Member Management

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

• Add, Drop, Merge Members

• Add, Inactivate, and Modify Reps

• Displaying Member Info to the Public

• Record and View Member Communication

• Billing & Account Information

• Member Statistics

• Advanced Options

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.

Member Module Navigation

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

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 a new member
• Find a member
• Edit member information
• Drop a member
• Reinstate / Re-activate a member
• Merge Members
• Custom Fields
• Understand the Community Member record

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.

   
   

   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.

   
   

   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

   
   

   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

   
   

   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.

   
   

   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.

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

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.

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.

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.

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.

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.

Figure 1-9a Selecting filter options

3.	Click Advanced.

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.

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.

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.

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.

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.

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.

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.

Member Management FAQ's

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

• I’m "missing" members in my drop-down list. Where did they go?

• “This page is not available for the [Community Member] record." What does that mean?

• How do I drop or inactivate a Member?

• Will the software warn me if I try to create a duplicate member?

• Does updating the member contact info automatically update my representative contact info?

• What does the pushpin do?

• More FAQs...

Help Documentation

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