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.

Understanding the Community Member Record

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.

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)
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.
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.




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.

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.
Figure: Account tab – Billing renewal month drop down list displayed
2. Click the desired renewal month.
3. 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.


Modify Established Date

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



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.



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.



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.



Figure 1-17: General tab - Join Date

Modify Member Login name and Password



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.

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.

 

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.



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.



Edit Web Display Information

Drop a Member

Reinstate / Re-activate a member

Merge Members

Custom Fields

Community Member

Manage Representatives

Add a New Rep

Modify Contact Information for a Rep

Reassign Rep

Remove/Inactivate a Rep

Add custom fields for a rep

Send email to rep(s)

Print label for a representative

Web Display Options for a rep

Set Default Web Display Options for Reps

Modify Group Participation

Impersonate a representative in the Member Information Center

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

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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