Maintaining Status Codes
Status Codes (often referred to as "membership types" or simply "statuses") control one of the most basic aspects of membership records. The status of a member can trigger a lot of different functionality, especially if you are using MemberTies Professional.
Status codes can:
|•||Control the automated processing of membership records that have expired (i.e., the End Date has passed), determining whether they should be converted to a different (usually inactive) status, deleted, or left alone.|
|•||Control the yearly dues payment amount for each status, whether that amount is prorated, and how. This information is used on the Dues Calculator.|
|•||Control whether a relationship is required for the status. For example, a "Family" status might be expected to always involve more than one membership record, so the status can be defined to require that another membership record be tied to any record with that status.|
|•||Control which status is the default used on new records.|
|•||Control any Interest charges to be automatically applied to "past due" memberships with a negative dues balance. (MemberTies Professional only)|
|•||Control any automatic "scheduled" dues postings, for example, to automatically post a dues charge to members with this status on the 15th of each month, the 1st of January, etc. (MemberTies Professional only)|
|•||Control the default setting of the "Include in Mailings" and "Include on Reports" checkboxes.|
|•||Control the number of activities a member can attend. (MemberTies Professional only)|
Overview of Creating Statuses
The system comes preloaded with several statuses, but you can remove any or all of them, or just rename and redefine them. You may enter several hundred statuses in addition to the default DELETE status that is required by the system. It is a good idea to draw out the flow of statuses in your organization before setting them up.
PROSPECT changes to DROPPED 30 days after the End Date
DROPPED changes to (DELETE) 90 days after the End Date
REGULAR changes to ALUMNI 90 days after the End Date
ALUMNI never expires and never changes
The above example indicates that once a Prospect status record expires (reaches the End Date), there is a 30 day grace period before it changes to an inactive Dropped status. The idea being that if you haven't heard from then within 30 days you want them removed from the active roster. If another 90 days passes without contact, the record should be deleted because they apparently aren't interested.
Regular members, in the above example, might be people who are truly members that you don't want to forget about. Those records shift to an inactive Alumni status if they don't renew after 90 days, and they remain as Alumni indefinitely.
Note: Any membership record that is set to the "(Delete)" status (manually or automatically via "Next Status") will be automatically deleted when you exit the program, unless the "Auto Delete (Delete) Status" Logoff preference controlling this has been turned off. (You will be prompted to confirm the deletion however, unless another Logoff preference controlling the prompt has been turned off.)
Maintaining Status Codes
|1||Choose Tools > Dropdown Lists > Status Codes.|
|2||The Maintain Status Codes list enables you to Add, Edit, or Delete any entry.|
|3||Choose the appropriate option. If you are adding or changing an entry, the window either appears as normal window, or as a window with multiple tab pages on it, depending upon whether you are using the standard or professional version of the software. If you are using the standard version, there are no tabs, and the window displays the fields listed under the "General Settings" heading below:|
General Settings Tab
These settings control the basic behavior of the status. If you are using the standard version of MemberTies, this is the only tab you will see. The following fields are available:
Status Name - The name to display for the status in dropdown lists.
Code - An abbreviation or code representing the status. You can use this as you wish, typically on reports when you don't want to display the full name. The system automatically assigns a code based on the first three letters of the Status Name, but you can change it to anything you wish (and it must be unique when you eventually save the record).
Membership Type - Indicates whether the status represents an Active or Inactive member. This setting is used when choosing statuses as report criteria, enabling you to choose "all active statuses" for example. Otherwise, it is purely informational.
Relationships - Select the relationship type(s) that must be created for any record with this status. This might be used for a "family" status, to require that the member be related to at least one other person. You can require a relationship with another membership record, group record, or both.
Include in Mailings (MemberTies Professional only) - Select this option if the corresponding "Include in Mailings" field should be selected automatically on the membership record when this status is chosen.
Include on Reports (MemberTies Professional only) - Select this option if the corresponding "Include on Reports" field should be selected automatically on the membership record when this status is chosen.
Dues Prorate Options - This setting is used by the Dues Calculator to pre-select the dues proration option. If you expect to prorate dues on a monthly basis, setting this option makes it easier to remember to do so when using the calculator. Note that you can override this setting on the calculator if you wish.
Yearly Dues - The yearly dues amount. This amount is used on the Dues Calculator, as well as when entering dues payments manually. When a status is selected when posting dues, this amount is displayed for quick entry.
Custom Amt - If you decide to prorate the yearly dues amount, it will do so based on 12 months or 365 days, as appropriate. If you enter an amount here, then this amount will be used instead of the amount calculated by dividing the amount by 12 or 365. (Of course, if you enter a custom prorate amount based on monthly proration, and then change to daily when using the dues calculator, you may get unpredictable results.)
Expire On - If you want the system to automatically change the status of the member record, select the "trigger" for the change.
|•||End Date -- causes the status to change when the End Date arrives. Note that the Reset End Date membership preference controls whether the End Date is reset when the status changes.|
|•||Age -- causes the status to change when a person reaches a certain age. i.e., you could have a "Junior" status that automatically changes to "Adult" status when the member reaches the age of 18 .|
|•||Start +Days -- causes the status to change X days after the member's Start Date. i.e., you could have a "Probation" status that automatically changes to "Active" after 90 days.|
Note that the appropriate data must be available for each option to work. i.e., if you choose End Date, it won't apply to records without an End Date value; if you choose Age, it won't apply to members without a full birthdate; and if you choose +Days, it won't apply to members without a Start Date.
Status changes are processed when MemberTies starts.
Next Status - The next status to set for the membership record when it expires.
Grace Period ... Day - The number of days after the End Date to wait before initiating a status change. This can be used to provide members with a few weeks to "come current" with their dues before they're changed to another status. An entry of "0" (zero) or blank will cause status changes to occur immediately when the End Date passes. Note that the "Reset End Date on Expire" membership preference controls what happens to the End Date when such a status change occurs.
Activity Limit (MemberTies Professional only) - Enter a number here if you want to limit the number of activities a member with this status can attend. When a person is about to exceed this limitation at check-in time, the system will display a warning, at which time you may choose to allow the check-in to proceed.
Note: You can also specify a per-activity attendance limit by status. Any limit defined here will take priority over any per-activity limit. In addition, each activity has an option that controls whether limits apply to it at all. See Working with Activities for more information.
Default - Select this option if you want this status to be selected automatically for new membership records.
Hide - Select this option if you do not want this status to be available for use on membership records. (The status will remain on any records that currently use it, but it won't be available for any other records.) This is intended as a way to "retire" an old status that is no longer needed.
Interest Charge Tab (MemberTies Professional)
If your organization charges interest on past-due accounts, this tab enables you to set up how interest will accrue. (A "past-due" account is defined as any account with a debit account balance. It is assumed that if you choose to use this feature, dues accounts will be considered "current" whenever the account has a zero balance or a credit balance (indicating an over payment for example).
An interest setting is tied to a particular membership status so you can charge different interest rates for different membership types. Perhaps an active member would be charged interest at a rate of 5% annually, but an inactive member would only be charged 2% because it isn't as important that they keep their account current. One interest setting can be defined per status.
The following fields are available:
Posting Type - The (dues) posting type that should be used when the system posts automatic interest charges. Only debit action posting types are available. Is recommended that a posting type called "Interest" be used for clarity, but the choice is yours.
Annual Percentage Rate (APR) - The annual percentage rate for the interest charges. This value will be used to determine the actual rate applied for the compounding period. Enter the full percentage as a number, not as a decimal. i.e., for 9.5%, enter 9.5, not .095.
Compounding Period - Interest is calculated based on the compounding period as follows:
- Daily: ((APR / 100) / 365) x (outstanding balance)
- Monthly: ((APR / 100) / 12) x (outstanding balance)
- Yearly: (APR / 100) x (outstanding balance)
Accrual Date - The entry in this field depends upon the selected Compounding Period:
- Daily: this field is automatically set to ALL, because daily compounding means interest is posted every day.
- Monthly: this field enables you to enter the day of the month on which charges should be posted. The default is the first day of the month.
- Yearly: this field enables you to enter the month and day on which charges should be posted.
Minimum - If you require a minimum charge whenever interest is applicable, enter the minimum amount here. For example, you may charge 5% interest, with a minimum of $10.00 due whenever an account is outstanding. In this case, if the interest charges due came to $7.50, the system would post $10.00 instead.
Comments - Enter any comments that should appear on the interest posting.
Last Check - This field determines the point in history on which the interest charges will begin to be checked and/or posted. Enter the date through which interest charges on this status should be considered to be current. This field defaults to the current date when a new setting is created. If you want the system to go back and post interest beginning at an earlier date, change this value to a date in the past. Likewise, if you don't want interest posting to begin until a future date, enter a future date.
Be very careful about entering a date in the past! If, for example, you enter a date a year in the past, the system will begin at that date and will check every membership record of the selected status for every missed compounding period and post interest appropriately until the account is current.
|Last Post - Displays the last date interest charges of this type were posted to an account.|
Scheduled Postings Tab (MemberTies Professional)
To simplify repetitive charging of dues or other fees, you can schedule one or more automatic postings for any status. For example, if all Regular status members are charged an account maintenance fee of $10.00 on the first of each month, and a yearly renewal of $200.00 on the day their End Date is reached, you can create two scheduled postings to handle this automatically!
To add or modify a scheduled posting, click the Add or Open icon at the bottom of the list. When the scheduled posting window opens, the following fields will be available:
Posting Type - The posting type that should be used when the system posts the charge. You can choose from any available posting type.
Amount - The amount to be posted.
Target Date - Choose an option to indicate when the amount should be posted.
|•||End Date - amounts are posted when the End Date arrives|
|•||Start Date - amounts are posted when the Start Date arrives|
|•||New Record Save -- amounts are posted when a new membership record is first saved (by clicking Apply or OK).|
|•||Specified Date -- amounts are posted on the chosen date. If you choose this option, you must at least choose a Day; but, the month and year are optional. This enables you to create a rule that posts an amount on the 1st of every month, or on the 12th of every February, or specifically on the 23rd of March, next year.|
Comment - Enter any comments that should appear on the dues posting.
Last Check - This field determines the point in history on which the system will begin to check records and make automatic postings. Enter the date through which scheduled postings on this status should be considered to be current (note that this only applies to scheduled postings that are not for a specific day, month, and year). This field defaults to the current date when a new setting is created. If you want the system to go back and post beginning at an earlier date, change this value to a date in the past. Likewise, if you don't want posting to begin until a future date, enter a future date here.
Be very careful about entering a date in the past! If you enter a date a year in the past, the system will begin at that date, and will check every membership record of the selected status for every missed date and post amounts appropriately until the account is current.
Last Post - Displays the last date a scheduled posting for this status was posted to an account.
|4||When you are finished making changes, click OK to save the status.|