User Guide
TABLE OF CONTENTS MEMBERSHIP Adding a New Club Member ................................................................................................................ 3 Adding a New International Member .................................................................................................. 5 Receiving Payments - New Member ................................................................................................... 5 Reinstating Members ............................................................................................................................ 6 Editing Members ................................................................................................................................... 6 Deleting/Lapsed Members ................................................................................................................... 6 Invoices .................................................................................................................................................. 6 Invoice Templates ................................................................................................................................. 7 Invoice Settings ..................................................................................................................................... 8 Creating Ad Hoc Invoices ...................................................................................................................... 8 Payment of Invoices .............................................................................................................................. 9 Membership Types ............................................................................................................................... 9 Advanced Search ................................................................................................................................... 9 Attributes ............................................................................................................................................... 9 Built-in Attributes ................................................................................................................................ 10 Custom Attributes ............................................................................................................................... 10 Creating a Custom Attribute............................................................................................................... 10 Attribute Security ................................................................................................................................ 10 Profile Owner Attribute Security ........................................................................................................ 11 Key Contact Attribute Security ........................................................................................................... 11 Send Emails – With Attachments ....................................................................................................... 12 Sending An Embedded Email .............................................................................................................. 12
COMMUNITIES Create a Committee ............................................................................................................................ 14
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MEMBERSHIP Entering A New Member
Pull up club’s (organization) profile Click “linked profiles” Click “create linked profile” A pop-up (see below) will appear o Username is first & last name all lowercase o Click “save”
After clicking save, you will be brought back to the club’s profile Click “linked profiles” and find the member’s name you just added Before entering in any other information, go to join date and click edit and add the date they joined the club o This is important for membership drives
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Click on “attributes” then “edit” to add contact information After entering contact information, scroll down (still on the attributes section) and you will see “billing code 1” and “billing code 2” o Select PI-INSURANCE (Pilot Liability Insurance) for billing code 1 o Select PI-DUES (Pilot Dues) for billing code 2 After the billing codes, you will see “district” and choose the appropriate district
You will then select the member’s home club When choosing member type, most new members fall under “(default) member-regular” HOWEVER if the new member is a former pilot, emeritus, district officer, etc. you would choose the corresponding member type If the new member holds an officer position at the home club, choose which position If the member lists a sponsor, put in the sponsors name
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Adding a New International Member: From the dashboard click on the green “Search” button A green button will appear saying “Advanced Search” click on it A box will pop up and want to hit the cancel button Up under the “Search” button it will say “Add an Individual” click on that button A box will appear, make sure to select International Member and Insurance From there you continue adding the New Member’s Information Receiving Payments on a new member: Go to the Club page, hover over “Action” button Click on Create Ad Hoc Invoice If you are paying by credit card select Moolah, if you are paying by check select offline payment only Under template select Membership Enter the amount and make sure to put the new member’s name on the memo line Make sure to itemize the fees. For example, insurance, initiation, and dues would each have their own line Select the Revenue Account for each one Click on the Create Ad Hoc Invoice for this profile The invoice should appear in the invoice tab on the club’s screen Select pay and on the next screen select payment type, if paying by anything other than a credit card select offline payment 5
Enter check number and date received
Reinstating Members: To reinstate a member, find the member in the lapsed profiles and change status to active Go to the club that the member is joining and click on linked profiles tab Click on Add linked profile Search for the member Add them to the club If for some reason they are not in the system, you would treat them like a new member Editing Members: Type in the member’s name in the search bar, once you find it click on it Select the Attributes tab and then click on the edit button on the righthand side of the page Edit the member’s information and remember to click on the save button Deleting/Lapsed Members: Deleting and Lapsing a member are two different things. To delete a member, you have to unlink them from the club To unlink a member, you go to the club page and click on the linked profiles tab, then find the member’s name and click on the green button that says “unlink” After unlinking the member, you will need to search for that member with the “Search” button on the top righthand side of the page Once you get on the member’s page you will click on the “Action” button and select delete profile Note: Per help desk at MC, to retrieve deleted profile information, use the following steps: 1. Click on Search (right corner) 2. Click on Advanced Search 3. Check “Only Show Deleted Profiles” and then Search To lapse a member, you will still unlink them from the club Then you will click on the “Edit” button next to Member Status and change the member to lapsed You will also have to go to the Attribute, Reason why Lapsed and choose which one that applies (this is how we generate the report on member retention) Invoices Invoicing is the way payments are processed in MemberClicks. An invoice will be automatically generated upon a user completion of a form that deals with payments. Invoicing also allows Administrators to create invoices as needed via the Ad Hoc feature.
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The Invoice List contains all invoices created in your database. You can easily resend or void invoices, as well as generate PDFs. Use the filter option and sorting columns to narrow down the list. Email: This option allows you to resend an invoice to one or more users. To start, tag the invoice(s) you would like to resend > click Email > enter a Default Email Address. With ONE invoice tagged, you will also have the ability to resend the invoice to additional email addresses, other than the one listed in the profile. This is best used if someone wants to receive an additional copy of their invoice, and needs their accounting or billing department to receive one as well. Create PDF: This option allows you to create a single or multi-page PDF to print paper versions of your invoices. To start, tag the invoice(s) you would like to create a PDF for > Create PDF > Print Invoices Filter Invoices: View invoices that are Open (unpaid) Pending, Paid, Partial, or Voided using the Filter options in the menu bar near the top of the page. When a filter is selected, it will appear dark gray. Click Reset Search & Filter to reset the search. To filter for Ad Hoc, Credit Memo, or Form type invoices, click Filter By Invoice Type then tag the appropriate Invoice Type and Apply Filter Search Invoices: You can search an invoice by a name or Invoice Number using the box in the top righthand corner. Invoice comments: Admins can add comments to an invoice by viewing an invoice, then typing comments into the Invoice Comments area and clicking Save. NOTE: Invoice Comments will add a timestamp including information which user logged the note, and when. Multiple comments may be added to one invoice. These comments are only viewable to administrators. Void: If an invoice was generated in error, or otherwise needs to be voided, tag the invoice you would like to void and click Void in the top left-hand corner. Once an invoice has been voided, it will be marked "Void" in grey at the top of the invoice. NOTES: Once an invoice has been voided you will no longer be able to use it to make a payment. Voiding an invoice cannot be reversed. Additionally, for every invoice voided after March 1, 2018 a reversal transaction is automatically created for each line item on the invoice and will be displayed in the Transaction Report.
Invoice Templates You have the option to configure multiple invoice templates for both Ad Hoc and Invoice Me options. You might create separate templates for sponsorships, charitable donations, or membership dues, for example. To start, go to Financial tab at the top of the screen, click on Invoices, and then click on Invoice Templates Name: Give the invoice template a name. This name will help you identify the appropriate template later on. Net Due: Set the Net Due period for the invoice template. The amount of time a user has to pay the invoice. After the net due period, the invoice will be considered overdue.
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Footer Information: Use the Footer Information section to add payment terms or other contact information. Set as Default Template: If applicable, set the template you're creating as the Default. New Invoice Email: This notification will be sent automatically when an invoice is created. Use the Edit the Email button to configure the message. Reminder Email: Optionally, configure the reminder email. The reminder email will be automatically sent before the invoice is due, at the time you determine. Past Due Email: Optionally, configure the past due email. The past due email will be automatically sent after the invoice net due date has passed, at the time you determine Payment Notification Email: These notifications will be sent automatically when payment is made on an invoice. Within each of these emails, you can customize the Reply to Email, the Subject of the message, and the Message Body by clicking Configure Email. Note: For invoice templates set in Member Type management, MemberClicks will only send the Member Type notifications, not the email notifications associated with the template.
Invoice Settings The Invoice Settings page allows you to set up a template for your invoices that will include the organization's information. To start, go to Financial tab at the top of the screen, then click on Invoices and then Invoice Settings Organization Logo: Upload your association logo from your computer. This logo will appear in the body the of all invoices generated. NOTE: Maximum image size is 200px x 200px. Organization Information: Add your organization's address information here. This information will also appear on all invoices. Next Invoice Number: If you would like to change the number given to the next invoice, change the Current Invoice Number. NOTE: The next number can only be larger than what is displayed now. Creating Ad Hoc Invoices Pull up the profile that you want to invoice Click on the “Actions” button The dropdown box will have the option to “Create Ad Hoc Invoice” click on it From the Ad Hoc Invoicing Page: Select a payment processor to associate the invoice(s) with Select an invoicing template to associate the invoice(s) with Select an Invoice Type Set the Invoice Amount, which will appear as the amount due on each invoice Add a Description, which will appear on the Invoice next to the invoice amount (ex. Annual Meeting Registration Fee) Select a revenue account to associate the invoice(s) with 8
You can “Add New Line Item” to add a second row for amount, description, and revenue account.
Payment of Invoices In the member or club profile there is a tab that says invoices, click on tab Click the “View” button on the line beside the invoice Then click on the “Pay Invoice” button If it is a credit card payment select Moolah If it is a check payment select offline payment You can issue a refund – if it is a credit card it will refund the account – if it is a check a refund request would need to be made to Lia Membership Types: Membership types are listed on the dashboard and they are: o Admin o Anchor o Club – with Club Members linked o International Members and Insurance Advanced Searches: Advanced Searching is how we run reports and also how we pull district reports Click on the green “Search button” and on the other side of profile list another button will pop up that says “Advanced Search” Click on it This takes you to a box with options for searching Click on the “Search by Attributes” tab Toggle the on switch for “Search by Attributes A dropdown box will appear – select which attribute you want to search by, then choose the value in the next dropdown box If needed – you can narrow your search by clicking on the “add criteria” dropdown box and add as many criteria as needed and then click the “Search” button Attributes: Attributes are assigned to every member and club. For example, an attribute can be the address, phone number, or email for the member or club The Attributes section is where you will manage both your built-in attributes and your custom attributes. This is where your built-in attributes are configured and where any custom attributes will be added. Attributes also have security associated with them Built-in Attributes: Built-in attributes are the standard set of fields assigned to every profile. Built-ins include: Name, Contact Name, Email Addresses, Addresses, Phone Numbers and Organization. 9
Attributes can and should be set up as built-ins whenever possible. For each built-in attribute, you can set whether or not the attribute should be required in member profiles by toggling Required to “ON.”
Custom Attributes: Custom attributes can be created based on a predefined set of types and are assigned to profiles by member type. You can create as many custom attributes as needed, although we recommend using built-in attributes when possible.
Creating a Custom Attribute To create a new custom attribute, click Add Custom Attribute. Give the new attribute a name, then choose the Attribute Type from the dropdown on the right. This dropdown includes options for Country, Date/Time, File, Image, Number, Selection Set, State/Province, Text, and Website. For this selection set type attribute, you have the opportunity to choose the Selection & Display Options. The options are: Single Selection: Radio Buttons Single Selection: Dropdown Menus Multiple Selection: Checkboxes Multiple Selection: Select Box use the "Add a Selection" box to add options to your selection set. When presented to the user, all single-selection sets that are not set as "required" will have a (None) selection initially. In the case of required single-select dropdown menus the initial selection will change to "Make a selection" instructing the user that they must choose an option before moving on. Once the new custom attribute has been added, toggle the required option ON if the attribute should be required in member profiles. Attribute Security The Attribute Security page enables you to control what users in a Group can view and edit as it relates to the profiles of other Member Types. This area dictates what appears in your Member Directory. Click on the “Database” tab at the top of the screen and select Attributes To Set view and edit permissions for a Group, select the appropriate Group in the drop-down on the left-hand side of the page. The columns listed on the page represent Member Types, and the rows are the Built-in and Custom Attributes in your database. In this example, I'm configuring the settings that determine what a member of the Board of Directors Group can see and do to the Member Types listed on the right. To change Attribute Security for an entire column, use the Toggle All drop-down for a Member Type. To change specific attributes one-by-one, click on them once to change the red 'NO' symbol to an eyeball, and a second time to change the eyeball to a green edit pencil. 10
Attribute Security should be configured for each Group in your database. If your database has more than 6 Member Types, you'll need to view additional Member Types attributes security by using the green arrow in the top righthand corner.
Profile Owner Attribute Security The Profile Owner Attribute Security page allows you to set the Attribute Security for profiles viewing and editing their own attributes.
Click on the “Database” tab at the top of the screen and select Attributes Click on Attribute Security The table on the Profile Owner Attribute Security page includes a column representing each Group in your database, along with a full Attribute list on the left. To change Profile Owner Attribute Security for an entire column, use the Toggle All dropdown for a group. To change specific attributes one-by-one, click on them once to change the red 'NO' symbol to an eyeball, and a second time to change the eyeball to a green edit pencil.
Key Contact Attribute Security The Key Contact Attribute Security page allows you to give additional abilities for key contacts to view or edit attributes within their linked profiles. In other words, you are able to allow key contacts to edit their organization profiles, as well as the other linked individual profiles. The table on the Key Contact Attribute Security page includes a column representing each Organizational Member Type in your database, along with a full Attribute list on the left. To change Key Contact Attribute Security for an entire column, use the Toggle All dropdown for a member type. To change specific attributes one-by-one, click on them once to change the red 'NO' symbol to an eyeball, and a second time to change the eyeball to a green edit pencil. The left column controls what additional attributes a key contact can access when viewing their linked organization profile. The right column controls what additional attributes a key contact can access when viewing another profile linked to their organization. Key contact attribute security gives additional permissions to key contacts. By default, key contacts will have the same permissions as all of the profiles in their group. Configuring this security page will allow them to view or edit more attributes when viewing profiles tied to the same organization, including the organization profile itself. How to send an email with an attachment Start by selecting who you are sending the email to. In this example we are sending to Club Members, International Members, and Admin Click on the green “search” button at the top of the page A button will pop up that says “advanced search” click on it When the prompt box appears, turn on the search by attributes value tab 11
There will be a dropdown box that says “select attribute”- scroll all the way to the bottom and select “member type” Another dropdown box will appear that says “choose a value” – select Admin There will be a gray box that says “add criteria” click on it. Repeat the above process, but under “choose a value” – select Club Members. Repeat again and select International Members Then scroll to the bottom of the box and select search Click on the button that says “tag all users” a dropdown box will appear and click on all tagged users on all pages Now go to the top of the screen to the Community tab. A dropdown will appear and you click on Contact Center Under Recipients a drop box will appear – click on “profiles currently tagged in profile list” Your tagged profiles will appear Scroll to the message – make sure to give the message a name and subject After typing the message in the body of the email and attaching what you need – make sure to save the message At the bottom of the page you can select the date and time, that you want the email to go out Click Send Message
How to Send an Embedded Email Start by selecting who you are sending the email to. In this example we are sending to Club Members, International Members, and Admin Click on the green “search” button at the top of the page A button will pop up that says “advanced search” click on it When the prompt box appears, turn on the search by attributes value tab There will be a dropdown box that says “select attribute”- scroll all the way to the bottom and select “member type” Another dropdown box will appear that says “choose a value” – select Admin There will be a gray box that says “add criteria” click on it. Repeat the above process, but under “choose a value” – select Club Members. Repeat again and select International Members Then scroll to the bottom of the box and select search Click on the button that says “tag all users” a dropdown box will appear and click on all tagged users on all pages Now go to the top of the screen to the Community tab. A dropdown will appear and you click on Contact Center Under Recipients a drop box will appear – click on “profiles currently tagged in profile list” 12
Your tagged profiles will appear Next go to Saved Messages and pick an email template that is the closest to what you want to use (this is easier than starting from scratch) Once you pick which template you want to use, click on the “Load” tab on the right side Make sure to change the message name and subject to what you want it to say. Now you will need to change out the images and text to what you want to send To load an image from your computer, go to the bottom and click on image and follow the directions from there Once you have everything in its place you may want to test it with someone else To do that you would have to untag all the members you originally tagged to begin with and select the box that say “Additional Email Recipients Once you have it ready to send after the test you will need to repeat the first steps to tag the recipients that you want to receive the email You will then need to schedule the date and time that you want to send the message
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COMMUNITIES Create a Committee (provided by Nancy White) Click on Community On the drop-down, click on Committees On the right, click on “add a new committee” From there, follow prompts for naming the committee Add members with appropriate titles There will be prompts for adding documents for the Committee to see
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