Difference between revisions of "Member Management"

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===Impersonate a representative in the Member Information Center===
 
===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.
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# 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.
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#:[[File:Rep_login_link.png]]
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#: '''Note''': If the representative does not have a login see [[Creating_Rep_Login/Password]]
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# Click the '''Login''' link next to the representative’s name.
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# 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.
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# 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===
 
===Assign login permissions to a rep===

Revision as of 14:15, 12 July 2017

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.

Common Tasks in the Members Module

Manage 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.


width=400px


Member Module Navigation

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


Mem module.png


  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.
  • 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.

How to Add, Drop, Merge Members

Learn how to:

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 Members in the left-hand menu.
  2. On the Add menu, click Member.
    MemberManagement.1.05.1.jpg
    Figure 1-3: Add Member Wizard
  3. When Step 1: Basic Information opens, type the correct member information. See Figure 1-4.
    Note: An immediate warning will appear if trying to create a duplicate member. See more info.
    MemberManagement.1.05.2.jpg
    Figure 1-4: Step 1: Basic Information
    • 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.
  4. Click Next to continue.
  5. When Step 2: Additional Information opens, type the correct member information. See Figure 1-5 and
    MemberManagement.1.05.3.jpg
    Figure 1-5: Step 2: Additional Information
  6. Click Next to continue.
  7. When Step 3: Lodging (not available in all editions) opens, select Enable Lodging for this member if desired. If not, click Next.
  8. When Step 4: Billing Information opens, complete the desired fields and click Next to continue. See Figure 1-6 and
    MemberManagement.1.05.4.jpg
    Figure 1-6: Step 4: Billing Information
  9. When Step 5: Web Display Information opens, complete the desired fields and click Finish to complete the process. See Figure 1-7.
    MemberManagement.1.05.5.jpg
    Figure 1-7: Step 5: Web Display Information

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.

Find a Member

There are multiple ways to find a member, depending on what information you know about your member.
Member Management-rd bullet.jpg
When you know the name of your member
Member Management-rd bullet.jpg
When you know only part of the member name
Member Management-rd bullet.jpg
When you know the representatives’ name, Account name/ID, Phone/Fax, Email address, Mailing Address, or Business Category.
Member Management-rd bullet.jpg
Using custom criteria to look up by almost anything
By member name - Using the drop-down list box
1.
Within the Members module, click the drop-down arrow to the right of the Member name. See Figure 1-8.
2.
In the Member list, click the desired member name.
When the drop-list is displayed, you may begin typing the first letters of your members’ name to advance to that member automatically.
Member Management-Find a Member-MemberManagement.1.06.1.jpg
Figure 1-8 Member drop-down list
By Member Name - Using the Find button
1.
Click Members in the left-hand menu.
2.
On the Find menu, click Member or Rep.Member Management-Find a Member-MemberManagement.1.06.2.jpg
3.
In the Enter Search Term: box, 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 Management-Find a Member-MemberManagement.1.06.3.jpg
Figure 1-9 Member Look-up window
By Representative Name - Using the Find button
1.
Click Members in the left-hand menu.
2.
On the Find menu, click Member or Rep. Member Management-Find a Member-MemberManagement.1.06.4.jpg
3.
In the Filter Type: drop-down list, select Representative Name.
4.
In the Enter Search Term box, type the representative name. 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.
5.
In the Choose A Member/Rep list, click the desired representative name.
6.
Click Continue.
Using custom criteria
1.
Click Members in the left-hand menu.
2.
Click filter options.
Member Management-Find a Member-MemberManagement.1.06.5.jpg
Figure 1-9a Selecting filter options
3.
Click Advanced.
Member Management-Find a Member-MemberManagement.1.06.6.jpg
Figure 1-9b Selecting your custom criteria
4.
Select the desired custom criteria.
5.
Click Continue.
6.
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.
Member Management-Find a Member-MemberManagement.1.06.7.jpg
Figure 1-9c Filtered drop-down list
7.
To return back to the full list of members, click filter options and select clear filters and click Continue.

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.

How to Drop a Member

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

MemberManagement.1.23.1.jpg Figure 1-24 Membership Status drop-down list


2. Click Dropped/Inactive.

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.

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.

MemberManagement.1.23.2.jpg Figure 1-25 Drop Member Options screen


4. Click Save & Exit.

Note: For more details on the representative options, see “Remove representatives from a group when dropping/suspending a member.

Reinstate/Re-Activate a Member

Overview

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 the desired membership status.


MemberManagement.1.24.1.jpg


4. Complete the Activate Member window.

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.


Merge Members

Video Overview

Procedure: Merge Two Members Together

  1. Select Members in the left-hand menu.
  2. Select the member that has the least information recorded.
  3. Click the General tab.
  4. Click Merge Into...
  5. MemberManagement.1.25.2.jpg
  6. Select the member that information should be merged into and click Continue.
  7. MemberManagement.1.25.3.jpg
  8. 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.
  9. MemberManagement.1.25.4.jpg
  10. Click Merge.
  11. The first member recorded will be deleted and the 2nd member record will remain with the merged information.

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.


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.


MemberManagement.1.27.1.jpg


Add a 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)
  3. Note: You can also find the [Community Member] by selecting Communication->View/Edit Community Member Reps.
  4. Click the Reps tab.
  5. Click Add a New Rep.
  6. Complete the Add a New Representative screen.
  7. Note: Make sure to fill-in the Company field if appropriate.
  8. Click Save and Exit.
  9. MemberManagement.1.27.2.jpg

    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.


    MemberManagement.1.27.3.jpg


    Edit Member 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.

    How do I 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 and click Save.
    4. The Reps information will automatically be updated for address, phone and fax (when those same rep fields already match prior to the edit).
    5. Click the Reps tab and check the individual reps for any changes that should be made (if not already changed automatically).
    6. 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.

    Member contact information is used for internal viewing and included on communication pieces such as letters, labels and emails. The contact information on the Web tab will be displayed in the online directory.

    Billing Contact

    If no rep is currently selected

    1. On the Account tab, click select a billing rep in the "General Information" area.
    2. Click the desired rep name in the "Choose a representative" list box and then click Continue.
    3. 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" on the Reps tab.

    Change a selected rep

    1. On the Account tab, click change billing rep in the "General Information" area.
    2. Click the desired rep name in the "Choose a representative" list box and then click Continue

    Remove a 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.

    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 Account tab, click the Renewal Month arrow to view renewal months.
    2. Click the desired renewal month.
    3. Click Save.

    Assigned Business Category

    A Business Category indicates where this member will be displayed within the search options in the online directory. Creating categories is done under Setup > Define Business Categories.

    Assign a category

    1. On the Advanced Options tab, click Assign Categories in the Business Categories area.
    2. Click the desired category in the Available Categories list.
    3. Click to select the desired category check box and then click Save & Exit.

    Remove a Category Assignment

    1. On the Advanced Options tab, click to select the check box in front of the category that you wish to remove in the Business Categories area.
    2. Click Remove Selected Categories.

    Change Primary Category

    1. On the Advanced Options tab, click Primary next to the desired business category in the Business Categories area.

    Assigned Chamber/ Association Representative

    The Chamber/Association representative indicates which staff person added this member to the database or who is responsible for their day-to-day activity – your choice. This field may also be left blank.

    1. On the General tab, click the Chamber Rep arrow (or Association Rep) in the Additional Information area.
    2. Click the desired staff person name.
    3. Click '''Save'''.

    Reports may often be filtered by this Chamber/Association rep and used to create a list of which member “belongs” to a particular staff person.

    Fees and Dues

    File-by Name

    Join Date

    Rep Login Name and Password

    Member Representatives

    Membership Status

    Change Modified Date

    Web Display Information

    How to 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 and click Save.
    4. The Reps information will automatically be updated for address, phone and fax (when those same rep fields already match prior to the edit).
    5. Click the Reps tab and check the individual reps for any changes that should be made (if not already changed automatically).
    6. 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.
    Note: Member contact information is used for internal viewing and included on communication pieces such as letters, labels and emails. The contact information on the Web tab will be displayed in the online directory.

    Edit Billing contact

    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

    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.


    Billing-rep1.jpg
    Figure 1: Accounts Tab with No Billing Rep Selected


    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.

    Change a Selected Rep

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

    2. Click the desired rep name in the Choose a representative list box and then click Continue.


    Member Management-Change a selected rep-MemberManagement.1.10.1.jpg
    Figure 2: Account Tab - Billing Rep Selected

    Remove a 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 Account tab, click the Renewal Month arrow to view renewal months.
    2. MemberManagement.1.10.1b.jpg Figure: Account tab – Billing renewal month drop down list displayed
    3. Click the desired renewal month.
    4. Click Save.

    Modify Created Date

    The Created Date is a system date stamp that is not able to be edited. This date indicates that this record was created in the system. It is displayed for reference and to be used in select reports.
    Member Management-Modify Created Date-MemberManagement.1.14.1.jpg

    Modify Established Date

    The Established Date field is available for you to enter when your member/business began business operations.

    MemberManagement.1.14.1.jpg

    Edit 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.

    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.
    2. Additional fee items may be made available by selecting Fee Items List from the Setup menu.
    3. In the Fee item list, select the appropriate fee or due.
    4. Click Save & Exit.

    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.

    Sort the Fee/Due List

    1. On the Account tab, click the column title of the column that you wish to sort in alphanumeric order.

    MemberManagement.1.15.1.jpg

    Figure 1-16 Account tab - Membership Fees & Dues

    Edit File by Name

    The File-by Name is used for internal purposes. The name in this field indicates how the member name is displayed in the drop-down list when searching for this member. It can be left the same as the Company Name or changed to indicate a name that is more familiar to your staff. Reports and communication will still display with the company name that is displayed on the General tab. Example: Company name: The Treehouse, File-by name: Treehouse, The
    Click use Company Name to automatically copy the Company Name into the File-by Name field.
    1.
    On the General tab, edit the File-by Name field in the Additional Information area.
    2.
    Click Save.
    Member Management-Edit File-by Name-MemberManagement.1.17.1.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.

    MemberManagement.1.17.1.jpg

    Figure 1-17: General tab - Join Date

    Modify Member Login name and Password

    MemberManagement.1.18.1.jpg

    If a Member Login Name Has Not Been Created Yet:

    1. Click Enable an Administrative Member Information Center account for this member.
    2. Click Create Login Account.
    3. The member's email address will already suggested as a login name.
    4. Enter the desired password.
    5. Click Save.

    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.
    • Passwords and Login Names are NOT case sensitive.
    • Password maximum: 20 characters; Login names maximum 60 characters
    • Logins and passwords may include alpha-numeric characters and common keyboard symbols.

    Modify Member Representatives

    The member representative is an employee/staff at the member association. Multiple representatives may be assigned to one member. See “Manage Representatives” for more detailed options.
    Edit Member Representative information
    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.
    3.
    Click Save.
    Add a Member Representative
    1.
    On the Reps tab, click Add a New Rep.
    2.
    Enter the desired personal information.
    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.
    Member Management-Modify Member Representatives-MemberManagement.1.20.1.jpg
    3.
    Click Finish.
    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.
    Member Management-Modify Member Representatives-MemberManagement.1.20.2.jpg
     

    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.

    Enhanced: Active member; has been upgraded to a higher level; benefits may include enhanced web display options, discounted rates for job postings and hot deals. (Only available when the Marketing Package has been added)

    Basic: Active member with basic benefits.

    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/Suspended: 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.

    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.

    MemberManagement.1.20.1.jpg

    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.

    MemberManagement.1.21.1.jpg

    Edit 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.
    Member Management-Edit Web Display Information-MemberManagement.1.23.1.jpg
    Figure 1-23 Web tab – Web Contact Information
    Edit Web Description and Text Context
    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
    1.
    On the Web tab, click Add Image in the Action column of the Image Type that you wish to add.
    Enhanced Members may add photos and images. Basic membership does not include this feature. The Marketing Package is required to have the Enhanced option.
    2.
    Type the path and filename of the desired graphic file or click Browse to locate and click Open when desired graphic is selected.
    3.
    Click Upload Image.
    4.
    Click Close Window.
    Upgrade Membership to Enhanced
    1.
    On the Web tab, click the Web Participation arrow in the Web Participation Options area.
    2.
    Select Enhanced.
    3.
    Click Save.

    Custom Field(s)

    For information on Custom Fields, please click here: Custom Fields

    Manage Representatives

    Add a New Rep

    1. From the Dashboard, 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. In the Reps tab, click Add a New Rep.
    4. Complete the form on the Contact Information section of the "Add a New Representative" screen.
    5. MemberManagement.1.29.1.jpg

      Figure: "Add a New Representative" screen

      Note: Alternatively, you can add a new rep by selecting "Representative" from the Add button in the top tool bar. Warning: 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?
    6. Click Finish.

    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. 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.
    3. Edit the fields in the Personal Information area.
    4. MemberManagement.1.30.1.jpg Figure 2-2: Rep tab - Personal Information area 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. Click the History link to view the participation activity of this rep.
    5. Click Save.

    More Info on Personal Information Fields

    Contact Preference: Select the preferred contact method for this rep. eMail, Fax, Mail, Phone or No Communication. See FAQ – “How is the Contact Preference used on the Reps tab?”

    Comments: Comments are viewed only by staff who access this page. This cannot be viewed by the member/rep.

    Greeting: Specify the common name used by this individual. See 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.

    Primary Contact: When selected, this rep will be included whenever “primary reps” are selected. Often when sending emails, creating lists, sending invitations, etc. there is an option to select the “primary rep”. Only one primary rep may be designated.

    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”.

    Reassign 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.
    Reassign a rep
    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.
    Member Management-Reassign Rep-MemberManagement.1.32.1.jpg
    Figure 2-3 Reassign Rep
    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.
    6.
    Click Continue.
    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.

    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.

    Remove or Inactivate a Rep

    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 Remove/Inactive Reps.
    3. MemberManagement.1.32.1.jpg Figure 2-4: Remove/Inactivate rep
    4. 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.
    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 select 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.

    Add custom fields for a rep

    For information on Custom Fields, please click here: Custom Fields

    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 a 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.
    Or click the checkbox in front of the desired representative name.
    2.
    Hover over Send email and select Email with ChamberMaster / MemberZone or Email with Outlook. See “Email Sending Options” for more information.
    3.
    If selecting Email with ChamberMaster / MemberZone, complete the Send an email screen. To add an attachment, click Add/Remove Attachments and follow the directions on the screen. 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.1.35.1.jpg
    Figure 2-5 Send an email
    4.
    Click Send Email.
    Send an email to multiple reps
    1.
    On the 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 / MemberZone or Email with Outlook. See “Email Sending Options” for more information.
    3.
    If selecting Email with ChamberMaster / MemberZone, complete the Send an email screen. If selecting Email with Outlook, complete your own email screen and send using your own familiar steps. (These recipients will each be sent a blind carbon copy.)
    Member Management-Send email to rep(s)-MemberManagement.1.35.2.jpg
    Figure 2-6 Sending email to multiple recipients
    4.
    Complete the Send an email screen as desired. See Figure 2-5 in previous section.
    5.
    Click Send Email.

    Print label for a representative

    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.

    Print a Label 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. Click Print Labels.

    3. Complete the Mailing Labels screen.


    Printlabel.jpg
    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 Options for a rep

    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.
    Set Default Web Display Options for Reps
    4.
    In Setup, under Member Options, click Define Default Rep Preferences.
    5.
    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.
    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.
    Member Management-Set Default Web Display Options for Reps-MemberManagement.1.38.1.jpg
    Figure x-x Default Rep Display Preferences
    Notes:
    Member Management-rd bullet.jpg
    An individual rep’s preferences can be changed anytime. See Determine what rep info is seen in the Member Information Center

    Modify 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 Groups module. Once created, reps may be assigned to these groups either in the Groups module or in the Members module on the Reps tab.
    New groups may be created by selecting Create a Group from the Groups menu.
    Assign a rep to a group
    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.
    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
    Figure 2-9 Selecting a Group
    5.
    Click Continue.
    Remove a rep from a group
    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.
    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 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 group checkbox.
    Member Management-Modify Group Participation-MemberManagement.1.39.2.jpg
    Figure 2-9a Disable a rep within a group
    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.

    Assign login permissions to a rep

    Determine what rep info is seen in the Member Information Center

    Manage a Member's Online Listings

    Edit Member Public Displayed Contact Information

    Edit Member Public Display attributes

    Edit Member Public Description

    Edit Member Public Photos and Images

    Edit Member Search Results Map Information

    Select Basic or Enhanced Listing

    Set the Redirect Index

    Generate Member Info Page URL

    Manage Communications

    Record a Phone Call or Note

    Send an Email

    Create and send a letter or fax

    Refer a member using eReferral

    What is an eReferral?

    Send an eReferral

    Edit eReferral email setup options

    Create a reminder

    Print a single label

    Print a label(s)

    Download label information

    Manage Account Information

    Check Current Balance

    Edit Renewal Month

    Edit Billing contact

    Change a Selected Rep 2

    Setup automatic recurring credit card or ACH billing

    Membership Fees and Dues

    Add a New Fee or Due to a Member

    Remove or Edit a Fee or Due for a Particular Member

    Assign Fee with Start and Stop Date

    Invoice a One-Time Item

    Viewing transaction history (QuickBooks using CQI)

    Transaction History (integrated Billing only)

    View Individual Member Stats

    Event Activity

    Billing

    Other Individual Member Reports

    Individual Rep Logins

    Creating Rep Login/Password

    Sending a mass email invitation to create login account

    Create a single login account

    Joined Login Names

    Rep Login Permissions

    Inherited or Custom Permissions

    Rep Permissions

    Default Permission Sets

    Managing Rep Permission Sets

    Setting Maximum Permissions

    Why Individual Rep Logins

    Login Error Messages

    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

    1. On the General tab, click Add/Edit Custom Fields in the Custom Fields area.
    2. Click Add a Field.
    3. MemberManagement.1.26.1.jpg Figure 1-26 Add custom fields
    4. Type desired field name (maximum characters: 128)
    5. Click the Data Type arrow.
    6. Click the desired data type.
      1. If the selected data type is Text, type the desired Text Size.
      2. If the selected data type is Drop Down List, enter the desired list of items.


      MemberManagement.1.26.2.jpg

      Figure 1-26a Sample Drop Down List custom field

    7. Click Continue.
    8. Click Save & Exit.

    Remove a Custom Field

    1. On the General tab, click Add/Edit Custom Fields in the Custom Fields area.
    2. Click to select 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.
    5. Note: All data in the custom field will be deleted.

    Rename a Custom Field

    1. On the 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 General tab, click Add/Edit Custom Fields in the Custom Fields area.
    2. Click and drag the field to the desired location.
    3. MemberManagement.1.26.3.jpg Figure 1-26b Click and drag the field to the desired location
    4. Click Save & Exit.

    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