Adding a New Member

To add a new member to your organisation follow these steps.

On the Memb.rs administrative page select the Members link, this will show you all current members for your organisation, along with options for administrative tasks.

Click the green Add Member button in the top right to add a new member.

This will open a New Member page as shown below.

The fields shown for your organisation will vary depending on the configuration options chosen.

Depending on your organisations configuration there may be one or more required fields, these will have Required underneath that field to indicate this.

Status

The Status field on the main Summary tab indicates whether the member is active, inactive or a non-member.

Active

Active members are members who are currently in the company or organisation.

NOTE: By setting the Status to active when you first create the members account the member will receive a registration email to log in to the members area.

Once a member record has been created then subsequent changes to the member record do not trigger a registration email, only the first time it is created if the status is Active

Having a Status of active also allows a member to log in to the members area.

By default members with a Status of active are listed in the Members Area Directory and their details shown, this can be changed by the member, or by ticking the Private profile checkbox under Summary > GDPR and Privacy.

Inactive

You may be adding historical members that have left the company but who's details are required in the system for historical data such as committee activity. These members should be set to inactive.

Setting the Status to Inactive also removes the ability for the member to log in to the system if they were previously set to active.

Non-Member

This status is used for clients who have a public donations page and is a way for the system to capture the details of non-members who make a donation, eg for record keeping/gift aid purposes.

At present this status should not be used for members unless you wish to create accounts for guests so they may be added individually to events. However they would not receive system emails (booking confirmations etc) and cannot log in to the members area.

Archived

Archived status may be used in preference to deleting the member record so that the member record is retained for future reference.

Setting the status to Archived will remove the member from the standard members lists and searches, unless specifically searched for or in a segment that they match.

Best Practices

If a member is created and their Status has been set to active then that member will be sent a registration email automatically when their profile is first saved.

It is therefore advisable to create all new members with a Status of inactive, so that you can complete the Profile and Data sections to ensure the members profile is completed.

Once completed, set the status to to active or inactive and press Save.

If you wish to send a registration email to that member then their Status must be set to active.

Click the Resend password link at the top right of the Summary tab to send the registration email.

Members Area Profile Visibility

Private Profile

By default members profiles are visible in the members area Directory.

Whilst members are able to restrict which profile fields are publicly visible to other members by configuring their privacy settings on their members area profile, their basic details, such as name, will still be visible to others.

To remove a profile from being visible in the Directory, the Private profile checkbox on the Summary tab should be ticked, as shown below.

Any required fields will be highlighted at the bottom of the page, the new member cannot be created without the required field(s) being populated.

Once all required fields have been created the green Submit button at the bottom of the page will become active, allowing you to save the new member.

Upon successful creation a notification indicating the new member has been created will be displayed at the top right of the page.

Additional tabs for the member will be displayed, allowing additional member data to be added.

Depending on the configuration of your members administration area you will see various options and fields on each tab that are relevant to your organisation.

Please note that each tab should be saved by pressing the green Save button at the top right before navigating to another tab.

Shown below is the Profile tab which can be configured to capture additional member details.

The contents of these fields can be updated by the member in the members area profile section.

The Data tab provides company specific fields which can only be updated by an administrator, for example their company status or important dates.

These various fields are unique to each company or organisation and can be configured to capture a wide range of information about members.

You may wish to complete the Links and Membership tab sections, depending on your organisation and how they have decided to use Memb.rs.