Click here for a video that reviews the new member workflow!
To enter a new member profile into the database, click the "New Profile" button in the upper right corner of the Profiles section. You can also access this same workflow by clicking Profiles > Add a Member from the main navigation.
A new profile window appears, defaulting to an Organization. If your membership is individual-based, switch the radio button to Individual Profile type. Enter an Organization Name, and update the Sort Name (for example, removing "The" at the beginning of the name) if necessary. Note that a duplicate check is run automatically, so if the name you enter already exists in the database, you'll be prompted to either select an existing profile, or continue and save a new profile instead.
Then, click the "Member" radio button to indicate that the new profile you are adding is a member. Click Continue, and the new member options will appear:
Choose an "add" Member Activity from the dropdown list. These Member Activity Types are defined by you, and can be added/updated in the Admin section of the database. The date will default to the current date, but you can change this join date if necessary.
Selecting a Membership Level at this point is optional, but highly recommended. This will automatically set the Profile Status, Affiliation Codes, Billings, Benefits, and any other settings you have configured in your Membership Level settings. Choose the level, then click Continue.
The profile edit screen appears, and you can continue adding contact information to the profile. You can enter data on any/all of the tabs. Be sure to add a category listing on the Listings tab if you want the new member to appear in your online membership directory., and if you do NOT use Membership Levels, be sure to add a Billing record for the profile's dues renewal amount. Once you've entered all information, click Save Profile. You'll be returned to the Profile View for the new member, with two notifications appearing:
Adding at least one primary relationship to the new member profile (a Main Contact), is recommended. You can click the blue notification to add one, or click Relate a New Profile below in the Primary Relationships section. You can continue clicking "Relate a New Profile" for all additional related profiles that you need to add. Click here for details on managing related profiles.
Finally, although the billing record may be added either automatically or when first editing the profile, the initial new member invoice for the first year dues needs to be created. Click the blue notification to add the new member invoice and apply payment if necessary.
On the new member invoice screen, click Add Line Item. Select the correct dues Revenue Item from the dropdown, then update the Unit Price (or other price fields) if necessary. If you need to add more than one line item to the invoice (such as a new member start-up fee), you can click Add Line Item again to add multiple line items to the invoice.
If you do not have a payment to apply at that moment, click Save Invoice and an open invoice will be created on the profile. To apply a payment, click the Payment tab on the left.
Select a Payment Type, enter an amount, and update the source, dates, or check number fields if necessary. If you select a Credit Card payment type, the Credit Card processing fields will appear for you to enter the card information. When you click Save Invoice, the line items will be created, payment will be applied to the line items, and the credit card will be charged if applicable.
After saving the invoice, you'll be returned to the Profile View for the new member. With all profile information entered, related profiles created, and new member invoice/payment applied, your new member is complete!
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