Membership Administration

You will need Administration Access to perform these functions.

This feature allows users to Set Membership Format, set the starting number for Membership Numbers, enter membership Letter Text, allocate GL codes to funds by region and Flag Letters as Printed. 

1. Click on the Administration link in the Orange Menu on the left hand side of the screen.
2. Click on the Membership Administration link.

To Set Membership Format:

1. Locate the Set Membership Format section.
2. Click on the Edit link to check if a format already exists.  Any region that has already been set up will display with the ID number (for IT use only), the Region name, the Format that has been selected for that region and a link to Edit/Remove.
3. If the Membership Format for the Region you are after has already been set, but needs correction, click on this link to change any of the details and update.
4. If the Membership Format for the Region does not already exist, use the Add new Member Number Format link to create one, or use the Add link from the Membership Administration page.
5. To add a new Membership Format:

• Select the appropriate region from the Region drop down box, or leave at all if the format is to apply to every region.
• From the drop down boxes titled Click to Add Number Format, select the number of digits the membership number is to have, and then how the marker for the year of issue is to be set: displaying either all four numbers (e.g. 2012), two numbers (12) or one number (2).
• If a mistake has been made in the numbers, use the Clear button at the end of the display box to empty this box and start over.
• If a mistake was made to the region as well as the format, use the Remove Format button at the bottom of the page to undo all previous settings and start over.
• If the details are all correct, click Update Number Format to save the settings.

To set Starting Membership Number:

1. Locate the Starting Membership Number section.
2. If no starting membership numbers have yet been set up, click on the Add link to add a new starting membership number.
3. Select the appropriate Region from the drop down box. 
4. Select the year the membership numbers are to commence from the drop down box.
5. Enter the starting number you would like to begin with.
6. Click Add Starting Membership Number button to save and return to Membership Administration.
7. If the starting membership number has already been set, but needs to be amended, click on the Edit link to view existing set ups.
8. Any region that has already been set up will display with the ID number (for IT use only), the Region name, the Year set for the series and the Starting Membership Number that has been selected for that region and a link to Edit/Remove.
9. To amend any existing details, use the Edit/Remove link to go to a page identical to the set up page for a new starting membership number. From here you can amend the region, the year, the starting number or delete the entry. 

To set Letter Text:

1. This sets the text for letters sent out specifically in relationship to membership.
2. Locate the Letter Text section.
3. If no starting membership numbers have yet been set up, click on the Add link to add a new starting membership number.
4. Select the appropriate Region from the drop down box. 
5. Select the Membership Type the letter relates to from the drop down box.
6. Enter the text you wish to have in the body of the letter
7. Click Add Letter Text to save.
8. Any region that has already been set up will display with the ID number (for IT use only), the Region name, the Membership Type for the letter in question and a link to Edit/Remove.
9. To amend any existing details, use the Edit/Remove link to go to a page identical to the set up page for new letter text. From here you can amend the region, the membership type or the text or delete the entry.

To Flag Letters as Sent:

1. Locate the link Flag Letters as Sent.
2. Select the Region
3. Select the date bracket within which the person became a member
4. Click Flag as Printed button to flag and complete.

Region Allocations: 

This feature allows you to set membership fees and assign GL Account codes to the fees as required. 

1. Locate the link Region Allocations
2. click ADD
3. Select the Membership Type
4. Select the Region (will default to "For all regions")
5. Select the Allocation from the drop down and set the Amount in the text box provided.
6. Click Add Allocation to finish 
7. Page will go to Membership Region Allocation list.
8. Click Add New Region Allocation to begin again OR
• Select a Region and / or Membership Type from the filter drop downs to sort the list OR
• Click the headings to sort the list by that column
9. At the end of each row is a link to Edit / Remove. Click the link to change existing allocations. 
10. The Membership Type Allocation page will display again for that allocation. Make changes as required and click Update Allocation or click Remove to deactivate.