Membership Management

Initial Membership Setup

Benefit Packages

Benefit Packages allow you to outline the benefits that you will associate to membership types. You may then choose to display the benefits on your web-page to provide prospective members with an understanding of which benefits come with various membership types.

Add a New Benefit Package

1. Click Setup in the Navigation panel.
2. Click Benefit Packages in the Benefits section. A list of the benefit packages currently configured in your system will be displayed.
3. Click the Add button.
4. On the Add/Edit Benefit Package screen, configure the following:

   • Name - Enter a name for the benefit package. This is the name that you will be displayed in the software where benefit packages may be selected. It will also be used for reporting and filtering purposes.
   • Description - Enter a description of the benefit package. This description may be displayed on your web-site. You may use the standard word processing icons (i.e. bolding, italicizing, etc.) to format the text. You may also add images and/or links to the description.

5. Click Done to save the new benefit package.

Modify a Benefit Packages

1. Click Setup in the Navigation panel.
2. Click Benefit Packages in the Benefits section. A list of the benefit packages currently configured in your system will be displayed.
3. Click the link for the Benefit Package you wish to modify, click the
4. On the Add/Edit Benefit Package make your desired edits. When editing the description, you may use the standard word processing icons (i.e. bolding, italicizing, etc.) to format the text. You may also add images and/or links to the description.
5. Click Done to save your changes.

Membership Types

You may setup different membership types (for instance a general membership and an enhanced membership), setup the recurring and one-time fee levels that are standard for the membership type, and define renewal parameters.

Adding a New Membership Type

1. Click Membership in the Navigation panel.
2. Click the Membership Types tab. A list of membership types currently setup in your system will be displayed.
3. Click the Add button.
4. On the Add/Edit Membership Type screen, configure the following:

   • Name - Enter a name for the new membership type. This is the name that will appear on you member application, as well as within in the database where you may choose a membership type, filter by membership type, report on membership type, etc.
   • Description - Provide description of the membership type. This description may be displayed on your web-site. You may use the standard word processing icons (i.e. bolding, italicizing, etc.) to format the text. You may also add images and/or links to the description.
   • Is Active - Select this check-box to activate the membership type.
   • Recurring Fees - Recurring fees would include, for example, the annual membership fee. Click the + button to add a recurring fee to this membership type. You may as many recurring fees as needed.
     • Select a good/service from the Item drop-down list.
     • Enter a Description of the item.
     • Enter the Default Price.
     • Select the Billing Schedule for this item.
     • Select the Hide on Invoice check-box if you do not wish to display this item on the invoice.
   • Setup/One Time Fees - If there are one time fees, such as a setup fee, associated with this membership, you may add them by clicking the + button.
     • Select a good/service from the Item drop-down list.
     • Enter a Description of the item.
     • Enter the Default Price.
     • Select the Hide on Invoice check-box if you do not wish to display this item on the invoice.

5. Click Done to save the new Membership Type.

Membership Type Advanced Options

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Modifying a Membership Type

1. Click Membership in the Navigation panel.
2. Click the Membership Types tab. A list of membership types currently setup in your system will be displayed.
3. Click the link for the Membership Type you wish to modify.
4. On the Add/Edit Membership Type screen, make the desired modifications.
5. Click Done to save your changes.

Membership Application Form

1. Click Membership in the Navigation panel.
2. Click the Membership Application Forms tab. A list of Membership Application Forms currently setup in your system will be displayed.
3. Click the Add button.
4. On the Add/Edit Membership Application Form screen, configure the following:

   • Name - Provide a name for the application form. This name is used internally.
   • Description - Provide a description of the application form. This description is used internally.
   • Options - Select the desired options for this application form:
     • Allow Invoicing - Select this check-box to allow applicants to request to be invoiced for their membership fee/one time setup fees.
     • Collect Donations - Select this check-box if you would like to collect donations from the individuals completing the application form.
     • Display Membership Type Description - Select this check-box if you would like the membership type description to be displayed on the application form.
     • Allow Online Payment - Select this check-box to allow for credit card payment when an applicant is completing the application form.
     • Allow Chapter Selection - If you are using Chapters, select this check-box to allow applicants to select their chapter when filling in the application form.
     • Display Membership Benefit Description - Select this check-box is you would like to display benefit package information on the application.
   • Email To Send On Completion - An email will be automatically sent to the applicant when the complete the application. Select the email you wish to send from the drop-down list.
   • Instructions - Enter the instructions that you would like to display on the application form. You may use the standard word processing icons (i.e. bolding, italicizing, etc.) to format the text. You may also add images and/or links to the instructions.
   • Completion Message - Enter the message you would like to appear when the applicant completes the application. You may use the standard word processing icons (i.e. bolding, italicizing, etc.) to format the text. You may also add images and/or links to the message.

5. Click Done to save the application form.

Member Application Form Advanced Options

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Adding Custom Field to Membership Application

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Adding Members

1. Click Membership in the Navigation Panel. On the Memberships tab you will see a list of your current members. NOTE: This list may be displayed as 'cards' or as a list by clicking the View as Cards or View as List/Table icons.
2. Click the Add button.
3. On the Add Membership screen, configure the following:

   • Contact - If the new member already exists in your database as a contact, type in the contact name and select the contact. The existing information about this contact will be populated. If the new member does not already exist as a contact, click the + button to add as a contact.
   • Membership Type - Select the desired membership type from the drop-down list.
   • Start Date - Select the start date for this new membership.

   Billing Start Date - Select the first billing date for the new membership.

   • Is Courtesy - Select this check-box if this is a courtesy membership.
   • Sales Rep - (Optional) Select the Sales Rep for this new member.
   • Join Reason (Optional) Select a Join Reason from the drop-down list. You can add a new Join reason by clicking the + button. Reports can be generated based on Join Reason, to help you in understanding what you new members are looking for from your organization.
   • Chapter - If you organization uses chapters, select the chapter of the new member from the drop-down list.
   • Fees - The fees section will be automatically populated with the fees that you have associated to the Membership Type. You may over-ride the fees as necessary.

   Invoice Options

   • Print - Email - Select how the new member wishes to be invoiced. You may select one or both options. The option selected will be the default used when invoices are delivered.
   • Billing Address - Select a billing address. The drop-down list will be populated with addresses associated to the new member, or you may enter a new address by clicking the + button.
   • Billing Email - Select a billing email. The drop-down list will be populated with emails associated to the new members, or you may enter a new email address by clicking the + button.
   • Contact - Select a billing contact from the drop-down list, it will be populated with contacts associated with the new member.
   • Invoice Terms - The Invoice Terms associated to the membership type will populate by default. You may select different terms from the drop-down list if needed.
   • Invoice Message - Enter the message you would like included on the invoice.

4. Click Done to save the new member.

Advanced Options

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Viewing/Updating Member Information

The easiest way to view a member's profile is to type the member name in the Search box in the header, and selecting the desired member. A membership profile is made up of the following:

1. Profile
2. More Info
3. Individuals
4. Activity
5. Communication
6. Billing
7. Web Content
8. Files
9. Tasks

Member Profile

Update Member Contact Info

Search for and select the member in the header Search field. You may add additional or edit existing Phones/Emails/Sites/Addresses in the Contact Info section of the profile page.

• Click the + icon to add new contact information
• Click the pencil icon adjacent to a contact to edit existing information. NOTE: The pencil icon will display when you hover the mouse next to the contact.

In the Contacts section, you can add new contacts or edit existing contacts.

• Click the + icon to add a new contact.
• Click the pencil icon adjacent to an existing contact to edit. NOTE: The pencil icon will display when you hover the mouse next to the contact.

Update Member Lists/Committee

Search for and select the member in the header Search field. You may add or remove a member from lists and/or committees in the Lists/Committees section of theProfile tab.

Add Member to List/Committee

1. On the member Profile tab, click the pencil icon next to Lists/Committees
2. On the Lists/Committees screen, click the check-box for each list/committee to which you want to add this member. NOTE: Lists/Committees to which this member currently belongs will already be selected. You could also remove a member from a list on this screen.
3. Click Done when you have selected all the lists/committees needed.

Remove Member from List/Committee

1. On the member Profile tab, click the pencil icon next to the list/committee you wish to remove.
2. On the Add/Edit List Member screen you have the following options:

   • Role - You may define a role for this member on the list/committee.
   • Email - You may select an alternate email for the member on the list/committee.
   • Do Not Contact - Select this check-box if you wish to keep the member on the list/committee, but they do not wish to be contacted.
   • Disable contact from group - Select this check-box to remove the member from the list/commmittee.

3. Click Done to save your changes.

NOTE: You can remove a member from all groups by clicking the pencil icon next to Lists/Committees and deselecting the check-boxes for all groups.

Update Member Categories

Categories are used to categorized your users effectively, which can be important for things like business directories, filtering and reporting. Search for and select the member in the header Search field. You may add or remove categories in the Categories section of theProfile tab.

Add/Remove a Member to a Category

1. Click the pencil icon adjacent to Categories.
2. On the Edit Categories screen you will see a list of all available categories. You may add an additional category by selecting the + icon.
3. Click the check-box for each category to which you would like to add the member or deselect the check-box for the categories from which you wish to remove this member.
4. Click 'Done when complete.

Assign Sales Rep to a Member

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Managing Membership Change

You can easily upgrade, downgrade, drop memberships, etc. from the Member Profile page.

Upgrade Membership

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Downgrade Membership

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Drop Membership

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Adjust Membership

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Delete Membership

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FAQ's

How do I keep a member in a group, but stop sending emails to them?