Automated Membership Process - Membership Processing Option
This topic describes the process of entering constituent Membership information and all linked information (the data rows) for an operator who is part of a user group that has been defined within User Security to set Membership Processing to Membership.
For a description of the alternate process (for those whose Membership Processing is set to Dues), see the topic Automated Membership Processing - Dues.
This topic assumes that the structure of your Membership program has already been defined for the institution in the Membership Type, Membership Benefit, and Membership Publication, and all other associated lookup tables.
Step 1 - Enter the Membership Data Row
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The operator determines the Membership Type that is to be created based on the constituent's instructions or other institutional policy or definition, and accesses the constituent's Membership display. Based on the existing data rows, the operator determines which of the Situations described below describe the circumstances. |
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Situation
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Situation
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Situation
C |
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There are no existing Memberships, or none that are to be renewed, rejoined, upgraded or downgraded. |
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A Membership of the same Type exists. If it is inactive, the new row will be a Re-join. If it is active, it will be a Renewal. |
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An active Membership of a different type is being upgraded or downgraded. |
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| The operator will point to the Edit Button located on the Membership Section Header and click Insert to access the Automated Membership Process. | The operator will scroll to the Membership row of the same type. If an active one exists, it is the probable row to be used. If none are active, the most recently expired row is the probable choice. The operator will access a context menu from the edit button for the display of the chosen Membership row. Using Rejoin/Renewal in that menu, an Automated Membership Process is generated. |
The operator will scroll to the desired Membership row that is to be upgraded/downgraded (having a different type) and then access a context menu from the Edit button for that display. Using Upgrade/Downgrade in that menu, an Automated Membership Process is generated. |
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In all cases, the Automated Membership Process will be presented with default information. The following describes that default information and the source for each item. Those shown in italics are editable in the form. In all cases, the operator may Cancel this form at any time without creating a Membership row. In Situation B and C, there is also an action button labeled, New. When the New button is clicked, the default information will change to conform to Situation A and the process will continue along the Situation A path. |
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Type - first active one found in lookup table (ordered by Minimum Amount). All active entries are shown in pull-down list. Min Amt - from Membership Type entry that is selected above. Active - checked Renewal Date - Current Date Expiration Date - Renewal Date + Duration (from Membership Type) See Expiration - New. Status - New Source - first found in lookup table Initial Join Date - Renewal Date Recent Join Date - Renewal Date Type Join Date - Renewal Date Joined Date - Renewal Date Classification - from Membership Type entry Structure - from Membership Type entry Level - from Membership Type entry # of Cards - from Membership Type entry Comments - <blank> |
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Type - same as Membership being renewed or rejoined. Min Amt - from Membership Type entry that is selected above. Active - checked Renewal Date - Current Date Expiration Date -Exp Date from original Membership + Duration (from Membership Type). See Expiration - Renewal or Expiration - Rejoin. Status - If original is active, Renewal. If original is inactive, Rejoin. Source - first found in lookup table Initial Join Date - copied from same field in original Membership Recent Join Date - If Renewal, then copied from same field in Previous Membership. If Rejoin, then same as Renewal Date. Type Join Date - copied from same field in original Membership Joined Date - If Renewal, then copied from same field in Previous. If Rejoin, then same as Renewal Date. Classification - from Membership Type lookup entry. Structure - from Membership Type entry Level - from Membership Type entry # of Cards - from Membership Type entry Comments - <blank> |
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Previous Type - Type from original Membership. New Type - first active one found in lookup table (ordered by Minimum Amount). All active entries are shown in pull-down list. Min Amt - from Membership Type entry that is selected above. Active - checked Renewal Date - Current Date Expiration Date - If
Upgrade or Downgrade, then Exp Date from Previous Membership + Duration
(from Membership Type). If Rejoin Upgrade or Rejoin Downgrade, then Renewal
Date + Duration. See Expiration
Upgrade/Downgrade Status - Upgrade or Downgrade is based on comparison of Levels in the original and new Membership Type. If original was inactive, Status will be Rejoin Upgrade or Rejoin Downgrade. If original was active, Status will be Upgrade or Downgrade. Source - first found in lookup table Initial Join Date - copied from same field in original Membership Recent Join Date - If Upgrade/Downgrade, then copied from same field in Previous Membership. If Rejoin Upgrade or Rejoin Downgrade, then same as Renewal Date. Type Join Date - Renewal Date Joined Date - Renewal Date Classification - from Membership Type lookup entry. Structure - from Membership Type entry Level - from Membership Type entry # of Cards - from Membership Type entry Comments - <blank> |
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The operator may make changes to the editable text boxes and then Accept the information to create the Membership. In Situations B and C, the original Membership row is automatically set to inactive, and the new data row is created. |
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Step 2 - Enter Linked Membership Card, Benefits, and Subscription Information
If the type of Membership that was created or updated in Step 2 or through the manual entry of a Membership row (See Membership Processing above) has been defined to include Membership Cards, Benefits, or Subscriptions, the system will continue the process by prompting for the creation of those data rows.
| In all of the situations from Step 1 or if the Membership row was created manually, if the Membership row indicates a number of Membership Cards, the system will automatically prompt for the creation of those row(s). The first form will default to the preferred name of the constituent who owns the Membership row. That information may be edited and Saved. The system will continue to prompt for the number of cards that are indicated for that Membership, or until the operator clicks Finished. For all subsequent cards, the name information for the first line will default to the preferred name of the constituent who owns the Membership row. | ||||
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| The system will next present a form showing the Standard and Optional Membership Benefits with radio buttons Options. | ||||
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| The first part of the form shows the Standard Membership Benefits with radio buttons Options. Those options may be set for each Membership Benefit independently. When the options are set as desired, the Continue button will cause the following actions to occur for each Membership Benefit shown on the form. | ||||
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Accept Benefit Level row will be created and marked as Accepted |
Decline Benefit Level row will be created and marked as Declined. |
Cancel Benefit Level row will not be created. |
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| The system will next display a list of the Optional Membership Benefits with two radio button Options. Those options may be set for each Membership Benefit independently. When the options are set as desired, the Continue button will cause the following actions to occur for each Membership Benefit shown on the form. | ||||
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Accept Benefit Level row will be created and marked as Accepted |
Cancel Benefit Level row will not be created. |
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The system will then display a list of the Standard Benefits and the number of instances of each that may be assigned. There will be one line in the form for each Benefit Level row that was Accepted in the previous action, and an Assign button for each. The operator may assign the instances individually to that constituent or to any other constituent by clicking the appropriate Assign button. The next form will default to the preferred name of the Membership constituent, or the operator may click the Search button to identify another constituent to whom the Benefit may be assigned. Alternately, the operator may assign all instances of all Benefits shown to the Membership constituent by using the Assign All button. In either case Benefit rows will be created to track the assignments. When all desired assignments have been made, the operator should click Next. |
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| On the same form, the system will also display a list of the Optional Benefits and the number of instances of each that may be assigned for each that was Accepted in the previous action, and an Assign button for each. The operator may assign the instances individually to that constituent or to any other constituent by clicking the Assign button and entering the name of the desired constituent and the number of instances. Alternately, the operator may assign all instances of all displayed Benefits to the Membership constituent by using the Assign All button. In either case Benefit rows will be created to track the assignments, and the operator should click Next to proceed. | ||||
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| The system will next present a form showing the Standard Membership Publications with radio button Options. Those options may be set for each Membership Publication independently. When the options are set as desired, the Continue button will cause the following actions to occur for each Membership Publication shown on the form. | ||||
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Accept Subscription Level row will be created and marked as Accepted |
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Decline Subscription Level row will be created and marked as Declined. |
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Cancel Subscription Level row will not be created. |
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| The system will display a list of all the Subscriptions and the number of instances of each that were Accepted in the previous action and an Assign button for each. The operator may assign the instances individually to that constituent or to any other constituent by clicking the appropriate Assign button and entering the name of the desired constituent and the number of instances. Alternately, the operator may assign all instances of all Subscriptions to the Membership constituent by using the Assign All button. In either case Subscription rows will be created to track the assignments, and the operator should click the Next button to proceed. | ||||
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| This completes the Automated Membership Process and the operator will be returned to the constituent's Membership display. | ||||
Expiration Date
The following describes the process by which the system will calculate the default data for the Expiration Date, based on the Situation of the row that is being created.
| Situation | Calculation of Date |
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| New |
Calculated based upon the Renewal Set-up information in the Membership Type lookup table and Renewal Date entered in the Automated Membership insert form. If Renewal Set-up is RS, Expiration Date would be Renewal Date + Duration.
If Renewal Set-up is RF and Renewal Date day is less than Renewal Set-up Day, Expiration Date would be First day of the month of the Renewal Date + Duration, else if Renewal Set-up is RF and Renewal Date day is greater than or equal to Renewal Set-up Day, Expiration Date would be First day of the month after the Renewal Date + Duration. If Set-up Day is null and Set-up is RF, Expiration Date would be First day of the month of the Renewal Date + Duration.
If Renewal Set-up is RE Expiration Date would be Last day of the month of the Renewal Date + Duration.
If Renewal Set-up is RB and Renewal Date day is less than Renewal Set-up Day, Expiration Date would be Last day of the month before the Renewal Date + Duration, else if Renewal Set-up is RB and Renewal Date day is greater than or equal to Renewal Set-up Day, Expiration Date would be Last day of the month of the Renewal Date + Duration. If Set-up Day is null and Set-up is RB, Expiration Date would be Last day of the month of the Renewal Date + Duration.
If Renewal Set-up is RW and Renewal Date day is less than Renewal Set-up Day, Expiration Date would be Last day of the month of the Renewal Date + Duration, else if Renewal Set-up is RR and Renewal Date day is greater than or equal to Renewal Set-up Day, Expiration Date would be Last day of the month after the Renewal Date + Duration. If Set-up Day is null and Set-up is RR, Expiration Date would be Last day of the month of the Renewal Date + Duration.
If Renewal Set-up is CF, expiration would be 01/01 of next calendar year following the Renewal Date.
If Renewal Set-up is CE, expiration would be 12/31 of Renewal Date calendar year.
If Renewal Set-up is FE, expiration would be the last day of the month in the last month of the Renewal Date fiscal year. |
| Renewal | Based on the current Expiration Date plus the Duration of the Membership Type. (Expiration timing is maintained, whether the member renews early, on time, or late.) |
| Rejoin |
Calculated based upon the Renewal Set-up information in the Membership Type lookup table and Renewal Date entered in the Automated Membership insert form. If Renewal Set-up is RS, Expiration Date would be Renewal Date + Duration.
If Renewal Set-up is RF and Renewal Date day is less than Renewal Set-up Day, Expiration Date would be First day of the month of the Renewal Date + Duration, else if Renewal Set-up is RF and Renewal Date day is greater than or equal to Renewal Set-up Day, Expiration Date would be First day of the month after the Renewal Date + Duration. If Set-up Day is null and Set-up is RF, Expiration Date would be First day of the month of the Renewal Date + Duration.
If Renewal Set-up is RE Expiration Date would be Last day of the month of the Renewal Date + Duration.
If Renewal Set-up is RB and Renewal Date day is less than Renewal Set-up Day, Expiration Date would be Last day of the month before the Renewal Date + Duration, else if Renewal Set-up is RB and Renewal Date day is greater than or equal to Renewal Set-up Day, Expiration Date would be Last day of the month of the Renewal Date + Duration. If Set-up Day is null and Set-up is RB, Expiration Date would be Last day of the month of the Renewal Date + Duration.
If Renewal Set-up is RW and Renewal Date day is less than Renewal Set-up Day, Expiration Date would be Last day of the month of the Renewal Date + Duration, else if Renewal Set-up is RR and Renewal Date day is greater than or equal to Renewal Set-up Day, Expiration Date would be Last day of the month after the Renewal Date + Duration. If Set-up Day is null and Set-up is RR, Expiration Date would be Last day of the month of the Renewal Date + Duration.
If Renewal Set-up is CF, expiration would be 01/01 of next calendar year, following the Renewal Date.
If Renewal Set-up is CE, expiration would be 12/31 of the Renewal Date calendar year.
If Renewal Set-up is FE, expiration would be the last day of the month in the last month of the , following the Renewal Date fiscal year. |
| Upgrade/Downgrade | Based on the current Expiration Date plus the Duration of the new Membership Type. (Expiration timing is maintained, whether the member renews early, on time, or late.) |
| Rejoin Upgrade/Downgrade |
Calculated based upon the Renewal Set-up information in the Membership Type lookup table and Renewal Date entered in the Automated Membership insert form. If Renewal Set-up is RS, Expiration Date would be Renewal Date + Duration.
If Renewal Set-up is RF and Renewal Date day is less than Renewal Set-up Day, Expiration Date would be First day of the month of the Renewal Date + Duration, else if Renewal Set-up is RF and Renewal Date day is greater than or equal to Renewal Set-up Day, Expiration Date would be First day of the month after the Renewal Date + Duration. If Set-up Day is null and Set-up is RF, Expiration Date would be First day of the month of the Renewal Date + Duration.
If Renewal Set-up is RE Expiration Date would be Last day of the month of the Renewal Date + Duration.
If Renewal Set-up is RB and Renewal Date day is less than Renewal Set-up Day, Expiration Date would be Last day of the month before the Renewal Date + Duration, else if Renewal Set-up is RB and Renewal Date day is greater than or equal to Renewal Set-up Day, Expiration Date would be Last day of the month of the Renewal Date + Duration. If Set-up Day is null and Set-up is RB, Expiration Date would be Last day of the month of the Renewal Date + Duration.
If Renewal Set-up is RW and Renewal Date day is less than Renewal Set-up Day, Expiration Date would be Last day of the month of the Renewal Date + Duration, else if Renewal Set-up is RR and Renewal Date day is greater than or equal to Renewal Set-up Day, Expiration Date would be Last day of the month after the Renewal Date + Duration. If Set-up Day is null and Set-up is RR, Expiration Date would be Last day of the month of the Renewal Date + Duration.
If Renewal Set-up is CF, expiration would be 01/01 of next calendar year following the Renewal Date.
If Renewal Set-up is CE, expiration would be 12/31 of the Renewal Date calendar year.
If Renewal Set-up is FE, expiration would be the last day of the month in the last month of the Renewal Date fiscal year. |