Managing Online Join Form Submissions

When the online join form is submitted, a new member profile and all related profiles will automatically be created in your system. All of the field values entered into the form will be mapped and saved to the corresponding field in the profile, and the profile will have the "Member" checkbox checked automatically. Ideally, there is nothing for you to do after submission! However, there may be a few steps to complete, depending on your organization's practices.

Email Notification

When a new member submits their application, all email addresses configured in your Form Settings will receive a copy of their confirmation email. You can update who receives the confirmations by opening the form in the Form Builder, and clicking Form Settings.

The email notification itself will contain the confirmation message, the invoice and payment summary, and a list of all fields on the form with the new member's response listed. You can compare this to their new profile if desired.

NOTE: In order for confirmation and notification emails to be sent, there MUST be an email address field on the form for the member profile, and it must be filled out by the applicant. (Best practice: set this field as required so that it cannot be left blank.) An email address field for the main contact will not meet this requirement.

View Submissions

All submissions are displayed in the View Submissions screen for each form. You can access this list by clicking on the hyperlinked count of the number of submissions from the Form Builder screen, or by clicking the View Submissions link when viewing the builder for any specific form. 

On the View Submissions grid, you can filter by date range to see a list of all submissions with the linked profile and invoice that were created for the submission. You can click the Actions menu to view the details of what was submitted in the form, delete the submission (this will NOT delete the corresponding profile or invoice), or merge the linked profile in the Merge Profiles screen. You can also export the submission details using the "Export submissions" link above the gird. 

The New Member Profile

When the new member profile is created, every field that was submitted in the form will be mapped and written to the new profile(s) as entered in the form. All contact information fields for the member profile and all related profiles will be populated, including all additional addresses and social media networks. All Affiliation Codes will be added to the member profile, and the Listing(s) will be created and active. Custom fields will be populated, and uploaded files will be created as Web Content records on the profile.

If your form had Membership Level selection, the member will be set at that level and all settings that are configured in the selected Membership Level will be added to the profile as well, including the Profile Status, Billing records, level Affiliation Codes, and Listing Types.

NOTE that if your form does not use Membership Levels, no Billing record has been created for the new member. If you don't use Membership Levels at all in your organization, manually add the Billing record. If you do use Membership Levels but don't have them on the form due to accounting needs, manually add the Membership Level to have all settings/billings created.


Duplicate Profiles

If the new member profile created from the submission matches an existing profile, you'll receive a second email informing you of the duplicate. The subject of the email is "Online Submission created Potential Duplicate Profiles", and the email will list the exact profile IDs that are potential duplicates already in MC Trade.

To eliminate the duplicates, you need to merge the previous/existing profile into the new member profile. The email will contain a link to the profile merge page in MC Trade, but you must already be logged in for that link to go straight to your merge section. If you aren't logged in, you can go to Admin > Merge Profiles to merge the old profile into the new member profile. You can also merge the profile from the View Submissions page for the form, by clicking the Actions menu for the submission and then "Merge." 



Each Membership Level and Purchase Items that were selected will each have a line item created in the new membership invoice. If credit card payment was submitted, the corresponding payment records will also be applied (the default Payment Type for the Accounting Package of each line item will be used, or the default Online Payments Payment Type in Application Settings if there is no Accounting Package default).

The invoice will be dated on the submission date, with a Due Date and Apply Date also on the date of submission. The invoice line item Service Period Start Date and End Date are based on the "Days in Service Period" setting in your Revenue Item setup. If the Revenue Item is configured to have any period greater than 0, the Service Period Start Date will be automatically set as the first of the month for the month the form is submitted, and the Service Period End Date will be set based on the number in the Days in Service Period field. For example, if the number of days on the Revenue Item is 365, and the form is submitted on April 19, the service period on the invoice will be 4/1/19 - 3/31/2020.


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