The default administrative members list view shows all members within your company or organisation, however you may frequently search for specific members based on their account attributes, such as status or interests.
Searches can be saved as Segments, which are then stored on the left panel and can be accessed at any time, removing the need to enter the search details manually.
They are also used for event tickets, giving the option to only allow those matching members to be able to see and book that specific ticket, and will be shown in the ticket options when you create a new event.
Creating a View/Segment
Segments are saved with the currently displayed Columns and sorting used when saving the segment, which can be useful if specific columns (such as from the member Profile or Data tabs) are used for reference for the segment.
Select which Columns are displayed by clicking the Columns option, which will show a list of checkboxes for each field against a member (based on your client configuration).
Sorting may be done against the results by clicking on the column headers, sorting can be reversed or reset by clicking again on the column headers.
Press the Advanced Search option on the top right of the members screen which will open an Advanced search menu with the ability to filter based on various attributes.
Advanced Search menu:
Match
The Match option defines what results to return based on the search criteria entered:
All
Only return matches where all search field criteria have been met
For example, if you have set Status to active and have a field search for members with an address city of London then only those members who meet both criteria will be returned.
Members who have an address city of London but are inactive will not be returned, and vice versa.
Any
Return any members who match at least one of the search criteria.
For example, if you have a field search for members with an address city of London and another a field search for members with an address city of Manchester then the results returned will contain all members who have an address city of London, and all members who have an address city of Manchester, as they match at least one of the search criteria set.
The search function allows for searching based on various logic parameters, such as whether the attribute exists, is greater than a specific number or date, or contains specific letters or numbers.
Status
The Status option relates to a members status as defined on their Summary tab in their member view.
Registered
The Registered option is based on whether the member has registered in the system (and therefore logged in to the members area).
Membership Type
The Membership Type option relates to the membership types defined under Members > Membership Types and can be used to match all members that have specific membership types, such as Liveryman or Honorary Member.
This has an option of active or inactive, which is based on whether the membership type against a member is active or inactive.
Fields
The Fields option allows you to filter based on the various data held in the Summary, Profile and Data tabs against a member.
Start typing in the name of the first field to show a dropdown list of matching fields, these can then be selected.
Once a field is selected, the system will automatically show you what type of field it is (✓ Yes/No for checkboxes, 📝 Text for text fields, 🔢 Number for numeric fields, or 📅 Date for date fields). This helps you understand what kind of data you're searching.
The system will then automatically select the most appropriate search option for that field type and show you only the relevant options. For example:
- Checkbox fields (Yes/No) - Only shows True, False, Exists, Does not exist
- Text fields - Shows Equals, Not, Contains, Starts with, Ends with, Exists, Does not exist
- Number and Date fields - Shows Equals, Not, Greater than, Less than, Exists, Does not exist
Below each search option, you'll see a plain-language explanation of what it does, making it easier to understand how your search will work.
Equals
Match the Value entered exactly, e.g. for searching for only fields with London against a city, you would add London etc.
Not
The Value entered must not match against the field, e.g. for searching for all cities that are not London, you would add London, which would return all other cities.
Exists
No Value is required for this option, it will simply check that the field exists against the member, regardless of its value.
Does not exist
No Value is required for this option, it will simply check that the field does not exist against the member, meaning it has never had a value added.
Contains
This will search for any records which have the Value added somewhere in the field, e.g. for finding a word inside a text entry field, such as the notes field, e.g. setting the Value to resigned would return any notes where the word resigned was entered.
Starts with
This will only return matching records where the Value added exists at the start of the value against the record, e.g. to find any surnames where John is at the start of the value, this would then return John, Johnson etc.
Ends with
This will only return matching records where the Value added exists at the end of the value against the record, e.g. for searching for all counties/states which have "shire" in the value then add shire to the Value field.
Greater than
For date fields, this will find records where the date is after the date you select, e.g. to find all records where the Joining Date is after 1st January 2000, select 2000-01-01.
For number fields, this will find records where the value is higher than the number you enter.
Less than
For date fields, this will find records where the date is before the date you select, e.g. to find all records where the Joining Date is before 1st January 2000, select 2000-01-01.
For number fields, this will find records where the value is lower than the number you enter.
True
This is used for any fields where the checkbox is used, as this is stored as a boolean (true/false).
False
This is used for any fields where the checkbox is used, as this is stored as a boolean (true/false).
NOTE: A value for a checkbox field is only false if it was previously true, and then unticked, otherwise if the field was never ticked the field is not set against the member.
Some records and fields may have had some fields set as false during import/onboarding, but typically fields are not false until they have been unticked.
NOTE: Date fields provide a date picker for easy selection. Click the calendar icon to choose a date visually.
Combining Multiple Fields with AND/OR Logic
Additional fields can be added to create more complex searches. Each field now has an AND/OR dropdown that controls how it combines with the next field.
Example 1: Find active members who play golf OR tennis
- Set Status to "Active"
- Add field: "Interests - Golf" = True, set dropdown to OR
- Add field: "Interests - Tennis" = True
This will find all active members who have either golf or tennis (or both) selected.
Example 2: Find members in London who joined after 2020
- Add field: "Address - City" = London, set dropdown to AND
- Add field: "Joining Date" Greater than 2020-01-01
This will find only members who meet both criteria.
Important: The order of fields matters! Fields with OR between them are grouped together, then combined with other fields using AND. Think of it like building a sentence: "Find members who are (active AND registered) AND (play golf OR tennis) AND live in London".
To add more fields, press the + Add Field button at the bottom of the Fields section.
Once the fields have been populated press the green Submit button to run the filter. The Advanced Search panel will remain visible and sticky on the right side as you scroll through results, making it easy to refine your search.
After submitting your search, a Save Segment button will appear, allowing you to save this search for future use.
Dynamic Age Queries
Whilst you can specify an exact date for members date of birth, this is a fixed date, and as such may not be useful for queries where you would like the segment to always show members under, over or between certain ages, such as members under 40, members over 70, or members whose age is between 30 and 40.
For these types of queries please contact support@memb.rs with details on the query you wish to create and typically we can generate those directly in the database as a segment for you.
To save a view press the Save Segment option shown highlighted above, this allows the search filter to be saved for later use. This opens a dialogue window where the name of the search can be entered and saved.
Once the segment has been saved the left hand panel will update with the new segment name. Shown below is the segment created and saved previously.
Segments can be managed by pressing the Manage Segments link, this will show all segments saved, with the ability to rename or delete them.
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