NOTE: This initial set-up is usually done for your during your database import roll out process. This information is provided in case you need to re-do or modify your memberships. Prior to moving through these steps, make sure you have created your Membership Types.
STEP 1:: Previous System Membership Data
Likely you had membership criteria that was in your previous system database. This information generally is imported into your system as a "group". To find these, go to:
Contacts/ Manage Groups
From here, locate which groups will correlate to which membership types created in Step 1. Next, THIS IS IMPORTANT, click on the "contacts" link for each group to ascertain what contact type is in the group. IF THE CONTACT TYPE IS A HOUSEHOLD, you will need to complete an extra search filter in Step 3.
Next, you need to confirm the correct individuals are marked with the relationship "head of household", which is what criteria you will use to assign the primary membership. To find all "Head of Households" in your system, go to:
Search/ Advanced Search/ Relationships/ Type: Head of Household for
Go through the list to confirm these individuals. If you need to add or change this relationship status on a contact record, complete the following:
a. Go to individual's record
b. Click on "Relationships" Tab
c. To disable:: find relationship "Head of Household for" and on right-hand side click "More: Disable"
d. To add:: click "add relationship"/ Head of Household for: find household record/ save.
You are now at the final step: assigning memberships! You will complete the following for each membership type in your system. NOTE:: if your membership groups in Step 2 have individuals records in the groups, you will complete OPTION A. If your membership groups in Step 2 contain household records, you will use OPTION B. Let's begin.
If your member groups contain individual records, complete the following::
Search/ Find Contacts/ Group:: Choose first membership type group. We'll use "Single Members"/ Search. From the results screen, click on:: Select All/ Actions: Add Memberships to Contacts/ Go.
You will then see a screen where you'll enter in the following::
|Choose from drop-down list of types created in Step1.|
It is highly recommended to fill in a source, as this makes it easy to search on these memberships.We'll use "test123"
|Choose from the drop-down list a field from your previous system. If you had this field in your previous system, each membership will assume the unique "join date". If you did not have this field in your previous system data, fill in the following field "join/since date"|
|Similarly, choose from the drop-down list a field from your previous system. If you had this field in your previous system, each membership will assume the unique "start date". If you did not have this field in your previous system data, fill in the following field "start date"|
|e (suggested to leave blank)|
Finally, click on the button "create memberships now". Repeat for each remaining membership type.
If your member groups contain household records, complete the following::
Search/ Advanced Search/ Relationship/ Type: Head of Household For/ Target Group:: membership group. We'll use "Family Member (Household) here./ Search. From the results screen, click on:: Select All/ Actions: Add Memberships to Contacts/ Go.
Continue as with option A to complete the membership assignment. Repeat for all remaining membership types.
To review you memberships, go to: Memberships/ Dashboard. Here you will see in bracket [number of primary members]. Outside the brackets for each memberships are persons covered by relationship to the primary member.
Congratulations! You've completed assigning memberships in your database.
PLEASE NOTE: This process of membership assignment does NOT include financials in your system.
You will still need to batch bill or allow for self-service membership renewal online for creating the financial/ contribution record in your system (that deals with member dues). See the other articles in the Membership section for instructions.