'''Drop Down List:''' Displays your designated list of options that may be selected.
 
 
 
===Add a Custom Field===
 
<ol>
 
<li>On the General tab, click Add/Edit Custom Fields in the Custom Fields area.</li>
 
<li>Click Add a Field.</li>
 
 
 
 
 
[[File:MemberManagement.1.26.1.jpg]]
 
 
 
'''Figure 1-26''' Add custom fields
 
 
 
<li>Type desired field name (maximum characters: 128)</li>
 
<li>Click the Data Type arrow.</li>
 
<li>Click the desired data type.</li>
 
  <ol type="a">
 
    <li>If the selected data type is Text, type the desired Text Size.</li>
 
    <li>If the selected data type is Drop Down List, enter the desired list of items.</li>
 
  </ol>
 
 
 
 
 
[[File:MemberManagement.1.26.2.jpg]]
 
 
 
'''Figure 1-26a''' Sample Drop Down List custom field
 
 
 
<li>Click Continue.</li>
 
<li>Click Save & Exit.</li>
 
</ol>
 
 
 
===Remove a Custom Field===
 
<ol>
 
<li>On the General tab, click Add/Edit Custom Fields in the Custom Fields area.</li>
 
<li>Click to select the check box at the end of the row of the Field Name that you wish to remove.</li>
 
<li>Click Remove Selected Fields.</li>
 
<li>Click Save & Exit.</li>
 
'''Note:''' All data in the custom field will be deleted.
 
</ol>
 
 
 
===Rename a Custom Field===
 
<ol>
 
<li>On the General tab, click Add/Edit Custom Fields in the Custom Fields area.</li>
 
<li>Click in the text of the Field Name.</li>
 
<li>Make the desired field name change.</li>
 
<li>Click Save & Exit.</li>
 
</ol>
 
 
 
===Change the Sort Order for Custom Field Display===
 
<ol>
 
<li>On the General tab, click Add/Edit Custom Fields in the Custom Fields area.</li>
 
<li>Click and drag the field to the desired location.</li>
 
 
 
 
 
[[File:MemberManagement.1.26.3.jpg]]
 
 
 
'''Figure 1-26b''' Click and drag the field to the desired location
 
 
 
<li>Click Save & Exit.</li>
 
</ol>
 
 
 
==Member Management FAQ's==
 
 
Find answers to the most commonly asked questions about Member Management on the [[Member_Management_FAQs|FAQ page]]
 
Find answers to the most commonly asked questions about Member Management on the [[Member_Management_FAQs|FAQ page]]
  
Line 3,214: Line 1,829:
 
*[[Member_Management-What_does_the_pushpin_do_3f|What does the pushpin do?]]
 
*[[Member_Management-What_does_the_pushpin_do_3f|What does the pushpin do?]]
  
*[[Member_Management_FAQs|More FAQs...]]
 
  
==Help Documentation==
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*[[If someone is listed as a contact under multiple memberships is there a way to set them up so that they only need one set of login credentials? |If someone is listed as a contact under multiple memberships is there a way to set them up so that they only need one set of login credentials?]]
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*[[Member_Management-I’m_missing_members_in_my_drop-down_list._Where|I’m "missing" members in my drop-down list. Where did they go?]]
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*[[Member_Management-“This_page_is_not_available_for_the_Community_M|“This page is not available for the [Community Member] record. What does that mean?]]
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*[[Member_Management-How_do_I_drop_or_inactivate_a_Member_3f|How do I drop or inactivate a Member?]]
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*[[Member_Management-Will_the_software_warn_me_if_I_try_to_create_a_d|Will the software warn me if I try to create a duplicate member?]]
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*[[Member_Management-Does_updating_the_member_contact_info_automatica|Does updating the member contact info automatically update my representative contact info?]]
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*[[Member_Management-What_does_the_pushpin_do_3f|What does the pushpin do?]]
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*[[Member_Management-How_is_the_Contact_Preference_field_used_on_the|How is the Contact Preference field used on the Reps tab?]]
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*[[Member_Management-What_is_the_Greeting_field_used_for_3f|What is the Greeting field used for?]]
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*[[Member_Management-Can_I_view_history_for_each_rep_3f|Can I view history for each rep?]]
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*[[Member_Management-How_do_I_specify_who_my_featured_members_are_3f|How do I specify who my featured members are?]]
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*[[Member_Management-Who_can_login_to_the_Member_Information_Center_3f|Who can login to the Member Information Center? Can prospects, courtesy or non-members login?]]
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*[[Member_Management-Why_can’t_I_view_(see)_my_member_2frep_password_3f|Why can’t I view (see) my member/rep password?]]
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*[[Member_Management-How_do_I_know_what_permissions_my_rep_has_3f|How do I know what permissions my rep has?]]
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*[[Member_Management-Why_is_my_member_being_asked_to_verify_their_ide|Why is my member being asked to verify their identity when creating a login?]]
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*[[Member_Management-How_do_I_invite_my_reps_to_create_a_login_accoun|How do I invite my reps to create a login account and access the Member information Center?]]
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=Help Documentation=
 
Browse the Member Management [[Member_Management-TableOfContents|Table of Contents]]
 
Browse the Member Management [[Member_Management-TableOfContents|Table of Contents]]

Revision as of 21:29, 5 February 2020

Contents

The Members module is the cornerstone of the Growthzone software application. Here you can view contact information, membership status, account balance, and many other details for each of your members.

Accessing and navigating the Members module

Getting to the Members Module

Access the Members module in the backoffice by clicking "Members" from the left navigation bar.

Main Member.JPG

Member Module Navigation

To locate a member, click the drop-down arrow on the right side of the drop-down member list.


Header Mem Management.JPG


  1. Displays name of currently selected member
  2. Click the left or right black arrow to move quickly from one member to the next.
  3. Indicates the record number of member that is currently displayed out of the total number of members that are viewable with the current filter selection.
  4. Click filter options to choose which members should display in the Members drop-down list.
  5. Click Find to locate a database entity by member name, representative, group event or billing transaction (if using integrated Billing)
  6. Click Add to add a new member, rep, event, Hot Deal, eReferral, Info Request, MarketSpace item, or Job posting
  7. Displays your database name and unique database ID
  8. Select a tab to view items unique to each member. See tab description below.

An Overview of the Member Module Tabs

  • General: Basic member information, membership status, sales stage, join date, & custom fields
  • Reps: Basic member representative information, their personal web display options, & group participation, individual rep login permissions
  • Web: Member description and contact information that displays on the member information page, web participation level (basic or enhanced), member login name and password, web display attributes, member logo, photos and images.
  • Communication: Displays communication history for this member; ability to log a call, print a label, send email or send an eReferral. Task Reminders are scheduled here.
  • Account: Assign Billing rep and billing renewal month, account information, membership fees, view invoice and payment activity
  • Stats: Member reports for event activity, web hits, Hot Deal hits, Job Posting Hits, MarketSpace hits, A/R History, Member Benefit and Member Profile
  • Lodging: Optional lodging information including facility types, lodging amenities, and vacancies. Only available if Lodging module has been enabled. Contact support@micronetonline.com to determine your options in regards to the Lodging module.
  • Advanced Options: Business categories, location (if enabled), Hot Deals, job postings .Manage your members
  • Marketing: Allows banner advertisements to be loaded for a member that will appear at designated places on your website. See Marketing Package. When the Marketing Package has been activated, your the Marketing tab will be displayed. Sponsorship banners may be added to a members account and specifically placed on targeted pages within your integrated chamber website. The Marketing tab, available at all times after the initial purchase of the Marketing Package, allows chamber staff to:
  • Add a banner ad to multiple pages on the integrated website
  • Focus placement of a Business Directory or Quick Link banner ad to display within a targeted business category
  • Link a banner ad to a desired URL
  • Specify start and end display dates of banner ad
  • Upload desired .jpg or .gif banner ad
  • Files: Area to upload files and documents that should be associated with a member. This is member-specific storage of files. E.g. Upload a member contract or agreement for reference by your staff. See Store member files on their record.
Do you have documents like special agreements, member-specific graphics or other unique files that you'd like to keep handy with your member's account? Upload these files to the Files tab in the Members module so they are available for any staff member that needs to reference this material. Use this as a member-specific storage spot that is accessible by all staff.
Watch this short video to find out how it works Vid.png

Find a Member


There are multiple ways to find a member, depending on what information you know about your member.

  • When you know the name of your member.
  • When you know only part of the member name.
  • When you know the representatives’ name, Account name/ID, Phone/Fax, Email address, Mailing Address, or Business Category.
  • Using custom criteria to look up by almost anything.
  • By member name - Using the drop-down list box.

Find Member from the Members Module

  1. Click Members in the left-hand menu.
  2. Click the drop-down arrow to right of the member's name in the header bar.
    Old Find Members Option.JPG
  3. In the Member list, click the desired member name. NOTE: When the drop-list is displayed, you may begin typing the first letters of your members’ name to advance to that member automatically. You can also use the Right arrow.JPG to move from one member to the next.

If you have enabled Use drop-down lookup list that is optimized for a larger number of records in your general settings, a text-box will be displayed that will use type-ahead functionality that not only displays results that match the "start of the record" but also displays those that match 'any part of the record name". See General Settings for instructions on enabling this function.

New Find Members.JPG

Find by Member Name - Using the Find Button

  1. Click the Find button in the header bar.
  2. Click Member or Rep.
    Find Button.JPG
  3. Enter Search Term: type the member name. Note: If you only know a portion of the member name, click Match any part of member name in the Match Options drop down list.
  4. In the Choose Member/Rep list, click the desired member name.
  5. Click Continue
Member Rep Look Up.JPG

Find a Member By Representative Name - Using the Find button

  1. Click the Find button in the header bar.
  2. Click Member or Rep
    Find Button.JPG
  3. Select Representative Name from the Filter Type drop-down list.
  4. Type the representative name in the Enter Search Term box. Note: If you only know a portion of the representative name, click Match any part of rep namein the Match Options drop-down list.
  5. Click the desired representative name in the Choose A Member/Rep list.
  6. Click Continue.

Find a Member - Using custom criteria

  1. Click Members in the left-hand menu.
  2. Click filter options in the header bar
    Find by Criteria.JPG
  3. Click Advanced
    Toolbar Filter Options.JPG
  4. Select the desired custom criteria.
  5. Click Continue. The >Members drop-down list will now display only those that meet your criteria. You can click the left and right arrows to move quickly through the selected records.

NOTE: To return back to the full list of members, click filter options and select clear filters and click Continue.

Add a Prospect

To add a prospect to your database, you will simply click the Add button in the header bar. When adding a prospect to the database, you simply fill in the requested information as the wizard walks you through four information screens.


  1. Click the Add button in the header bar and click Member. Step 1: Basic Information opens
    Add.JPG
  2. Enter all required Basic Information.
  3. Click Next to continue. Step 2: Additional Information is displayed.
  4. Select Prospect from the Status drop-down list.
  5. Add any additional information you wish.
  6. Click Finish.

Add New Member

When adding a new member to the database, you simply fill in the requested information as the wizard walks you through four information screens. You will be asked to fill in the following information screens:

  • General Information
  • Additional Information
  • Billing Information
  • Web Display Information

When you click Finish, your member is automatically added to the database.

  1. Click the Add button in the header bar and click Member. Step 1: Basic Information opens
    Add.JPG
  2. Enter all required member information.
    Note: An immediate warning will appear if trying to create a duplicate member. See more info.
    Step One Add.JPG
    • Globe icon – Click the globe icon to open an internet connection and test the website address that is entered. This will ensure that you have typed the address correctly if the correct page opens in the browser window.
    • Call First – Check this box as a reminder for you to “call first” before sending a fax to this member.
    • Check Use Physical Address as the Mailing Address if both the physical and mailing address are the same address. This will save time so you won’t need to type the address twice.
    Tip: The Mailing Address fields must contain an address in order to print labels for this member. Either type an address or click Use Physical Address as the Mailing Address.
  3. Click Next to continue. Step 2: Additional Information is displayed.
  4. Enter all required additional information. Here you may assign categories, representatives, membership types, web packages, etc.
    Step Two Add.JPG
  5. Click Next to continue. Step 3: Lodging (not available in all editions) will be displayed, select Enable Lodging for this member if desired. If not, click Next.
  6. When Step 4: Billing Information opens, complete the desired fields and click Next to continue.
    Step Three Add.JPG
  7. When Step 5: Web Display Information opens, complete the desired fields and click Finish to complete the process.
    Add step four.JPG
  8. Click Finish, your member is automatically added to the database and included in the online directory (unless the Does Not Display on Web check box is selected).
Note: Members can also be added by filling out the Membership Application form.

Adding Members by approving On-line Applications

If you have included a Membership Application form on your web-site. You can configure your system to automatically accept applicants as new members, or you can manually approve the applications. See Setup the On-line Application for further details on creating your on-line application form.

One Row.png

IMPORTANT: An industry standard Captcha is used, as a way of thwarting spam. However, you may still receive some spam applications. Spam applications may still make it through and are a nuisance. These applicants will be entered into your database as prospects. Best practice is to "Decline" the application then find the member record and delete it from the system.


To approve an on-line application:

  1. Click Mbr Signups in the Task List.
    Task List Member Signups CP.JPG
    A list of the memberships awaiting approval will be displayed. Click the Member Name to view further information about the applicant.
    Mbr App Requests CP.JPG
    You may click into the link for the new applicant to view further details
    Applicant Details CP.JPG
    If the member paid by credit card - you may see the following messages:
    • "Member chose to pay by credit card. Transaction successful": Pay by Credit card was chosen and completed successfully.
    • "Member chose to pay by credit card. Transaction is being processed. Transaction submitted MM/DD/YY - HH:MM": Pay by credit card was chosen, credit card information was entered but never received a success message. Check credit card report for success/fail.
    • "Member chose to pay by credit card. Credit Card information was not entered.": This indicates the applicant selected pay by credit card but never even entered in their credit card information and closed out. The reason these still come through as an application is because it gives the chamber/organization the opportunity to pursue the member who might have just been too busy to complete the application.
    • When you see the wording included on these messages saying receipt has been created or invoice has been created that indicates that a staff member has been processing that application and created the receipt or invoice from that application.
  2. For each of the membership requests, you may:
    • Approve: This option allows you to approve memberships paid by credit card OR approve memberships where the applicant has requested to be invoiced without creating an invoice.
    • Approve/Create Invoice: This options is only displayed if the applicant has requested to be invoiced (it will not be displayed if paid by credit card). When this option is selected, the applicant will be assigned as an active member, and the invoice will be created so that you may deliver it.
    • Approve/Create Receipt: This option is displayed if the applicant has paid by credit card, and you wish to approve the application AND create a receipt for the transaction.
    • Create Invoice Only This option allows you to create the invoice for the new membership. Select this option if your business process requires that you receive payment prior to activating a membership.
    • Create Receipt Only: This option will be displayed if the applicant has paid by credit card, and you do not with to approve, simply create an invoice.
    • Decline: Select this option if you do not wish to activate this new membership.

Application History

The Application History tab is accessible when you click onto Mbr Signups in the Task List. When an applicant has been approved or declined, their information is moved in the Application History tab. Applicants remain on this list for 90 days where they may be viewed.

Application History CP.JPG

At any time, this data may be exported to a CSV (comma separated value) file. This might be done to save the data for historical purposes, or to use as a source file in a mail merge, or for viewing and manipulating in other programs.

  1. Click Mbr Signups in the Task List.
  2. Click the Application History tab.
    Application History CP.JPG
  3. Click download list.
  4. Type the desired name for this file.
  5. Select the desired file location.
  6. Click Save.

Why do I receive Spam Applications?

On your Application Form, an industry standard Captcha is used, as a way of thwarting spam. However, some spam applications may still make it through and are a nuisance. When an application is received, the business will be added to your database as a Prospect. Best Practice is to delete the record from your database.

Drop a Member

Members who are no longer participating may be dropped (set inactive) but still have their history and information available in the database. Members should only be deleted when history is not necessary or when a member was mistakenly created. Dropped 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.

  1. On the member's General tab, click the Membership Status drop-down arrow in the Additional Information area.
    Drop.JPG
  2. Click Dropped/Inactive. The Drop Member Options dialog box will be displayed.
    Drop Member Options.JPG
  3. The Drop Date will default to the current date. You may change this if needed.
  4. Select a Drop Reason from the drop down-list. If needed click the Drop Reason hyper-link to add or edit drop reasons.
  5. Enter Drop Details.
  6. Update the Rep Status for each rep:
    • Leave Unchanged (Active status) select this option if you wish to allow the rep to continue to access the MIC. The credentials to the MIC will be maintained.
    • Set as Inactive status is appropriate 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. Credentials to the MIC will be disabled.
    • Delete a rep should be limited to a rep that was created by mistake. History and all reference to this rep would be removed. This is NOT recommended.
  7. Update the Group Status of each rep:
    • Leave Unchanged status is appropriate if you wish the reps to remain active in groups (and receive email notifications).
    • Disable in All Groups: 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.
    • Delete From Groups: This option will delate 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. Representatives that have a status of inactive will NOT automatically be returned to active status if a member is reinstated. Individual reps must be returned to active status on the Reps tab.
  8. Billing Information: The Current Balance for the member is displayed, you can manage open invoices on the members Account tab.
  9. Recurring Membership Dues & Fees: While you may choose to remove the recurring fees schedule, best practice is to leave the fee schedule so that you can report on revenue lost when a member drops. Dropped members are not included in recurring membership billing even if fees are left on their record.
  10. Click Save & Exit.

NOTE: The [Drop Analysis Report] will provide you with statistical information about your membership drops.

Reinstate/Re-Activate a Member

After an active member has been set to Dropped status, setting them back to Active status will display options to allow you to return reps back to active status and reinstate their group participation if desired. In addition, you will be prompted to reinstate individual Member Center Logins and Event Registration options if applicable. Member login permissions are also automatically re-enabled now in addition to their member page URL being reset to No Redirect Action. Find this new reactivate screen when selecting Active status on a member that is currently in Dropped status. Members>General tab>Additional Info area.

Reinstating or Re-activating a Member

  1. Click Members in the left-hand menu and select the desired member to be reinstated / re-activated.
  2. On the General tab, click the Membership Status arrow in the Additional Information area.
  3. Click Active.
    Drop.JPG
  4. Complete the Activate Member window.
    Activate Member.JPG
  5. Click Save and Exit.

Notes and Tips:

  • If a member is reinstated you will typically want to set the Rep back to Active status. Check the reps on the Reps tab to verify their status after completing the Activate Member screen.
  • Leaving Group Status Unchanged will leave reps disabled that were previously disabled in a group, and reps enabled that were previously enabled in a group. No change is made to the reps’ group status from how they were when they were dropped when selecting Leave Unchanged.
  • If applicable, select the Member Permission Set that should be applied. Selecting Leave Unchanged will apply the last permission set that was in effect for this rep. If N/A displays, it indicates that they didn't have a permission set assigned to them previously. To assign a permission set for these reps, access the Reps tab after completing this screen.
  • If applicable, select whether to allow this rep to register for events on the public website with their personal login but without logging into the Member Information Center. Selecting Leave Unchanged will apply the last setting that was in effect for this rep. If N/A displays, it indicates that they didn't have specific event permissions assigned to them previously. To assign specific event permissions for these reps, access the Reps tab after completing this screen.
  • Upon re-activating, the Web tab->Redirect Index is reset to No Redirect Action, which will allow the member page URL to display instead of redirecting. See Redirect Index.

Change Member Status

At times you may wish to change the status of a prospect to non-member, of vice versus.

  1. For the desired member, click the General tab.
  2. Expand the Additional Information section if needed.
  3. Select the desired status from the Membership Status drop-down list.
  4. Click Save.

Merge Members

In the event that you have duplicate members in your database (perhaps you had added a prospect, then the prospect applied on-line), you can easily merge two contacts together. Best Practice is to merge the older contact into the newer contact.

NOTE: The user must have Administrative permissions to use merge feature.

  1. Select Members in the left-hand menu.
  2. Select the member the oldest member record, to merge into a new record.
  3. Click the General tab.
    Merge Into.JPG
  4. Click Merge Into...
    Select Merge Member.JPG
  5. Click select member to open the Member Lookup screen.
    Member Lookup.JPG
  6. Choose the member to merge into and click Continue.
  7. For each row of information, click either the data in the 1st column (1st member) or the 2nd column (2nd member) to pick which data will end up in the final merged member. Selected data will appear in green.
    Member Merge.JPG
  8. Click Merge.

The first member recorded will be deleted and the 2nd member record will remain with the merged information.

Note: Some data does not appear in the merge columns for selection. Some data is simply combined and will NOT display in the merge window: all billing information (fees, invoices, etc.), communication, reps, event registrations, categories, keywords, locations, lodging info, change log entries, tracked benefits, and photos. Another reason data would not appear in the merge window would be if it already matches; no need to show it if it is the same in both records.

Community Member

The Community Member record provides a special way to organize information for a person that has some association with your association – but is not associated with a member. For example, a person who needs to be in a group that receives email, but isn’t a member would be a good example of a Community Member. Other examples include, but not limited to government officials, previous staff, or interested members of the community.

Edit and add to the Community Members in your database by going to the very top of the member drop down list in the Members module. After you choose [Community Member], click the Reps tab. When on the [Community Member] record, the other tabs will not display any data; the only information displayed is on the Reps tab.

Community Member.JPG

Add a Rep to the Community Member

  1. Click Members in the left-hand menu.
  2. Select [Community Member] from the Members drop-down list (it is at the very top of the list of members)
    Note: You can also find the [Community Member] by selecting Communication->View/Edit Community Member Reps.
  3. Click the Reps tab.
  4. Click Add a New Rep.
    Add new rep - community.JPG
  5. Complete the Add a New Representative screen.
    Note: Make sure to fill-in the Company field if appropriate.
  6. Click Save and Exit.


Hints on Using the Community Member

  • To include a Community Member when creating groups or sending emails, make sure to remove the checkbox in front of the Show contacts for Active/Courtesy members only checkbox.
Select Rep CP.JPG

Edit Member General Information

Locate the member record and then select the appropriate information tab in the member’s record. Any changes you save to a member’s record are automatically updated throughout the database and within associated web site entries.

Edit Member Contact Information

  1. Select the desired member in the Members module.
  2. Click the General tab.
  3. Edit the Contact Information as desired.
    General Info.JPG
  4. Click Save.

The Reps information will automatically be updated for address, phone and fax (when those same rep fields already match prior to the edit). Click the Reps tab and check the individual reps for any changes that should be made (if not already changed automatically). Click the Web tab to ensure that "Use Company Information" checkbox is selected (which means that the Web tab is already updated). If not selected, then you can update the Web tab with any desired contact changes.

Edit Member Additional Information

Additional Information1.JPG

Edit Join Date

The join date is used for reference and in reports for the member. The Join is used to determine what month the new member is considered to have joined your association.

  1. On the General tab, edit the Join Date in the Additional Information area. Optionally, you may click the calendar icon to select a date.
  2. Click Save.

Add/Change Membership Type


When first adding a member to the database, you may need to add a Membership Type. Membership types are used for organizing, reporting, and filtering your members. To add/change a membership type:

  1. On the member's General tab, expand the Additional Information section.
    Select Mem Type.JPG
  2. Select the desired Membership Type from the list.
  3. Click Save.

Change Membership Status


Membership status enables certain features and selections within the software and designates a distinction within reports and lists.

Membership Status Descriptions

  • Active – Member that receives all membership benefits. Active members are also categorized by their website package as either Enhanced or Basic.
  • Courtesy: Member with same features as basic member but has a separate distinction in reports and lists; usually used to indicate a member given a courtesy (free, gratis) membership.
  • Non-Member: Usually used to indicate a company that is not a member but may need to receive communication and be tracked within the database.
  • Prospective: Member with same features as basic member but has a separate distinction in reports and lists; usually used to indicate a potential member that you are soliciting to become a member; may easily be upgraded to an active member.
  • Dropped/Inactive: Was once a member but was dropped for some reason. Information is still available on this member through reports and lists; may be reinstated as an active member if desired.

To change membership status:

  1. On the General tab, click the Membership Status arrow in the Additional Information area.
  2. Click the desired status.
  3. Click Save.

Note: If the Dropped/Inactive status is selected, a Drop Member Options window will display. See Drop a Member for more information.

Change Modified Date

The Modified Date is a system date stamp that is not able to be edited. This date indicates the last time this record was modified in the system. It is displayed for reference and to be used in select reports.

Items that will change the Modified date include adding/removing fees, updating contact information, modifying category assignments, webpage description and most all member record changes. Details of these changes are logged and may be viewed on the "Member Record Updates" report.

Add/Modify Member Sales Stage

Sales stages may be used for tracking your membership sales process. Sales stage is a reportable field, so you will be able to generate reports to view which members are at which stage. You may select an existing sales stage from the drop-down list in the Additional Information section of the member's general tab; or you may add/edit sales stages.

Add/Edit Sales Stages

  1. On the General tab, click the edit stage options link Additional Information area.
    Sales Stage Status Types.JPG
  2. Click Add New Status Type.
    Add new status type.JPG
  3. Enter Status Name.
  4. Click Save.

Add Related Organizations

Related Organizations assist in tracking parent/child relationships between members in your database. For instance, a main bank location has multiple branch locations. The main location will be designated as the Parent and the branch locations will each be designated as a Child. This tracking is only for internal purposes and does not result in any changes to what is viewed in the public directory about these members or in the way that they are billed. This feature replaces the need for creating your own Custom Fields to track these relationships and also provides the added benefit of easy navigation and additional notes.

NOTE: Available to those with Plus edition or greater.

Related Orgs.JPG

To add a new relationship:

  1. Click Add New Relation(s) to add a child or children to the current member.
  2. Add your own notes about that relationship.

Guidelines:

  • Single-level relationship tracking
  • One parent exists within a relationship
  • A child does not have a child of it's own

Reporting Find the report titled "Related Organizations" in the Reports area

Manage Member Custom Field(s)

Custom Fields are designed to give ultimate flexibility in managing your data. When adding a custom field, you will create a database field that is available across all member records for tracking additional desired information. Custom Member fields are used in the following manner:

  • Are viewed on each member's record.
  • Are included as fields on a custom report.
  • Are included in the download from a custom report.
  • Are used to filter the records in the Members module.
  • Are included on the Membership Application
  • Are made available to members to view and/or modify within the Member Information Center (v4 only)
  • May be included as a search filter within the member directory within the Member Information Center (v4 only)

Note: Additional custom fields may also be created to use on individual representatives, event registrations and within your groups.

Custom Field Types

  • Text: Displays a field where text can be entered. Maximum size: 8000 characters
  • Boolean (True/False): Displays a check box that can be selected or cleared.
  • Date/Time: Displays a field where a date can be entered in many formats i.e. 9-7-06, 9-7-06, Sep 7 2006, Sep 7 06, 9/7/06 but once saved, will always display in the following format: 09/07/2006
  • Number - Integer: Displays a field where whole numbers may be entered. Maximum size: 10 whole numbers
  • Number - Decimal: Displays a field where numbers with up to 2 decimal values may be entered. Maximum size: 14 whole numbers, 2 decimal values
  • Drop Down List: Displays your designated list of options that may be selected.

Add a Member Custom Field

  1. On the member's General tab click Add/Edit Custom Fields in the Custom Fields area.
    Custom Fields CP.jpg
  2. Click Add a Field.
    New Custom Field CP.JPG
  3. Type desired field name (maximum characters: 128)
  4. Click the Data Type arrow.
  5. Click the desired data type.
    • If the selected data type is Text, type the desired Text Size.
    • If the selected data type is Drop Down List, enter the desired list of items.
  6. Click Continue.
  7. Click Save & Exit.

Add Section Headers to Custom Fields

If you have a large number of custom fields, you can add section headers to organize the fields, as shown below.

Section Headers.JPG
  1. On the member's General tab click Add/Edit Custom Fields in the Custom Fields area.
    Custom Fields CP.jpg
  2. Click the Add Section a Heading button.
    Custom Field Information 1 CP.JPG
  3. A new text field, labeled Section Header will be displayed. Replace the text (Section Header) with your header text.
    Add Section Heading CP.JPG
  4. Click Save & Exit.

To arrange your custom fields within the sections you have added, click & drag the custom fields under the appropriate section header.

Remove a Custom Field

  1. On the member's General tab, click Add/Edit Custom Fields in the Custom Fields area.
  2. Click the check box at the end of the row of the Field Name that you wish to remove.
  3. Click Remove Selected Fields.
  4. Click Save & Exit.

NOTE: All data in the custom field will be deleted.

Rename a Custom Field

  1. On the member's General tab, click Add/Edit Custom Fields in the Custom Fields area.
  2. Click in the text of the Field Name.
  3. Make the desired field name change.
  4. Click Save & Exit.

Change the Sort Order for Custom Field Display

  1. On the member's General tab, click Add/Edit Custom Fields in the Custom Fields area.
  2. Click and drag the field to the desired location.
  3. Click Save & Exit.

Manage Member Representatives

Add a New Rep

Note: Most member database fields may be referenced in custom reports allowing detailed member information to be extracted. Completion of each field will give the most flexibility at a later date.

How to send the "create account" email invitation to reps.
  1. Click Members on the left side menu.
  2. Select the member you are adding a rep to from the Members dropdown list in the top tool bar.
  3. On the Reps tab, click Add a New Rep.
    Add new rep.JPG
  4. Complete the form on the Contact Information section of the "Add a New Representative" screen.
  5. Click Finish.

Note: Alternatively, you can add a new rep by selecting "Representative" from the Add button in the top tool bar. If the Rep name already exists on the same or a different member, a warning message will appear that displays the name of that member. You may continue on and create the rep if desired.

Contact Field Description
Primary Contact: Selecting the Primary Contact checkbox will make this the primary contact representative for the member.
Contact Preference: Select the preferred contact method for this rep. Email, Fax, Mail, Phone or No Communication. See How is the "Contact Preference" Field Used on the Reps Tab?
Email: Note that the email address listed here by default is the email address provided on the General tab. This can be edited to contain rep's individual email if desired.
Greeting: Specify the common name used by this individual. See also What is the Greeting field used for?
Rep is currently active with this member When selected, this rep will be included whenever “active” reps are selected. This checkbox should be de-selected when the rep no longer is participating in membership. This checkbox may be manually de-selected here but may automatically de-selected when the member is dropped through selections made at that time.
Billing Contact When selected this rep will be included whenever “Billing reps” are selected. Billing transactions typically are addressed to the “Billing rep”. See information on “Edit Billing Contact”.
Comments Comments are viewed only by staff who access this page. This cannot be viewed by the member/rep.

After creating a representative, you’ll want to invite them to create their login for the Member Information Center. Access the Login Permissions area on the Reps tab where you will have the option to send them an invitation. The best practice suggestion is to allow them to create their own by sending them the personal emailed invitation. Although if you are working with them at that moment, create their login right now with a temporary password that they can change later is an option as well.

Add Login Credentials to New Rep

How to send the "create account" email invitation to reps.

When Are Rep Logins and Passwords Created?

  • When reps respond to the mass email that you send which invites them to create their login account.
Using the pre-defined email template “Create Login Account Invitation” (or one created by you), your representatives will be able to create their own login account and immediately access the Member Information Center. This should be done when you first get your database and are ready for members to start logging in. It can also be done at any time that you desire to encourage more reps to create their personal account.
  • One rep at a time
Any rep may have a login and password created they are added to the Reps tab. You may create a login for them right there or there is a link to send them an invitation (recommended).
  • When a rep is created in the Member Information Center by a member
Members that have Read/Write permissions to Employees/Reps have the ability to add a new representative to their membership list. At the completion of creating a rep, there is an opportunity to send an email invitation to this rep so they can create their own login account.


It is best practice to assign a unique login and password to each individual rep that they will use when accessing the Member Information Center. Once logged in, they will have ability to view and perform specific functions based on the permissions that are assigned to them. Read more about permissions. You may create the log-in credentials for them, or you may send them an invitation with instructions to create their own credentials.


Create Login Credentials for the Rep

  1. On the member's Reps tab, click the name of the rep for which you wish to create credentials.
  2. Expand the Login Permissions for.. section
    Login Permissions1.JPG
  3. Click Create their login right now. The Create your Account screen will be displayed.
    Create your account.JPG
  4. Enter a Login Name. The rep's email address is populated by default, you may change this as needed. Login names maximum 60 characters. The login name may include alpha-numeric and common keyboard symbols. Login name is NOT case sensitive.
  5. Enter a Password. Password maximum: 20 characters. The password may contain alpha-numeric and common keyboard symbols. Password is NOT case sensitive.
  6. Click Continue. The account is successfully created, and you can email login credentials to the rep.

Password recommendations:

  • Contain at least 12 alpha-numeric characters
  • Contain both upper and lower case letters
  • Contain at least one number
  • Contain at least one special character
  • Never use a password from the previous 4 passwords

Send Rep an Invitation to create their own credentials

  1. On the member's Reps tab, click the name of the rep for which you wish to create credentials.
  2. Expand the Login Permissions for.. section
    Login Permissions1.JPG
  3. Click send them an invitation. The email editor will open, with the Member Area Access email template. The template includes instructions for the rep to setup credentials. You may use the template as is or, edit as needed.
    Email Create Link.JPG
  4. Make any desired edits, and click Send Now.

Send a mass email invitation to create login account

Watch a video on how to send the "create account" email invitation.

  1. A mass email may be sent to your representatives inviting them to create a login and access the Member Information Center.
    Ensure that all representatives are marked with the proper role assignment. Look at the selection of Primary and Billing on the Members -> Reps tab in the Personal Information area for this role assignment.
    Hint: Run a custom representative report that includes the fields “Is Primary Contact” or “Is Billing Contact” to ensure you’ve assigned the desired role for each rep. Default permissions are assigned according to this role but may be changed or overridden later if desired.
  2. Select Communication in the left-hand menu.
  3. Click New Email to Multiple Members.
  4. Select the desired recipients
    Hint: Select representative email addresses using the choices under Add Representatives. If sending to a member email (choices under Add Members), the primary rep will be invited. Although this works, your member may be asked for more verification information.
  5. Click Edit with ChamberMaster / GrowthZone.
  6. Select the predefined template called “Create Login Account Invitation”.
    Add your own subject line and make desired changes if desired. No changes are necessary though – only if you desire. The personalized link in the email is what will allow them to create their login with appropriate permissions.
    Note: you may also create your own email and simply embed the personalize account creation link using the mail merge field title “Create Account Link”. Find this field by clicking Add Database Field, open the Rep Contact Information section, and select Create Account Link. This will populate with the specific registration link needed for each rep that receives the email. See this video starting at 4:20.
    Email Create Link.JPG
  7. Click Send Email Now.
    When the email is received and the personalized link is selected, the rep will be brought to a screen where they may create their own login and password. Their email address will be suggested as the Login Name. Or if not available, then another suggestion will be provided. They will be allowed immediate access to the Member Information Center.
    Member Management-Sending a mass email invitation to create login-RepLogins.2.03.3.jpg

If an account has already been created, the notification below will be displayed. They will be redirected to the login page or to the page where they can request a reminder.

Member Management-Sending a mass email invitation to create login-RepLogins.2.03.4.jpg

How to Know if Your Rep Has a Login Assigned

  1. Click Members in the left-hand menu.
  2. Click the Reps tab.
  3. Scroll to the bottom of the screen. Open the section titled “Login Permissions for...”.
  4. Look to see if there is a Login Name listed.
    • If not you can send an invite to your rep so they can create their own login.

NOTE: Customers that joined us before the winter of 2011 will only have a single member login enabled (one login per member found on Members->Web tab) unless rep logins have been assigned/created since then. Without rep logins, control of what is seen in the Member Center happens member by member – not rep by rep.

Set Rep Login Permissions

Permission assignments allow you to limit the access the reps will have to the Member Information Center (MIC). Permissions exist to allow members to pay bills, change their company profile, post deals or jobs, view reports, modify their own information, and other. These permissions are grouped together in permission sets. Permission sets are a named group of individual rights that are granted to a rep.

Four permission sets are created by default but others may be created as needed. Click a section below to learn more. Using the automatic inherited rights assignment that is based on the role assignment of Primary, Billing, or Standard may be all you need. Four permission sets are available by default but others may be created as needed: These permission sets may also be modified to fit your specific needs but they may not be deleted.

  • Primary permissions give all rights to everything in the Member Information Center. They also have rights to modify and create additional reps.
  • Standard permissions only allow registration for events and to change their own login credentials. View only rights are available to the rest of the information. No rights are given to view reports.
  • Finance permissions includes same rights as Standard permissions but additional rights to pay bills, access to the Business Information and to view reports.
  • Prospect permissions include rights to change login/password but view only rights to their webpage and member information. This permission set is automatically applied to all reps that belong to a member with Prospective membership status.

NOTE: One additional set may appear in your list of permission sets. *MembertoRepTransition permissions set was created by the system during a short time period during September 2013. The set was created automatically when a member logged in with a Member Login and then was asked to create a Rep login with a goal of transitioning your members to a representative login. It applied only to those with Member Information Center v3 enabled at that time. This automatic creation has since been disabled and the process replaced with changes that occurred in the February 2014 software release. If you have any reps assigned to this set, feel free to leave them in that set if all is working correctly, or rename the set to something more meaningful to you or assign the reps to other sets that meet your needs better.

Understanding Inherited Permissions

For many users, the automatic inherited rights will be all that is ever needed to manage the permissions needed for your members to access the Member Information Center.

Watch a video describing how inherited permissions work Vid.png

Inherited permissions will be granted by default based on the role assignment check-marks in the Personal Information section on the member's Reps tab.

Rep Personal Info.JPG

A rep marked as Primary Contact will automatically be given the Primary permission set. A rep marked as Billing Contact will automatically be given the Billing permission set.

Create Custom Permission Sets

If the default permission sets of Primary, Billing and Standard are not sufficient, any rep may be assigned a custom permission set.

1. Create and assign a custom permission set.

2. Once a custom set is assigned, your override will be maintained. Changes to the role assignment checkbox will no longer change the permission to the inherited permission set.


Inherit3.jpg

Figure: Sample of how a custom permission set assignment appears


3. If automatic inheritance is desired instead of the custom permission set, change the permission set back to the default set that should be inherited. This rep will resume the automatic inheritance.


Inherit4.jpg

Figure: Sample of how inherited permission sets appear


Note: If you have Custom Set assigned to your reps and you are not sure why, watch this video – starting at 2:51 to hear an explanation of how to manage these sets that were imported after 2/21/2014 due to rep permission changes that happened.


Inherit5.jpg


Specific Rep Permissions

Reps may be limited in what they can access in the Member information Center by using permission assignments. These individual permissions are then grouped together and saved as a permission set and then assigned to a rep.

Tip: Take advantage of the default permission sets that are already created. You may find that these already have your desired permissions selected or that minor tweaking will make them work great for your needs. These default sets in combination with automatic inheritance of these permissions will make handling permissions very simple. However, custom options are available if needed.
Definition of drop-down permission options:
Read/Write – full access granted to this particular area
Read Only – ability only to view this particular area
Disabled – this particular is not visible at all
Enabled – this area is available (same as Read/Write)
Register Only – available only on the Events selection (same as Read Only but allows event registration)
Permission Checkboxes

The MIC permissions displayed are controlled by the global Member Login Area Options & Settings . Click here for more instruction on setting the available MIC permissions.

The checkbox must be selected in order to allow any permissions in this section. Removing the checkmark from Member Info would remove all access to the areas in that section. For example, "Member Info" must be selected to allow any permissions in this section.


Permissions in MIC CP.jpg


Click Here to view a list and description of the permissions options.

Managing Rep Permission Sets

Create a Permission Set

Note: The permissions available here are controlled under Setup-> Member Login Area Options and Settings.

  1. Click Setup in the left-hand menu.
  2. Click Manage Permission Sets in the Member Options area.
    Manage Permissions Sets CP.JPG
  3. Click New Permission Set.
  4. Type the name of the new permission set in the Permission Set Name: field.
  5. Select desired permissions. Note: If individual items are enabled, make sure to also select the checkbox for the heading of that section.
  6. Click Save Permissions.
  7. Click Close.
Delete a Permission Set

When deleting a custom permission set, the rights assigned to a rep will be reverted back to their inherited permissions.

  1. Click Setup in the left-hand menu.
  2. Click Manage Permission Sets in the Member Options area.
  3. Click the x at the end of the row of the desired permission set to be deleted.
  4. Click OK to the warning message.

The permission set is now deleted.

Assign a Permission Set

1. Click Members in the left-hand menu.

2. Select the desired member and click the Reps tab.

3. Select the desired rep.

4. Scroll to the bottom of the screen and open the “Login Permissions for …” area.

5. Click View and Manage Permissions.

6. Click OK to acknowledge that changes made to a permission set will apply to all reps assigned to that set and not just this individual rep

7. Make desired changes to the set or create and assign a new set to this individual.

8. Click Save.

Reporting on Assigned Permission Sets

A list of the assigned permissions sets is available when running the custom rep report.

1. Click Reports in the left-hand menu.

2. Type “custom” in the Report Finder Search field. Click Search

3. Click the green arrow in the Reports window to the right of the Custom Representative Report.

4. Click the category where the desired field is located in the list of Available Fields.

5. Click the check box in front of the desired fields, making sure to include the Rep Permission Set field under the Rep Contact Information category.


Managerepperm.jpg


6. Continue following standard instructions for creating a custom report.

7. The report will display the assigned permission set.


Modify Contact Information for a Rep

  1. On the Reps tab, click the desired rep’s name in the List of Representatives area. The selected row will show in yellow.
  2. Edit the fields in the Personal Information area.
    Modify Rep Personal Information CP.JPG
  3. Click Save

Note: You can click copy business information to copy all contact information from the General tab to this rep. All fields are copied which include the phone numbers and email address.

Rep Bio Information

You may add bio information for a rep either from the database, or the rep may update their own information in the MIC. Personal Bios will only be displayed if the rep is in a group which displays publicly, not member web pages in the directory. 1000 characters max.

Click here for more information on how to set up display of bio information for groups.

Smallest.png

NOTE: When creating a Personal biography, if the 1000 character limit has been reached, a message will appear indicating the total you've reached (which includes HTML markup) so you can reduce your amount by that many. This occurs for either staff in the back office or members in the Member Information Center.

Remove/Inactivate a Rep

Inactive status is reserved 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. Removing a rep should be limited to a rep that was created by mistake. History and all reference to this rep would be removed.

  1. For the desired member, click the Reps tab.
  2. In the Lists of Representatives tick the check-box for the rep you wish to in-activate/remove.
  3. Click the Remove/Inactivate Reps link.
  4. Choose one of the following options:
    • Set rep as inactive and leave in current groups: This option will set the rep as inactive (and deactivate MIC log-in credentials), but leave the rep in any groups he/she is participating in.
    • Set rep as inactive and remove from groups: This option will set the rep as inactive (and deactivate MIC log-in credentials), and remove from any groups he/she is participating in. This will remove from ALL groups.
    • Set rep as inactive and inactivate in groups: This option will set the rep as inactive (and deactivate MIC log-in credentials), and deactivate in any groups he/she is participating in. When deactivated in a group, the ep would not receive email notifications sent to the group. This will deactivate in ALL groups. If you wish the rep to remain active in certain groups, select this option, then reactivate in the individual groups.
    • Delete rep records and remove from groups: This option will permanently delete the representative. This is not recommended practice, as historical information is maintained about reps in the database, and all will be deleted. If deleted, and you wish to restore, GrowthZone can do so, but fees will be applied.
  5. Click Continue.

Reactivate a Rep

The rep may need to be reassigned to groups if the rep was originally removed from groups when inactivated.

  1. On the Reps tab, click the check box in front of the desired rep’s name in the List of Representatives area.
  2. Click to the Rep is currently active with this member check box in the Personal Information area.
  3. Click Save.

Note: Representative History will keep track of the members that this rep has been assigned. To view the history, locate the rep under Members->Reps tab. Open the Personal Information area and click History which is located after the “Rep is currently active with this member” checkbox.

Reassign a Rep

Once a rep is in the database, they may be reassigned to another member instead of deleting and then recreating the rep as this would eliminate any history and group associations.

  1. On the Reps tab, click the check box in front of the desired rep’s name in the List of Representatives area.
  2. Click Reassign Selected Reps.
    Reassign Rep.JPG
  3. Click Assign to a different member or Assign to no member Community Member. See Community Member for more information.
  4. Click Continue.
  5. If Assign to no member Community Member was selected, the task is complete. If Assign to a different member was selected, click the desired member in the Member Look-up screen.

Note: Representative History will keep track of the members that this rep has been assigned. To view the history, locate the rep under the Members & Reps tab. Open the Personal Information area and click History which is located after the “Rep is currently active with this member” checkbox.

Add Custom fields for a Rep

Custom Fields are designed to give ultimate flexibility in managing your data. When adding a custom field, you will create a database field that is available across all member records for tracking additional desired information.

Custom Field Types

  • Text: Displays a field where text can be entered. Maximum size: 8000 characters
  • Boolean (True/False): Displays a check box that can be selected or cleared.
  • Date/Time: Displays a field where a date can be entered in many formats i.e. 9-7-06, 9-7-06, Sep 7 2006, Sep 7 06, 9/7/06 but once saved, will always display in the following format: 09/07/2006
  • Number - Integer: Displays a field where whole numbers may be entered. Maximum size: 10 whole numbers
  • Number - Decimal: Displays a field where numbers with up to 2 decimal values may be entered. Maximum size: 14 whole numbers, 2 decimal values
  • Drop Down List: Displays your designated list of options that may be selected.
Add a Rep Custom Field
  1. On the member's Reps tab click Add/Edit Custom Fields in the Custom Fields area.
    Custom Field Information CP.JPG
  2. Click Add a Field.
  3. Type desired field name (maximum characters: 128)
  4. Click the Data Type arrow.
  5. Click the desired data type.
    • If the selected data type is Text, type the desired Text Size.
    • If the selected data type is Drop Down List, enter the desired list of items.
    MemberManagement.1.26.2.jpg
  6. Click Continue.
  7. Click Save & Exit.
Edit a Rep Custom Field - Drop down list

If you wish to add additional options to a custom field that has been setup as a drop-down list:

  1. On the member's Reps tab, click the Add/Edit Custom Fields in the Custom Fields area.
    Edit custom field.JPG
  2. Click the Edit Items link for the field you wish to update. The edit items link is only displayed for custom fields that have been setup as Drop-down.
    Edit custom1.JPG
  3. Enter the additional choices you wish to include in the drop-down list. NOTE: 3 textboxes are available by default for your choices, if additional choices need to be added, click the New purple plus.jpg icon.
  4. Click Continue.
  5. Click Save & Exit.
Remove a Custom Field
  1. On the member's Reps tab', click Add/Edit Custom Fields in the Custom Fields area.
  2. Click the check box at the end of the row of the Field Name that you wish to remove.
  3. Click Remove Selected Fields.
  4. Click Save & Exit.

NOTE: All data in the custom field will be deleted.

Rename a Custom Field
  1. On the member's Reps tab, click Add/Edit Custom Fields in the Custom Fields area.
  2. Click in the text of the Field Name.
  3. Make the desired field name change.
  4. Click Save & Exit.
Change the Sort Order for Custom Field Display
  1. On the member's Reps tab, click Add/Edit Custom Fields in the Custom Fields area.
  2. Click and drag the field to the desired location.
  3. Click Save & Exit.

Send Email to Rep(s)

Send Email is an option located multiple places throughout the software. The Send Email button on the Reps tab is used to generate a quick email to a particular representative(s).

Send an Email to an individual Rep

  1. On the Reps tab, click the desired rep’s name in the List of Representatives. The selected row will show in yellow. Or click the checkbox in front of the desired representative name.
  2. Hover over Send email and select Email with ChamberMaster / GrowthZone or Email with Outlook. See Email Sending Options for more information.
  3. If selecting Email with ChamberMaster / GrowthZone, complete the Send an email screen OR if selecting Email with Outlook, complete your own email screen and send using your own familiar steps.
    Send an email to rep.JPG

Send an email to multiple reps

  1. On the member's Reps tab, click to select the check mark in front of the desired reps to be emailed in the List of Representatives area.
  2. Hover over Send email and select Email with ChamberMaster / GrowthZone or Email with Outlook. See Email Sending Options for more information.
  3. If selecting Email with ChamberMaster / GrowthZone, complete the Send an email screen OR if selecting Email with Outlook, complete your own email screen and send using your own familiar steps.
    Member Management-Send email to rep(s)-MemberManagement.1.35.2.jpg

Print label for a Rep

Printing labels is a function you can do in multiple places throughout the software. The Print Labels button on the Reps tab is used to generate a quick label to a particular representative.

  1. On the member's Reps tab, click the desired rep’s name in the "List of Representatives" area. The selected row will show in yellow.
  2. Click Print Labels.
  3. Complete the Mailing Labels screen.
    Printlabel.jpg
  4. Click View/Print Labels.
  5. From the File menu, click Print. Make desired selections and click OK.

Note: The label data may be downloaded to a comma separated value file by selecting "Download Labels".

Set Display Preferences for a Rep

The Display Preferences for a rep determine what other members see about this rep in the Member Information Center (MIC) or what should the public see about them in the public directory listing. Select the display preferences for this representative. The Display Preferences can be configured in the database, and/or the rep may view and modify the selections in the MIC under Personal Information. The members' ability to set these selections depend on the Permission setting titled Individual Profile.

  1. On the member's Reps tab, click the desired rep’s name in the "List of Representatives" area. The selected row will show in yellow.
  2. In the Display Preferences section, select what information to display publicly, and what information to display in the MIC.
    Display Preferences 2020.jpg
  3. Click Save.

NOTE: Defaults for these setting can be specified under Setup > Define Default Rep Preferences in the Member Options section.

Manage Rep Group Participation

Member representatives may be grouped together to assist office staff in working with these reps as one entity. For instance, a task force designed to work with technology may belong to a group named Technology Task Force. When a mailing goes out to these individuals, you may select the Technology Task Force group and generate mailing labels specifically for these members. These groups are created in the Groupsmodule. Once created, reps may be assigned to these groups either in the Groups module or in the Members module on the Reps. tab.

Click Here for further information on creating groups.

Assign a Rep to a group

  1. On the member's Repstab, click the desired rep’s name in the List of Representatives area. The selected row will show in yellow.
  2. Click Join a Group in the Group Participation area.
  3. Click the desired group name in the Choose Groups list.
  4. Click the top double-headed arrow to move the desired group to the Selected Groups list.
    Member Management-Modify Group Participation-MemberManagement.1.39.1.jpg
Click Continue..

Remove a Rep from a group

  1. On the member's Reps tab, click the desired rep’s name in the List of Representatives area. The selected row will show in yellow.
  2. Click to select the check box in front of the Group Name that you wish to remove.
  3. Click Remove Rep from Selected Groups.
  4. Click OK.

Disable a Rep within a group

Reps that are disabled will not receive communication when this group is selected to receive an email. Using the Disabled selection is a good way to remember groups that a rep has participated in but not included them in mailings at this time.

  1. On the member's Reps tab, click the desired rep’s name in the List of Representatives area. The selected row will show in yellow.
  2. Click the name of the group that you wish to disable for this rep.
  3. Click to select the >Disable in this groupcheckbox.
    Member Management-Modify Group Participation-MemberManagement.1.39.2.jpg
  4. Click Close.

Note: Disabled reps will not display by default when viewing the Group roster in the Groups module. Click Show Disabled Group Members.

Impersonate a representative in the Member Information Center

Staff may “impersonate” a representative in order to see what the rep would see in the Member Information Center and perform tasks on their behalf.

  1. Click Members in the left-hand menu.
  2. Click the Reps tab.
  3. Click the desired rep in the list of Representatives.
  4. If the representative has a login and password assigned to them and “Allow login to MIC” is selected as a permission in their assigned permission set, then a [Login] link will appear after the representatives’ name.
    Rep login link.png
    Note: If the representative does not have a login see Creating Rep Login/Password
  5. Click the Login link next to the representative’s name.
  6. The Member Information Center (MIC) will open in a new browser window where you can function as if you were that representative. This will allow you to change settings, pay bills, or view things as they would see them. A reminder of your impersonation is displayed at the top of this screen.
  7. When finished, close that browser window instead of choosing the Member Info Center Logout choice. This way you will remain logged in as the staff person in the original browser window.

Manage Member Account Information

Manage Billing Contact

Add a New Billing Rep

  1. On the Account tab, click select a billing rep in the General Information area. NOTE: This options is only available when a billing rep has not previously be selected.
    Acct General Info.JPG
  2. Click the desired rep name in the Choose a representative list box. If the desired rep is not listed, you may add a rep to this list by selecting Add a New Rep
  3. Click Continue.

Change a Billing Rep

  1. On the member's Account tab, click Change Billing Rep in the General Information area.
    Change Billing Rep CP.JPG
  2. Click the desired rep name in the Choose a representative list box.
    Select new billing rep CP.JPG
  3. Click Continue.

Remove a Billing Rep

  1. On the Account tab, click remove billing rep in the General Information area.

Notes and Tips:

  • The Billing rep may also be selected or removed on the Reps tab. The checkbox "Billing Contact" under "Personal Information" can be selected there instead of making the change on the Account tab
  • The Billing rep and their billing contact preference may also be selected/changed by the member in the Member Information Center if they have the proper permissions.
  • The address of the Billing rep is the address that invoices are sent to by default.
  • Integrated billing: If a Billing rep is changed to a different person or a different address after an invoice has been created, the old invoice will not automatically be updated with the new address. To update the old invoice to the name/address of the new Billing rep, click into the invoice, click edit in the "Bill To:" box, and click "choose rep" and select the appropriate new name.

Modify Billing Renewal Month

Renewal month is the month that the member begins their membership term with you. It is also used when selecting which members should be included in the invoice batch – select members by renewal month.

Note: Each fee item may also have a designated Renewal Month making it so you can invoice the membership fee on a particular month and other recurring fees on another month. This field is only setting the default value for their account.

  1. On the member's Account tab, click the Renewal Month arrow to drop-down arrow.
    Change Renewal Month CP.JPG
  2. Click the desired month.
  3. Click Save.

Editing/Assigning Recurring Fees and Dues

Fees/dues assigned to the member can be set as recurring regularly or added as something to invoice only one time. Once they have been assigned to their account, they can be invoiced under Billing->Invoices (Integrated Billing) or under QuickBooks->Recurring Invoices.

Mem Fees and Dues CP.JPG

NOTE: The Next Billed column in the Membership Fees and Dues area reflects the name of the monthly batch that this fee/due will be included in or already has been included in. This column will automatically display the next billing month when the current date passes that month. For instance, if the current date is February 2017 and a fee/due is set to be billed in February 2017, the Next Billed column will display February 2017 until March 1, 2017; then it will automatically switch and display February 2018. To see if a particular fee/due has been billed, refer to the transactions displayed in the Transaction History area.

Adding a Fee or Due to a Member’s Account

  1. On the Account tab, click Assign Fee Items in the Membership Dues and Fees area.
    Mem Fees and Dues CP.JPG
  2. In the Fee item list, select the appropriate fee or due.
    Assign Fee Item CP.JPG
  3. Enter a Description of the fee item.
  4. Accept or over-write the default Fee Amount. The default value is the fee amount associated to the item when it was first created.
  5. Quantity - enter the quantity of this fee item.
  6. Select the Billing Cycle. The cycle selected will drive the frequency at which the fee item will be billed. For example, if the fee item is $1200 and you select monthly, $100 per month will be the monthly recurring fee item.
  7. Select the renewal month from the every drop-down list.
  8. Select the Status of this fee item. See below for information on setting up a fee In Date Range.
  9. Select the contact to whom the invoice for this fee item should be sent from the Bill To: drop-down list.
  10. Charge to ACH, debit or credit card: Click the radio button if you wish to automatically charge this fee item to a credit card, or to a bank account. Click here for further information on setting up e-payments.
  11. Click Save & Exit.

NOTES:

  • To make sure this fee item is included in the recurring invoice batch, set the Billing Cycle to a frequency of Annual, Semi-Annual, Quarterly, or Monthly.
  • In the Standard edition or below, fee item frequency starts on the Renewal Month specified on the Members account and does not have an option within each fee assignment for a different month.
  • If the Status on a Fee Item is set to Active in Date Range, (only available with Plus edition or greater) an option is available to place a start date and expiration on a fee item.
  • Charge to ACH, debit or credit card selection displays options for setting the fee to be automatically billed.

Removing a Fee or Due

  1. On the Account tab, click to select the check box in front of the fee/due that you wish to remove.
  2. Click Remove Selected Fee Items.

Editing Fee or Due Information (for this member only)

  1. On the Account tab, click the name of the fee/due that you wish to edit.
  2. Edit the desired fields.
  3. Click Save & Exit.

Note: Fees can be modified for all users globally under Setup->Fee Items List (Integrated Billing) or under QuickBooks->Fee Items tab.

Assign Fee with Start and Stop Date

Note: This applies to users with Plus Edition or greater

While creating or modifying a Fee Item assignment on a Member’s account, a Status of Active in Date Range may be specified. This will allow a start date and expiration date to be assigned to this particular Fee Item.


Active in Date Range CP.JPG

Setup automatic recurring credit card or ACH billing

You can allow your members to save their payment information for re-use and you can setup their dues billing to use that saved information as well.

How It Works

With stored payments enabled, members who are paying online for membership or simply an event registration will have the option to save their credit card information. The next time they need to make a payment they can select a saved card and that will save them the time spent entering that information. All credit card information is stored within Authorize.Net's Customer Information Manager (CIM) which provides a secure method of storing credit/debit card or bank account information.

As an added benefit with saved cards/bank accounts enabled your staff can setup a member's account to automatically bill their saved card for their membership dues.

Requirements

  • Must use Authorize.net or Integrated Payment Processing (Stripe) as your payment processor.
  • Need to have the Customer Information Manager enabled on your Authorize.net Account. See instructions for setting this up here.
  • Must have a plus edition or higher version database.

Setup

  1. Setup your Authorize.net account to allow for saved card and bank account information.
  2. Enable ability to securely store and access epayment profiles in ChamberMaster / GrowthZone
    1. Go to Setup
    2. Open the Billing Options and Settings
    3. Expand the Credit Cards section
    4. Enable Securely store credit/debit card information for re-use
    5. (Optional) If eChecks is enabled with Authorize.Net (ACH), then enable the ability to Allow payment with bank account information
    6. Click Save
  3. Setup and assign the recurring fee amounts on your customer accounts, which includes assigning the fee and adding an epayment profile.
  4. Create the monthly epayment batch which immediately charges their account and creates the billing transaction(s) in ChamberMaster / GrowthZone


*Requires Integrated Billing; Authorize.NET AIM integration; CIM enabled at Authorize.NET for credit/debit card management; and eCheck enabled at Authorize.NET for ACH bank drafts. Note: Authorize.NET gateway emulators are not supported at this time.
Note to legacy ‘ACH’ users: In order to integrate the recurring automatic ACH selection with the option that we've called "ACH" for many years, we renamed the old "ACH" selections to "Manual epayment" (Oct 2014). It still works the way it used to but now the new automated selections are integrated into these same choices.

Check a Member's Current Balance

The General Information area on the Account tab contains standard account settings such as renewal month, billing contact, billing notes, preference for output and a field displaying an automatically updated balance

Current Balance CP.JPG


The Current Balance displays the sum of all invoices and payments recorded. Balances displayed in red indicate an amount owed. Balances displayed in black indicate payments that meet or exceed current invoice totals.

Voluntary fees, if any exist, will not be included in the Current Balance but will display separately next to the balance amount, as shown above.


(QuickBooks CQI only) Balances will display the word UNKNOWN when using with QuickBooks CQI. An update of the balance has not taken place yet. Click Refresh QuickBooks data to update the account balance for this member. The connection to QuickBooks must be functioning properly for the balance to refresh.

MemberManagement.1.66.3.jpg

Invoice a One-Time Item

  1. On the Account tab, ensure that the one-time fee has been added in the Membership Fees and Dues area. If not, click Assign Fee Items and add the one-time fee.
    Invoice Now CP.JPG
  2. Click invoice now in the Frequency column for the desired one-time fee.
    Invoice Options CP.JPG
  3. Edit the Invoice Options fields or make desired changes to invoice fields. CQI Users Only: Ensure that the check box(es) in front of the desired invoice items are selected. You may click to select any or all one-time fees to be included on this invoice.
  4. Click Create Invoice Now (CQI) or click Save (Integrated Billing). The invoice is automatically created at this time.

Note: If connected via the CQI, the QuickBooks connection must be active in order to complete this transaction.


Member Management-Invoice a one-time item-MemberManagement.1.76.3.jpg
Figure 3: Invoice One-Time Item (Integrated Billing example)

Viewing transaction history (QuickBooks using CQI)

Invoice Activity (QuickBooks integration only) Invoice Activity displays all invoices for this member by reading QuickBooks data (QuickBooks integration only). Invoices are not generated here but the list can be sorted, printed, or downloaded. With QuickBooks Integration you may need to click Refresh QuickBooks Data in order to view the current list of invoices.

Figure 5-18 Invoice Activity (QuickBooks integration only) Sort the invoice list 1. On the Account tab, click the heading of the desired column in the Invoice Activity area. The screen will refresh and be sorted in ascending order according to the selected column. With QuickBooks integration, you may wish to update the invoice list by selecting Refresh All Invoices/Payments at the bottom of the screen or by clicking Refresh QuickBooks Data at the top of the screen. Print the invoice list 1. On the Account tab, click Print Invoice List in the Invoice Activity area. 2. The desired output will display on the screen. On the File menu, click Print or click Print at the bottom of the screen. 3. Click to select the desired printer and click Print. 4. Click Close. Download the invoice list 1. On the Account tab, click Download Invoice List in the Invoice Activity area. 2. Follow the prompts on your screen to either open or save the Comma Separated Value (.csv) file. If the data is displayed immediately, you may wish to select Save from the File menu to ensure this data is available for viewing at a later time. Payment Activity (QuickBooks Integration only) With QuickBooks Integration you may need to click Refresh QuickBooks Data in order to view the current list of payments. If the member has never been created in QuickBooks, member synchronization must happen first. See Chapter 5, “Manage Account Information” - - General Information, Synchronization for more information. Payment Activity displays all payments for this member by reading QuickBooks data (QuickBooks integration only) or from the integrated billing program. Payments are not entered here but the list can be sorted, printed, or downloaded.

Sort the payment list

With QuickBooks integration, you may wish to update the payment list by selecting Refresh All Invoices/Payments at the bottom of the screen or by clicking Refresh QuickBooks Data at the top of the screen. On the Account tab, click the heading of the desired column in the Payment Activity area. The screen will refresh and be sorted in ascending order according to the selected column.

Print the payment list

  1. On the Account tab, click Print Payment List in the Payment Activity area. The desired output will display on the screen. On the File menu, click Print or click Print at the bottom of the screen.
  2. Click to select the desired printer and click Print.
  3. Click Close.

Download the payment list

  1. On the Account tab, click Download Payment List in the Payment Activity area.
  2. Follow the prompts on your screen to either open or save the Comma Separated Value (.csv) file. If the data is displayed immediately, you may wish to select Save from the File menu to ensure this data is available for viewing at a later time.

Transaction History (Integrated Billing)

Transaction History displays all invoices, payments, credits, and sales receipts from integrated Billing. New invoices, sales receipts, payments, and credits may be created here by those with Finance or Administrator permission.


Transaction History CP.JPG
Transaction History (Integrated Billing Only)


Sort the Payment List

1. On the Account tab, click the heading of the desired column in the Transaction History area. The screen will refresh and be sorted in ascending order according to the selected column. Click the column title again to sort in descending order.

Filter the Transaction History view

1. On the Account tab, click the arrow in the View dropdown list. Select the desired view selection.

2. Click more… to view transaction from a different date range.


Tran hist2.jpg
Filter Transaction History

Edit Member Web Display Information

Information and settings related to the member’s online directory listing is modified on the Web tab. Changes made here are automatically reflected in the online directory. The member may also modify these items in the Member Information Center (with proper permissions).

Edit Web Contact Information

If the Web Contact Information is dimmed, the company information is being pulled from the General tab and cannot be changed here. Make editing changes on the General tab in the Contact Information area. If the Member Information page in the Business Directory should display different information than the Contact Information on the General tab, click to clear the Use Company Information check box.

  1. On the Web tab, edit the fields in the Company Information area.
  2. Click Save.
    Web Contact Information CP.JPG

Edit Member Social Network Services

Social Network Services with a check-mark will be displayed on the Member Information Page.

  1. Click the check-box for the Social Network to be displayed
  2. Enter desired links.
  3. Click Save.
NOTE: The available social networks may be configured under Setup > General Options & Settings.

Update Member Web Display Participation Options

Select Basic or Enhanced Listing

There are three levels of participation in the online directory: Non-member, Basic Package, and Enhanced Package. The level chosen determines what selections will be available in the Web Participation Options area, the Web Description / Text Content area, and the Web Photos & Images area on the Web tab. The default level is the Basic Package but may be upgraded to Enhanced Package or downgraded to the Non-Member selection.


  • Non-Member: Non-members may have their business name, address, and phone number displayed in the online directory search results but their business name cannot be hyperlinked to their Member Information page. Only three Display Attributes are available for Non-Members: Does not Display on Web , Hide Social Networks and Web Link on Search Results. Check the Does Not Display on Web check box if this member should not display in the online directory search results. Check the Web Link on Search Results check box if this member should have a Visit our website link in the search results. Web Description/Text Content may be completed but will not be displayed on the web site. The Non-Member Web Participation package is not automatically selected when Non-Member Membership Status is selected on the General tab. These selections are made independently.
  • Basic Package: Members belonging to the Basic Package may have their member name, address, and phone number displayed in the online directory search results and may choose to have their business name hyperlinked to their Member Information page. All Display Attributes are available to members in the Basic Package. The Web Description / Text Context area includes the following fields: Description, Hours of Operation, Driving Directions, and 240 characters for Keywords. Web Photos and Images are not available.
  • Enhanced Package: Members belonging to the Enhanced Package may have their member name, address, and phone number displayed in the online directory search results and may choose to have their member name hyperlinked to their Member Information page. All Display Attributes are available to members in the Enhanced Package. The Web Description / Text Content area includes the following fields: Description, Results Summary, Hours of Operation, Driving Directions, Additional Bulleted Description, and unlimited characters for Keywords. All Web Photos & Images selections are available which include a search results icon, logo image, a photo gallery, video, and a map image selection. This option is available if you have purchased the Pro or Premier edition, or the Marketing Add-on package.

Upgrade Web Participation to Enhanced

Note: The Enhanced Package is only available in the Pro or Premier Package, or to those who have purchased the Marketing Package add-on. Refer to http://www.chambermaster.com/pricingFeatures] for updated products and pricing. .
  1. On the Web tab, click the Web Participation arrow in the Web Participation Options area.
  2. Select Enhanced.
  3. Click Save.

Configure Display Attributes (Web Participation Options)

Display Attributes determine the display options in the online directory and settings in the Member Information Center area. Display Attributes.

To edit the Web Participation Options:

  1. On the Web tab, select the check box in front of the desired attribute.
    Web Participation Options CP.JPG
    • Does Not Display on Web: Member will not display in the online directory
    • Disable Login: Access is denied for this member and all their reps to the Member Information Center
    • No Web Link on Member Page: Members web site link will not display on their Member Information page
    • Cannot Buy Ads/Hot Deals: Member is denied access to purchase Ads/Hot Deals in the Member Information Center
    • Disable Member Info Page: Member will be displayed in the Business Directory but they will not be hyperlinked to their Member Information Page
    • Hide Social Networks: Members’ social network addresses will not display on their Member Information Page
    • Web Link on Search Results: Member will have a Visit our website link displayed in the online directory search results.
    NOTE: When Web Participation is set to Non-Member, only three Display Attributes are available: Does Not Display on Web, Hide Social Networks and Web Link on Search Results.
  2. Click Save.

Generate Member Info Page URL

This function allows you to generate a URL to open this members information page directly.

  1. On the member's Web tab, click Generate a URL to open this member’s informational page directly in the Web Participation Options section.
    Generate URL CP.jpg
  2. Click Generate Link.
    Link Generator CP.JPG
  3. Triple-click the generated link text to select it.
  4. Right-click the highlighted selection and select Copy.
  5. Click in the desired location, right-click and select Paste.
  6. Click Close Window.

Set the Redirect Index

The Redirect Index indicates where a website visitor is directed when the Member Information Page URL is accessed. When the member is active, this selection should be left with the “blank” selection. The “blank” selection allows the member page URL to be accessed from any location (from the associations’ website or from other place that links directly to the member page.)

The Redirect Index is automatically set to 307-Temporary Redirect to Business Directory when a member is changed to Dropped status. This selection may then be changed to any other selection as desired while the member is in dropped status.

This is particularly useful so that dropped members do not continue to promote their Member Information Page as a website for their customers.

  1. On the member's Web tab, open the Web Participation area.
  2. Select the desired Redirect Index from the drop-down.
    Redirect CP.jpg
  3. Click Save.


MemberManagement.1.50.2.jpg

Edit Web Description and Text Content

Note: Members may also modify this web display information in the Member Information Center.

  1. On the Web tab, edit the fields in the Web Description/Text Context area.
  2. Click Save.

Add Web Photos and Images

NOTE: For members who have been assigned an Enhanced Package, images and videos may be added. Basic Package does not include this feature. The GrowthZone Marketing package is required to have the enhanced option.

Add a logo or Member Information page image

  1. On the Web tab, click Add Image in the Action column of the Image Type that you wish to add in the Web Photos & Images area.
    Note: Enhanced members may add photos and images. Non-member and Basic package participants do not have this feature.
  2. Type the path and file name of the desired graphic file or click Browse to locate and click Open when desired graphic is located.
  3. Click Upload Image.
  4. Click Close Window.

Add an icon to the search results

  1. On the Web tab, click Enable in the Action column of the Search Results Icon in the Web Photos & Images area.
  2. Click Add Image.
  3. Type the path and file name of the desired graphic file or click Browse to locate and click Open when desired graphic is located.
  4. Click Upload Image.
  5. Click Close Window.
    Note: Search Results logo will only display if enabled for your members under Setup > Member Login Area Options and Settings. Make sure Search Results Icon is set to Enabled under Menu Items & Permissions.

Remove a logo, photo, search results icon, or an uploaded map image

  1. On the Web tab, click Remove Image in the Action column of the Image Type that you wish to remove in the Web Photos & Images area.


Change an existing logo, photo, search results icon, or an uploaded map image

  1. On the Web tab, click Change Image in the Action column of the Image Type that you wish to change in the Web Photos & Images area.
  2. Type the path and filename of the desired graphic file or click Browse to locate and click Open when desired graphic is located.
  3. Click Upload Image.
  4. Click Close Window.

Disable the search results icon

  1. On the Web tab, click Disable in the Action column of the Search Results Icon image type. Note: if an image was already uploaded for this Search Results Icon image Type, it will not be removed, only disabled.


Adding Mapping Information

Adding a Map Image

  1. On the member's Web tab, click Uploaded Image in the Web Photos & Images section.
    MemberManagement.1.46.2.jpg
  2. Click Add Image in the Action column.
  3. Type the path and file name of the desired graphic file or click Browse to locate and click Open when desired graphic is located.
  4. Click Upload Image.
  5. Click Close Window.
  6. Click Save

Add a Map to the Member's page

Google Maps are integrated into the online directory and will automatically display a map pin at the location of your identified address. This location, the description on the map pin, and whether the pin even displays may be modified.

  1. On the member's Web tab, click Google Maps in the Web Photos & Images section.
  2. Click the Show on Business Directory radio button in the Search Results Map Information section.
  3. Choose Physical Address from General Tab to use the address entered on the general tab, or select Custom from the drop-down list to enter an address. The map will populate the location based on the address you have entered. If needed, drag the marker to refine your position on the map.
  4. Click Save

You may also manually set the coordinate of a location:

  1. On the member's Web tab, click Manually Set Coordinates.
  2. Enter appropriate GPS coordinates or manually drag the map pin to the desired location. Click the Look Up hyper-link to look up coordinates.
  3. Click Save.

Send Email to Members to Update Contact Information


Keeping your members records up to date can be time-consuming. Your ChamberMaster/MemberZone database includes an email template, Update Your Membership Listing, that you can send to your members, requesting that they update their information via the MIC. The template includes the contact information for the organization, the names of the associated representatives, and basic public listing information. Within the template, your members will also find a link to easily log into the MIC. The template can be used as designed, or you may customize it to meet your organization's needs. See Working with Email Templates for further information on sending emails using templates.

Update Listing.jpg

Manage Member Categories


Assign Member Categories


Categories can be assigned to your members on the member's Advanced tab.

  1. For the desired member, click the Advanced tab.
    Assign Categories.jpg
  2. In the Directory Categories section, click the Assign Categories button.
    Assign Categories 2.jpg
  3. Select the categories to which you wish to assign the Member. NOTE: The first category you select will be marked as the members primary category.
  4. Click Save & Exit.

Change Member Primary Category


  1. For the desired member, click the Advanced tab.
    Change Primary.jpg
  2. Tick the checkbox for the categories from which you wish to remove the member.
  3. Click Remove Selected Categories.

Remove Member from Categories


  1. For the desired member, click the Advanced tab.
    Remove from category.jpg
  2. Tick the radio button for the category you wish to mark as primary.

Manage Member Communications


Log a Call or Note


  1. On the Communication tab of the desired member, click New Communication.
    Log Call CP.JPG
  2. Click Log a Call or Note.
    Log a Call 1 CP.JPG
    • Date of Call - Type the date that the communication occurred. The current date automatically displays but can be edited. Optionally, you may click the calendar icon and select the desired date.
    • Member Rep - Select the name of the member representative that communication was with. Clicking not in list will allow you to add another member representative to the database.
    • Association Rep - Select the staff person who communicated with the member. If the staff person is not in the list, they may be added by selecting Chamber Employees/Reps from the Setup menu prior to selecting Log a Call.
    • Task - Select a task item that indicates the nature of this communication. New task items can be created by selecting Add a New Task Type in the edit task options. These task items are then available as a Task item across all member records. The ability to add new task items is only available to staff with Administrator level permissions.
    • Subject - Type a subject for this call. The Subject is used as a title for this entry. Leaving this field blank results in a title of [not specified], and cannot be changed later. (Maximum characters = 100)
    • Notes - Enter notes for this communication.
  3. Click Save & Exit.

One Row.png

NOTE: It is not possible to log a note for multiple members simultaneously, but, by creatively using Form Letters you can achieve the same outcome. Click here to view a video on how this is done.

Send an Email

Sending an email may be done multiple places throughout the software, any of which will automatically create an entry in the communication history. However, if sending to a single member, choosing Send an Email on the Communication tab streamlines the process by automatically selecting the current member’s email address.

  1. On the member's Communication tab, click New Communication.
  2. Click Email with GrowthZone/ChamberMaster or Email with Outlook.
  3. If selecting
    • Email with GrowthZone/ChamberMaster, edit the desired Send an Email fields. See Figure 4-3 and Table 4-2.
    • If selecting Email with Outlook complete your own email screen and send using your own familiar steps. See Email Sending Options” for more information.
  4. Click Send Email.

NOTE: Selecting to include a carbon copy to sender allows a staff person the ability to store and file emails in their own email program and also the ability to view the email as it will be seen by the recipient.

Send an Email CP.JPG

Select the email address for the one who should receive this email. Names and email addresses displayed here are pulled from the Contact Information area on the General tab and the individual rep’s email addresses on the Rep tab. Edit these locations to change the email addresses displayed here. The email address from the General tab is the default address displayed.

From: Select the email address for the one who should be displayed as the sender. Names and email addresses displayed here are pulled from the current list of staff names. Edit the names and email addresses displayed under Employees/ Reps in the Setup menu to change the email addresses displayed here. The email address of the logged-in staff person is the default address displayed.
Subject: Type a subject for this call. The Subject is used as a title for this entry. Leaving this field blank results in a title of [not specified], which cannot be changed later. (Maximum characters = 100)
Email Text: Type your email message here. Use standard formatting selections to customize your message.
Attachments: To add an attachment click Add/Remove Attachments and follow the directions on the screen.
Include carbon copy to sender: Click to select the Include carbon copy to sender check box to receive a copy of this message at the From address listed above.
Task: Select a task item that indicates the nature of this communication. If the desired task item is not listed, create your own under Setup->Correspondence Categories. These task items are then available as a Task item across all member records. The ability to add new task items is only available to staff with Administrator level permissions.

Create and send a letter or fax

You can create and print letters and fax output using the selection Form Letters under the Communication module. See Creating a Letter and Create and Send Fax Output.

Refer a member using eReferral

The eReferral is designed to accomplish two tasks with a single entry - getting desired member information to a consumer while letting the member know that they’ve been referred.

Pertinent consumer information is entered and then the eReferral tool is used to generate an email message or printout that includes the selected member(s) contact information in referral format.

You can then choose to pass along the consumer's information to the members you referred. Through a separate optional email message, your member(s) are informed that their business information was passed on to an interested consumer. In turn the consumer's information is provided to your members so they can, if they so choose, provide additional outreach to that consumer.

Why use eReferrals?

eReferrals allow you to show give your members' information to consumers when they ask for it. At the same time you can choose to send that consumer's information to your members giving them a lead.
Every eReferral is recorded allowing you to show your members the value that you are giving them. Each referral means you are pointing customers to their business.
Take for example, a consumer that calls and asks for a list of restaurants in your area. You enter their contact information in the eReferral screen. After selecting the Restaurant category members as your designated recipients, you click one button to email the detailed restaurant list with addresses, phone numbers, and web site address to the consumer. Then you click one additional button to send an email to the restaurant members with a message indicating that they have been referred. All these steps are handled under one screen.

If you don't want to send an email to your members that's no problem. You can still record that you referred a member to them so they can see or be shown the added benefit of their membership with your association.

Send and Record an eReferral

  1. Click the Add button at the top of your database.
  2. Choose eReferral
Quick steps to send an eReferral

Details

  1. Click the Add button at the top of your database.
  2. Choose eReferral
  3. Enter in as much or as little Potential Customer information as desired.
  4. Select the members you wish to refer.
    You can select members by name or category. You can also select specific representatives by name or by group.
    Add Referral Recipients
    When selecting members by name or category you can expand the advanced filter section and filter by boolean type (checkbox) member custom fields.
    eReferral Advanced Filter Options
  5. Check off and remove any records you wish to exclude by clicking Remove Selected Recipients
  6. Click Preview final referral recipients list with options to print/email potential customer
    View, Print or Email the referral information
  7. Review the information and at the bottom you can print or email this list to the potential customer.
  8. In the Referral Recipient Options you can select the desired Lead Source (see eReferral Settings below to set up lead sources)
  9. Check or uncheck Send email to Referral Recipients
    Checked will send an email using the options below to those being referred and will record it in the member's communication history.
    Unchecked will just record the eReferral in the member's communication history and will not send an email to your members.
  10. Adjust your Email From, Include Carbon Copy, Subject Line and modify your Message with details about the potential customer if desired.
  11. Click Send and Record Referral or Record Referral

Change Default eReferral Settings

  1. Click Setup on the main left menu.
  2. In the Information Request section click eReferral Settings/Options
  3. Specify the default eMail From:
  4. Customize the default subject and message for the email being sent to your members.
  5. Customize the default subject and message for the email being sent to the consumer.
  6. If you are using multiple lead sources edit your list of lead sources.
    The first item in the list will be the default lead source.
    Lead source list can be blank. This is an optional field.
  7. Click Save and Exit

Create a reminder

Follow-up reminders may be specified for any communication history item which will display as a Reminder in the Task List on the designated date. Follow-Ups may be designated for another staff member to complete by selecting the desired Rep on the Follow-Up entry.

Member Management-Create a reminder-MemberManagement.1.61.1.jpg

Add a Follow-up to an existing entry

  1. Find the desired communication that requires a follow-up on the members’ Communication tab.
  2. If no follow-up entries currently exist, click add follow-up in the Follow-up column on the Communication tab. If follow-ups entries already exist for an item, click the title of the desired event, then click Add a New Follow-up Entry.
    Add a follow-up
  3. Complete the New Follow-Up Entry screen fields.
  4. Click Save & Exit.
    New Follow-Up Entry

Create new entry and follow-up at the same time

  1. On the Communication tab, click Notes and Follow-Up from the New Communication drop-down menu.
    Select Notes and Follow-UP
  2. Complete the New Correspondence Entry window.
    Create an entry and follow-up at the same time
  3. Click Save.

Printing Labels

  1. On the member's Communication tab, click New Communication.
  2. Click Print Mailing Label.
  3. Click the check box(es) in front of the desired Addressees.
    Printalabel.jpg
  4. Complete the rest of the Mailing Labels screen.
  5. Click View/Print Labels. The desired output will display on the screen.
  6. On the File menu, click Print.
  7. Select the desired printer and click Print.
  8. Click the Close button.
  9. Click Close.

Download label information

  1. On the member's Communication tab, click New Communication.
  2. Click Print Mailing Label.
  3. Click the check box(es) in front of the desired Addressees.
  4. Complete the rest of the Mailing Labels screen.
  5. Click Download Labels.
  6. Follow the prompts on your screen to either open or save the Comma Separated Value (.csv) file. If the data is displayed immediately, you may wish to select Save from the File menu to ensure this data is available for viewing at a later time.

Member Benefit Tracking (COMING SOON)


Pro Edition of the ChamberMaster/MemberZone software provides an easy and efficient way for you to track member benefits, such as free or discounted admission to certain events or free/discounted usage of facilities or other tangible items as part of their membership. As of 2/4/2020 Member Benefit Tracking is in Beta only.

Member Benefit tracking includes:

  • Ability to setup the benefit items and packages for membership types
  • Ability to assign the member a benefit package and show those items available on their account
  • Ability to manually record that those items have been used
  • Ability to see how many items a member has remaining
  • Tracking of event discounts

Define Benefit Packages


The Benefit Package is a grouping of benefit items. Benefit packages are assigned to a member so that all included benefit items can be recorded on members account. Benefit packages can also be assigned to Membership Types so that when a Membership Type is assigned to a member, the package can also be applied.

  1. Click Setup in the left-hand navigation panel.
  2. Click Define Benefit Packages in the Member Options section.
    Benefit Packages 2020.jpg
    The Benefit Packages screen displays a list of all packages you currently have created for your organization, if any.
  3. Click New Benefit Package.
    Benefit Package Details 2020.jpg
  4. Enter the Benefit Package Name.
  5. Enter a Description of the benefit package.
  6. The Status of the Benefit Package will default to Active. When you are no longer using a benefit package, you will be able to set to Inactive.
  7. Select the Benefit Items you wish to include in this package. A list of all active benefit items you currently have created in your system will be displayed. If needed, click the New Benefit Item button to add a new item. See Add New Benefit Item for instructions.
  8. (Optional) Increase the quantity of a single benefit item by clicking the numbered link in the Quantity column.
    Increase Quantity.jpg
    • Enter the desired Package Item Qty.
    • Click Save.
  9. Click Save & Exit.

Add New Benefit Items


When you create Benefit Packages, any active Benefit Items will be available to add to the package, if you wish to create new Benefit Items:

  1. Click Setup in the left-hand navigation panel.
  2. Click Define Benefit Packages in the Member Options section.
    Benefit Packages 2020.jpg
  3. Click the Benefit Package to which you wish to add the new Benefit Item. NOTE: When you create a benefit item, it is available for selection in all of your benefit packages, not just the one within which you created it.
    Benefit Package Details.jpg
  4. Click New Benefit Item.
    Benefit Item 2020.jpg
    • Enter a Name for the benefit item. This name will display to the member when indicating what benefit items are used/available.
    • Enter a general Description of the benefit.
    • Enter Details. This field gives you an opportunity to spell out more details about how the benefit item could be used.
    • Select a Category for this benefit item. Categories are a way by which you will be able to report on the various benefit items. It will help in presenting a summarized view of used/available (75% of Facility Use Benefits have been used, 50% of Event Discounts, 80% of Advertising Benefits used). Default Categories are been seeded into the system: Advertising Benefits, Event Discounts, Facility Use Benefits, Other Money-Saving Benefits. You can add additional categories by clicking the Manage Categories link.
    • Select the Benefit Type: Select Event or Standard.
  5. Click Save & Exit.
  6. If needed, repeat steps 3 - 7 above to add additional Benefit Items.
  7. Click Cancel on the Benefit Package Details screen.

Manage Benefit Categories


Benefit Categories are a way by which you will be able to report on the various benefit items. It will help in presenting a summarized view of used/available (75% of Facility Use Benefits have been used, 50% of Event Discounts, 80% of Advertising Benefits used). Default Categories are been seeded into the system: Advertising Benefits, Event Discounts, Facility Use Benefits, Other Money-Saving Benefits.

Categories.jpg
  1. Click Setup in the left-hand navigation panel.
  2. Click Define Benefit Packages in the Member Options section.
    Benefit Packages 2020.jpg
  3. Click an existing Benefit Package.
  4. Click an existing Benefit Item. Categories defined will be available, to select, for all benefit items regardless of the benefit item you select here.
  5. Click the Manage Categories link.
    Manage categories.jpg
  6. To add a new category, click the Add New Category button.
  7. Enter the name of the new category by overwriting New Benefit Category.
  8. Click Save & Exit.
Add/Remove Benefit Items to/from Existing Benefit Packages

Once you have defined your benefit packages, there may be times that you wish to add additional benefits to those packages. If adding or removing a benefit item from a package or changing quantity, if the package is currently associated to members, you will be prompted to confirm that the change should be applied all members associated to the package.

  1. Click Setup in the left-hand navigation panel.
  2. Click Define Benefit Packages in the Member Options section.
    Update existing package.jpg
  3. Click the link for the package you wish to update.
  4. Select the desired benefit items you wish to add/remove.
  5. Click Save & Exit.
    Confirm Update.jpg
  6. Click Yes if you wish to update this change on packages currently assigned to the package. Click No if this change should only apply on a go forward.

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IMPORTANT: Year over year, we recommend that you create new benefit packages rather than simply adjusting benefit packages. You can easily make copies of your benefit packages to adjust for the new year.
Copy a Benefit Package

To provide efficiencies in creating your Benefit Packages, you can make a copy of a package to rename. For example, if all of your benefit packages start with a base level, you can make a copy to add/tweak the benefits offer in other packages.

One Row.png

IMPORTANT The copy function will also be useful in creating different packages each year. We do not recommend that you simply adjust an existing package if you wish to introduce changes from year to year. We recommend that you create a new package vs. editing an existing package.
  1. Click Setup in the left-hand navigation panel.
  2. Click Define Benefit Packages in the Member Options section.
    Copy Benefit Package.jpg
  3. Click the Copy link for the Benefit Package you wish to copy.
  4. Update the copied Benefit Package as described in
  5. Click Save & Exit.

Assign Benefit Packages to Members


Once your Benefit Packages have been created, you can assign these to your members. You can assign packages "in bulk" or you can assign the packages individually. If you hare just getting started with Benefit Packages or you have change multiple members to a new package, "in bulk" may be the best option. If you have a few new members, and you wish to assign a Benefit Package to them, individually is the most efficient.

Assign Benefit Packages to Members - In Bulk

  1. Click Setup in the left-hand navigation panel.
  2. Click Define Benefit Packages in the Member Options section.
    Benefit Packages 2020.jpg
  3. Click the Assign Benefit Packages tab.
    Assign Benefit Packages.jpg
  4. Select the members you wish to assign packages to from one or many of the following options:
    • Membership Type
    • Membership Status
    • Renewal Month
    • Join Start/End Dates
  5. Click Load/Refresh. The Select Package Assignments section will display a list of all members that meet the criteria entered.
    Select Package Assignments 2020.jpg
  6. Assign the desired package(s) to the members. You can select on package to assign to all by choosing it from the Set All Packages to Assign drop down list, or you can assign packages individually to each member.
  7. By default the Package Names will be set to the name of the Benefit Package. You can over-ride this if you wish. You can set the same name for all by entering it into the Set All Packages Names text-box, or you can change the name individually for each member.
  8. Enter the Start Date and End Date for the Benefit Package(s). You can set these dates for all by entering them in the Set All Start Date and Set All End Date text boxes, or enter them individually.
  9. Click the Assign Packages Now button.

The benefit items, included in the assigned Benefit package, are immediately recorded and displayed as available on members’ Benefit Tracking tab.

Assign Benefit Packages to Members Individually

  1. For the desired member, click the Benefit Tracking tab.
    Assign Benefit Ind.jpg
  2. In the Benefit Packages section, click the Assign Benefit Package button.
    Assign Platinum.jpg
  3. Select the desired Benefit Package from the Package list. All active Benefit Packages will be available for selection.
  4. The Name of the package will default to the name of the Benefit Package. You can change this if you wish.
  5. (Optional) Enter a Start Date and Expiration Date for the package.
  6. Click Assign. The Current Benefits Section and the Benefit Activity sections of the Benefit Tracking tab will automatically be populated with the Benefit Items included in the selected package, as shown below.
Benefit tracking tab 2020.jpg

Record Benefit Usage


Standard Benefit Items can be manually tracked on a member's Benefit Tracking tab. Event Benefit Items can automatically be tracked by tying them to event discounts.

Manually Record Benefit Usage

Benefit usage (for Standard Benefits) can be manually tracked on the member's Benefit Tracking tab.

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NOTE: Standard benefit items must be manually tracked. Event benefit item can be manually tracked, or the usage can be automatically updated if a Benefit Item Discount has been created for the item and tied to an event.
  1. For the desired member, click the Benefit Tracking tab.
    Benefit tracking tab 2020.jpg
  2. In the Benefit Tracking section, click the Record Benefit Usage button.
    Record Benefit Usage.jpg
  3. Click the Record Usage for the desired benefit item.
    Assign Benefit Usage.jpg
  4. Enter the Usage Quantity. This will default to 1. You can change this if needed.
  5. The Usage Date will default to the current date.
  6. (Optional) Enter the name of the person who used the benefit in the Beneficiary Name field.
  7. (Optional) Enter further Usage Description of the benefit usage.
  8. Click Save Usage.

Updates to the benefit usage will be displayed in the Current Benefits Summary and the Benefits Usage section of the member's Benefits Tracking tab.

Edit a Benefit Usage

Once a benefit usage has been entered, you have the ability to go back and make changes. For example: when a staff person records the usage of an item, they may incorrectly indicate who has used the item or put in wrong description.

  1. Click the member's Benefit Tracking tab.
    Delete Benefit Activity.jpg
  2. In the Benefit Activity section, click the link for the benefit usage you wish to change.
    Update Usage.jpg
  3. Make the desired changes, and click Update Usage.
Delete a Benefit Usage

If a staff person accidentally records that someone used a benefit, but later realizes they put it on the wrong member, or they recorded a use that actually didn’t happen, the benefit usage may be deleted.

  1. Click the member's Benefit Tracking tab.
    Delete Benefit Activity.jpg
  2. In the Benefit Activity section, click the link for the benefit usage you wish to delete.
    Delete Benefit Usage.jpg
  3. Click the Delete button.
  4. Click OK to confirm.
Automate Event Benefit Usage Tracking

If benefits that you provide your member include free or discounted event registrations, you can automate the tracking process by creating a Benefit Item Discount for your event.

  1. For the desired event, click the Fees tab.
  2. Expand the Discount Options section if needed.
    Benefit Item Discount.jpg
  3. In the Benefit Item Discount section, click Add Benefit Item.
    Discount - Benefit Item.jpg
  4. Select the Benefit Item that is to be used for this discount. All active benefit items of type Event will be available in the list.
  5. Select the registration fee to which this discount is to be applied from the 'Apply To list. All registration fees that you have setup for the event will be available in the list. This must be a fee that you have setup as member eligible.
  6. Configure the Value/Amount of the discount. For example, if the benefit item provides for free registration, you can set the Use a Flat Fee Amount of to $0.00.
  7. (Optional) Enter a Description for the discount.
  8. Click Save.
How Event Benefit Discounts Work

When an event benefit discount is setup for an event, and option to select the benefit item to be used will be displayed during the registration process. For Example: A benefit item for 2 tickets to the Annual Gala is part of your members benefit package.

Disable a Benefit Package on Member Drop


When a member drops, you may wish to de-activate their membership package.

  1. Drop the member as described in . If the member has a benefit package, the Benefit Packages section will be included on the Drop Member Options screen.
    Disable Package.jpg
  2. Package Status: You can choose to Set as Disabled or Leave Unchanged.

Reporting Benefit Usage


The Member Benefits Report report can be used to review your members' current benefit packages and usage.

  1. Click Reports in the left-hand navigation panel.
  2. Search for the Member Benefits Report.
    Benefit Report.jpg
  3. Enter desired search criteria:
    • Benefit Packages: Select all to view results for all of your benefit packages, or select an individual package from the list.
    • Benefit Items: Select all to view results for all benefit items, or select an individual benefit item from the list.
    • Benefit Item Category: Select all to view results for all categories OR select an individual category from the list.
    • Benefit Item Usage Filter: Select Quantity Used > 0 or Quantity Remaining > 0. If no selection is made, all will be included in the report results.
    • Display Options: Select Summary to view a summarized list of your Benefit Packages, and the members assigned to each. Select Details to view a list of all your benefit packages, the members assigned to those packages, and the benefit item usage.
    • Click Refresh Report.
Member benefit report results.jpg


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NOTE: The report will only display Active packages. If a package has expired it will not be included.

The report can be exported in Excel, PDF or Word format.

View Individual Member Stats


The member's Statstab gives staff the ability to view and print the member’s event activity, web site hit statistics, the member’s Hot Deal hit statistics, and reports showing the member’s accounts receivable billing history, and a profile of the member’s account.

Event Activity

As the Guest List in the Events module is updated to include registered member representatives, the Event Activity list on the member's Stats tab will automatically reflect their attendance. Only those with a status of Registered will appear in the Event Activity list. If their name shows in the Actual Attendees column, that means that they were checked off as actually attended under Events-Guest List- view/edit attendance list or checked off as attended using the app for staff.

Event Activity.PNG

You can print or download the event activity report.

Billing

The member's Stats tab allows staff to pull all accounts receivable history on to one screen for viewing, printing, and exporting. If using QuickBooks integration, the CQI service must be available in order to generate this report. This information is also available under the members' Account tab in the Transaction History area (or Invoice and Payments area if using the CQI connection).

Member Management-Billing-MemberManagement.1.83.1.jpg
  1. On the member's Statstab, click Billing (if not already open).
  2. Click A/R History.
AR History.PNG

You can print or download the invoice list.

Other Individual Member Reports

Member Profile

The Member Profile report will allow staff to view and print information associated with a member’s account. The report will vary in size depending on the selections made.

  1. On the Stats tab, click Other Reports (if not already open). If the Other Reports is already open, clicking it will close the selection.
  2. Click Member Profile.
  3. Click to select the desired check box(es).
  4. Click View/Print Report. You may view the report or also print the report by selecting Print from your browser software. Make desired selections and click OK.
Ind-report.jpg

Member Benefit Report

The Member Benefit Report is a printable listing of membership benefits used by member.

  1. On the member's Stats tab, click Other Reports (if not already open). If the Other Reports is already open, clicking it will close the selection.
  2. Click Member Benefit.
    Ind rep2.jpg
  3. Click Print Report if desired.


Best Practice: Use the member benefit report as a way to let your members know how they are taking advantage of their membership, and benefiting. You may wish to use the mass email functionality afforded by the Member Benefit Batch Print or Email report to reach out to multiple members based on their renewal dates.

Click Here for further information on mass emailing the Member Benefit report.

Member Management FAQ's

Find answers to the most commonly asked questions about Member Management on the FAQ page



Help Documentation

Browse the Member Management Table of Contents