Your Data
There are various stages involved in the migration of your members data to Memb.rs, the process is straightforward, however there are a few key areas that are required.
This typically comprises of the following:
- Members
- Memberships (Optional)
- Committees (Optional)
- Organisations (Optional)
- News and Company Information Pages (Optional)
- Shop (Optional)
- Branding and Imagery
- Payment Methods
- Website Integration
- Email Configuration
A template spreadsheet has been created which can be downloaded in Excel/CSV format and used as a guide for migrating your data, it can be found using the link below:
Additional columns with headings should be created for other information as needed, please contact support@memb.rs for assistance with completing this.
These columns will typically be categorised as Summary, Profile or Data.
NOTE: Once your spreadsheet is complete and member data added please ensure that any changes to member data is recorded in a separate document whilst we work on importing the data.
This will ensure that once your member data has been imported then any updates made to members can easily be carried out.
Salesforce
Please see the following article if you will be requiring Salesforce integration:
Data Visibility
Please see the following article that provides details on how data fields can be managed and if they can be edited or visible to the member or other members.
Members
Information regarding your members, such as contact information, optional profile and data fields that you either currently use or wish to have.
Summary
The Summary section relates to common fields that are typically required for a members profile, such as name, home address, phone numbers.
Members can update these fields in the members area, as shown below.
Profile
Members will typically be able to update and self-service any Profile fields (members area example shown below), these are usually additional information such as occupation, family details or interests that you may wish to capture.
NOTE: Individual profile fields can be set to read only, so that the member cannot update those fields.
For example, you may wish for members to contact you directly to notify of a change of name, which you can then update for the member in the admin area.
A members Profile fields can also be managed from within the Memb.rs admin area, as shown below.
Data
Data fields are fields that you wish to record information about a member related to the company, such as start or joining date, membership type or key membership dates.
These will not be visible to the member unless configured, they are also not editable by the member in either case. If some Data fields are allowed to be displayed to a member, then it will be shown at the bottom of their profile (example below).
Only the member themselves can see this information, other members viewing their profile will not see this.
Memberships (Optional)
If your company uses memberships, for example for subscriptions/quarterages, then these can be added.
These can then be applied to members and used for generating subscription/quarterage transactions for the member to make a payment or to record a payment against (payment methods must be created for this functionality).
Committees (Optional)
If your company uses committees these can be added.
Committees typically comprise of a committee name and description.
Committees allow for creating and managing meetings for each committee, as well as committee related documents.
A member can only view the respective committee page if they are an active member of that committee, allowing for committee documents to be stored securely.
If a member is part of the committee then their respective ID from the Members tab should be added, as well as their name.
Organisations (Optional)
If your company uses organisations these can be added.
Organisations are typically companies or organisations that are associated with you and that may have members associated with them and that are distinct from normal members and their membership fees (if any).
Organisational data can be varied and can be configured based on the fields you currently have or wish to capture.
These are typically organised into Profile and Data sections.
The Organisations section can be renamed based on your requirements, eg to Charities.
News and Company Information Pages (Optional)
Pages are used to add content to your Members Area, for example pages with company information, news updates etc.
You may already have this content in a previous members area.
This content will need to be manually added using the Pages section in the Admin portal.
Shop (Optional)
The shop section requires the following:
- Product Images
- Product Cost
Each product may have variants, for example different sizes or colours. These should also be supplied if applicable.
Branding and Imagery
For customising and theming of your Members Area, as well as system generated emails to members, there are various items required.
These include:
- Logo
- Ideally this should be high resolution, at least 500px wide
- Fonts
- Heading and body text fonts
- Colours
- At least 2 colours, one primary and one secondary colour
Additionally, several pages allow for imagery to signify the page content, these are shown below. The respective image required is within the red rectangle.
Login Page
Ideally this should be high resolution, at least 1000px x 1000px
Header Images
Ideally these last images should be high resolution (at least 2000px x 500px), we can modify them to fit the aspect ratio required.
Dashboard
Events
Directory
Committees
Shop (if used)
Donations (if used)
Member Payments
Payment Methods
Memb.rs supports both online and offline payment methods, for a detailed overview of payments please see the Members Area Payment Methods article.
Payment methods can be configured to only be shown in specific areas, for example to only allow Stripe payments for events.
The different sections are:
- Bookings
- Donations
- Subscriptions
- Orders
Online Payment Methods
- Stripe
- GoCardless
Both Stripe and GoCardless require some configuration and transfer of sensitive information.
Please refer to this guide for configuring Stripe.
We typically recommend providing us with developer access to either payment consoles which can be revoked once the work has been completed.
For any queries please contact support@memb.rs.
Offline Payment Methods
Traditional offline payment methods can also be used. If a member pays by either method then the transaction is recorded as "pending", once payment is received the transaction should be manually updated to "completed" within the admin portal against the respective member.
- Bank Transfer
- Bank name, account number and sort code
- Cheque
- Payee name
Website Integration
The actual Members Area can be added as a subdomain of your website, for example https://members.yourwebsite.com
For this we would work with your IT department to update your DNS records.
This is typically carried out just before going live.
Please refer to this article for details.
Email Configuration
Similar to the website integration above, emails should be configured so that any Members Area generated emails (bookings, password resets etc) show as coming from the email address you designate.
We can also configure system emails to be cc'd/bcc'd to administrative email addresses, for example when members make a booking you also receive a copy of the booking as notification.
Please supply an appropriate email address that can be used for sending emails on your behalf, as well as adding to any contact information for the Members Area.
For this we would work with your IT department to update your DNS records.
This is typically carried out just before going live.
Please refer to this article for details.
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