Members Overview

<< Click to Display Table of Contents >>

Navigation:  Membership Records > Working with Members >

Members Overview

Previous pageReturn to chapter overviewNext page

New records can be added to the database whenever the Membership  List is active.

Working with Members

1.Choose the Members workspace from the Home ribbon bar.

2.In the Records section of the ribbon choose Add to create a new member, or select an existing member in the list, and choose Copy, Edit or Delete.

3.The Edit Member window will open with the General Info page selected.  If this is a new record, you must complete the General Info page before you can switch to other pages. See below for descriptions of each page:

General Info

Dues Postings

Donations Postings*

Friends & Family

Associated

Groups

Assigned Items

To Do List

File List

Activities*

Custom Fields

4.Complete all appropriate information, then click Save.

5.When finished, click Close.

Notes

Your changes to the activity may not appear in the Activity List until it is Refreshed.

If you're using MemberTies Professional, deleting an activity will also remove all associated Income and Expenses, as well as all associations between members and that activity. However, deleting the activity has no affect on the membership records themselves.

An Auto-Save preference controls whether the system prompts you to save or cancel changes when changing pages.

Membership Record Basics

Name - Each membership record must have either a First and Last Name, or a Company Name. If you want to have the system display the Company Name instead of the first and last name, leave the name fields blank and enter only a company name as shown:
 

 
Another common need is to enter the normal first and last name, but to send mailings to a "family" name. This is done with the Alt (alternate) Name field as shown below.  The value in the field will be automatically used instead of the name or company name on system defined mailing label reports.
 

Member ID - The Member ID is a required field, and it must be unique. You can put anything you like into this field, but by default the system will assign a unique number to the field that matches the internal id of the membership record. This is done simply to save you the trouble of deciding on a unique value if you don't care about the contents of the field. You can also build a list of Preloaded Member IDs that the system will use automatically as you create new records.

Address - You don't have to enter any address information except the Country.  

Status - The membership status is required. If you don't like the status options that come with MemberTies, you can create your own.

Start Date and End Date - These dates are optional, but an End Date is required if the status has been defined as one that expires (expiration is assumed to take place on the End Date, so the system needs to know when that occurs). The Start Date represents the date the person first became a member (or became associated with the group). Typically, the Start Date never changes, but the End Date is updated each time dues are renewed.

Dues and Donations - Monies received from the member as part of belonging to the organization are recorded as dues, as opposed to donations* given freely.

Associated - Members are often linked to other members, as family members, sponsors, teammates, etc.  You can also tell the system to always require a relationship for certain membership statuses. For example, a "family" status might logically require that the person assigned that status be related to at least one other member.

Assigned Items - items are useful for tracking things that can be assigned to a member more than once.  Offices a member has held, or awards a member has won are good candidates for "items" because one person could have held many offices. Other simple data like "nickname" or "hair color" do not need to be set up as Items, because they are normally only assigned once.  See Categories & Items for more details.

 

Tracking Spouses and/or Children

There are two primary methods of tracking these "other people" related to a member, and the method that works best for you depends on how you classify them and what data you need to track.

Associated Members
 
An associated member is normally used when the "other" member is a true dues-paying member of your organization. This kind of record has its own Member ID, they receive mailings and email, they can pay dues, make donations, have their own To Do items, etc.  Associated members are full membership records. Normally, an Associated member record would be a mentor, a golf partner, a spouse who is a full member, a referring member, etc. See the Associated page for details.

Friends & Family
 
A friend/family record is normally not a member of the organization. These are the children, spouses, etc., of your true members whose information you need to know for various reasons; but, are not actual dues-paying members. All of these records are subordinate to the main Member record. In other words, the system assumes that they are never contacted directly, queried for (with the exception of activity attendance, see below) or reported on.  Email and mailings would normally go to the main dues-paying member. These records have only a few fields of key information, such as name, birth date, gender, photo, and a contact info, normally for an emergency contact.
 
Friends & Family records can be checked-in to activities just like regular members, to allow situations where the member's family attends the gym, pool, etc. But even in this situation, associated activity income and expenses tie back to the main member because that is the person the system assumes pays the bills. Normally, a Friends & Family record would be a non-member spouse, a child, or another person of interested in the club that is linked to the member. See the Friends & Family page for details.

 

Changing the Page Order

If there are pages you never use, or pages that you use more than others, you can control which pages appear on the window. See Changing Page Order for more details.

 

 

* Professional Version Only