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Membership

Many institutions create a formalized system of a variety of Memberships to confirm and maintain a strong bond between the institution and its constituents. These Memberships usually have differing fees and differing 'privileges' associated with each. Millennium categorizes those privileges as either Subscriptions (if there is a periodical publication involved) or Benefits (all other privileges, whether tangible or intangible).

Millennium allows you to define the structure of each type of Membership through the use of several Membership lookup tables. Once this structure is in place, you may track a constituent's participation, beginning with the Membership data row. This data row will draw much of its information from the Membership Type lookup table entry that is selected for the data row. This includes the expectation of certain Benefits (based on Benefit Level) and Subscriptions (based on Subscription Level), a certain number of Membership Cards to be issued, and a range of amounts that are associated with a Membership of this type. The Membership data row becomes the 'anchor' to which all associated data rows link.

Notes:

An Administrator can remove the Membership table from the Millennium Explorer if not used. See Table Options for more information.

Millennium system administrators or the database administrator can configure audit logging for the Membership data table. For more information, see Audit Log.

Membership Processing Options

When Database Groups are defined in Millennium's User Security function, each group has the option of processing Memberships Dues or Memberships.

Database Group Dues Processing Option

If the user initiates the insertion process from the Membership display, he or she can choose to Insert, Insert Via Default, or Insert a Complimentary Membership.

If the user chooses to Insert or Insert via Default, then the system will present a Dues Insert form. Once data is entered and the Dues row is inserted, the system will next launch the Automated Membership Process - Dues and prompt for the creation of the Membership row and all associated data rows. The Membership row and the Dues row will be linked.

If the user chooses to Insert a Complimentary Membership, the system will immediately launch the Automated Membership Process - Membership without first presenting a Dues Insert form. The system will not attempt to determine a 'Best Fit' Membership Type, and will default to creating a new membership instead.

Database Group Membership Processing Option

If the user initiates the insertion process from the Membership display to create a new membership, he or she can choose to Insert.

The system will immediately launch the Automated Membership Process.

When creating a new Membership in this mode, the system will default to creating a new membership, rather than attempt to determine a 'Best Fit' Membership Type.

Note: The user can also Rejoin/Renew, or Upgrade/Downgrade existing memberships from the Membership display.

Insert a Complimentary Membership is not an available item on the menu when the Database Group Membership Process option is set to Membership. When the Membership Process option is set to Membership, you can choose a Complimentary Membership once the Automated Membership Process has launched.

Membership Display

Membership-related data is stored in the Membership, Benefit Level, Subscription Level, Membership Card, Benefit, and Subscription data tables. Each of these data tables can be displayed in Long, Short, or Mini Display mode. What fields display, and their labels, can be customized for each of these display modes for each of these data tables via the Profiles version of the Custom Display Designer.

When a constituent's Membership information is displayed, each Membership row is shown as a primary data row. Linked Benefit Level, Subscription Level, and Membership Card rows will display beneath the Membership row information in the Long Display mode. This linked information will also display if Short mode is activated, and if you have activated the Display Linked Data in Short DisplayUser Option.

Benefit rows that link to a Benefit Level will display indented, and below the Benefit Level to which they are linked; Subscription rows that link to a Subscription will similarly display indented and below the Subscription row to which they are linked.

All of the details, including linked secondary information, for a single membership can be displayed via the Detail Display mode setting. To view a membership in Detail mode, verify that the current display mode is set to either Short or Mini. Via the edit button to the left of the specific Membership you want to view, access the context menu, and select the Detail menu item. To return to the Membership data display screen, access the context menu to the left of the Membership information and select the Short or Mini menu item, or click on the Membership item within Millennium Explorer. When returned to the Membership data display screen, focus will be placed on the Membership that was just selected for Detail Display. Please note that when the Membership is towards the top of the screen, the transaction selected for Detail, once returning to the main screen will be placed as the focus on that screen. If a Membership is towards the bottom, more specifically the last few, it will show that transaction at the middle or bottom of the screen.

Benefits that a constituent has received as a result of another constituent's Membership will display below the Benefits Received section header. Similarly, Subscriptions that a constituent has received as a result of another constituent's Membership will display below the Subscriptions Received section header. Behind the scenes, a benefit (or subscription) is considered 'Received' if the Benefit (or Subscription) data row belongs to the constituent whose Membership information you are viewing, but the data row is linked to a Membership that belongs to a different constituent.

The layout of the Membership display with all tables set to Long display mode could appear as shown in the outline below.

Membership 1
- Benefit Level
  - Benefit
  - Benefit
- Benefit Level
  - Benefit
- Subscription Level
  - Subscription
  - Subscription
- Subscription Level
  - Subscription
- Membership Card
Membership 2
- Benefit Level
  - Benefit
- Subscription Level
Benefits Received
Subscriptions Received

Membership Field Descriptions

Membership data is stored in the membership data table. The following fields are included. The field labels and non-displaying designations that are listed here are those that the system uses by default. If you want to override these default settings, you must customize your display definition.

Note: Custom fields are included in the data table, and are available for any purpose that you want to define. These fields are not shown on the standard Display or standard Data Maintenance forms. If you want to make use of one or more of the custom fields, use the Custom Display Designer to edit the standard Display and Data Maintenance forms.

Field Name Field Label	Lookup Table	Type SQL/Oracle Length [Default] {Check}	Description
membkey non-displaying	none	numeric/number 13,0	The primary key field for all rows in all tables. This field holds a permanent "time stamp" of the precise time and date the row was created. This uniquely identifies a row within the table. (system field)
membid non-displaying	none	char 10	This field holds the ID number of the constituent who owns this row, providing a link between this row and all others in all other tables which also belong to the same constituent. (system field)
membdoc non-displaying	none	char 1 ['N'] {'Y' or 'N'}	This field holds a Y/N flag to indicate the existence of a linked document for this row. (system field)
membdate no label	none	datetime/date [getdate()]	The date that this Membership row was last updated. This field is automatically entered by the system. (system field)
membuserid no label	none	varchar/varchar2 30 [suser_sname()]	The User ID of the operator that last edited this Membership row. It is automatically entered by the system. (system field)
membugroup non-displaying	none	char 1 ['Z']	This field holds the Group letter that was associated with the UserID of the operator who last edited this row. (system field)
membtype Membership Type	Membership Type	char 6 [' ']	This field describes the kind of membership that is represented in this row, as defined by your institution in the Membership Type lookup table.
membjoindt Joined	none	datetime/date	This field defaults to the earliest date for a continuous Membership of the same Type. It may be used to determine the date for a designation such as 'Member at this level since (date).' If a Membership is anything other than a renewal, this date will default to be the same as the membrnewdt.
membrnewdt Renewed on	none	datetime/date	This field defaults to the date on which this Membership began - the one defined by the current Membership data row. This date defaults to the date of the Dues transaction that generates the Membership row,(if you are processing Memberships via Dues), or to the current date (if you are processing via Memberships).
membstatus Status	Membership Status	char 6 [' ']	This field is used to describe the status of a membership, should you need to do so in a more detailed way than simply using the active/inactive flag that is contained in the membactive field. The Membership Status lookup table may use such values as renewal, new, lapsed, or any other description the institution wants to define.
membgiveid non-displaying	none	char 10	If a membership fee is paid by another constituent, the second constituent's ID Number is held in this field in the Membership row. During input or editing, the second constituent may be identified using the standard Search Millennium Database form. That form allows the use of either the ID Number or name and other data to specify a constituent. Once the constituent has been identified, (regardless of the technique), the ID Number is copied to this field. (system field)
membtitle no label	none	char 30	If a membership fee is paid by another constituent, this field holds a copy of the Title field from the first Name row that is found belonging to that constituent. Usually this would be the preferred name. (system field)
memblast no label	none	char 55	If a membership fee is paid by another constituent, this field holds a copy of the Last Name field from the first Name row that is found belonging to that constituent. Usually this would be the preferred name. (system field)
membfirst no label	none	char 30	If a membership fee is paid by another constituent, this field holds a copy of the First Name field from the first Name row that is found belonging to that constituent. Usually this would be the preferred name. (system field)
membmiddle no label	none	char 30	If a membership fee is paid by another constituent, this field holds a copy of the Middle Name field from the first Name row that is found belonging to that constituent. Usually this would be the preferred name. (system field)
membsuffix no label	none	char 30	If a membership fee is paid by another constituent, this field holds a copy of the Suffix field from the first Name row that is found belonging to that constituent. Usually this would be the preferred name. (system field)
membntype Name Type	Name Type	char 6	If a membership fee is paid by another constituent, this field holds a copy of the Name Type field from the first Name row that is found belonging to that constituent. Usually this would be the preferred name. This field is automatically generated by the system. (system field)
membsortnm non-displaying	none	char 30	If a membership fee is paid by another constituent, this field holds a copy of the Sortname field from the first Name row that is found belonging to that constituent. Usually this would be the preferred name. The sortname form of the name is used for alphabetical sorting in a report format. This field is automatically generated by the system. (system field)
membnotice Notice ?	none	char 1 ['N'] {'N' or 'Y'}	This field acts as a flag to the system, indicating whether or not the donor should be sent a reminder when it is time to renew the membership. This is particularly useful when the membership has been paid by someone other than the constituent who "owns" the membership.
membactive Active?	none	char 1 ['Y'] {'N' or 'Y'}	This field acts as a flag to the system, indicating whether this membership is or is not active. If a Death row is created for the constituent who owns this Membership, this field is automatically set to 'N'. If a membership is set to activate upon the first or last payment on a pledge dues transaction, the membactiv2 field may be a more appropriate indicator of an active membership.
membsource Source	Source	char 6 [' ']	The source for the information in this row.
membsubflg non-displaying	none	char 1 ['N'] {'N' or 'Y'}	This field acts as a flag to the system, indicating whether there are or are not attached Subscription Level rows. (system field)
membbenflg non-displaying	none	char 1 ['N'] {'Y' or 'N'}	This field acts as a flag to the system, indicating whether there are or are not attached Benefit Level rows. (system field)
membpoint non-displaying	none	numeric/number 10,0	This system-assigned field is no longer used or supported. (system field)
membcrdate non-displaying	none	datetime/date [getdate()]	This system-generated field is the date that the row was created. (system field)
membfnum non-displaying	none	char 2 ['28'] {'28'}	The file (table) number for the Membership table. (system field)
membcomm no label	none	varchar/varchar2 4000	A free text Comment that may be entered and displayed with this row only.
membstruct Structure	Membership Type	char 6	This system-generated field is copied from the Structure (mem_struct) field in the Membership Type lookup table entry. It describes whether this Membership row is primary or secondary (as categorized by your institution for your own purposes.)
membclass Classification	Membership Type	char 6	This system-generated field is copied from the Classification (mem_class) field in the Membership Type lookup table entry. It describes may be used to further categorize this Membership row (Single, Life, Family, Joint, Joint Life, Joint Family, etc.)
memblevel Level	Membership Type	numeric/number 6,0	This system-generated field is copied from the Level (mem_level) field in the Membership Type lookup table entry. This may be used to establish a hierarchy or sorting order for all of the Membership Types in use at your institution.
membinitdt Initial Join Date	none	datetime/date	This field defaults to the earliest date that this constituent joined any Membership of any Type. This information will be the same in all Membership rows belonging to the same constituent (for Memberships entered by users of the same Millennium User Group).
membtypddt Type Join Date	none	datetime/date	This field defaults to the earliest date that this constituent joined a Membership of the same type as this Membership row.
membrcntdt Recent Join Date	none	datetime/date	This field defaults to the most recent date that this constituent renewed or rejoined a Membership of any type that is continuous without a lapse period. May be used to determine the date for a designation such as 'Member at any level since (date).'
membexprdt Expiration Date	none	datetime/date	This field is used to track the expiration date for this Membership. If a membership is set to activate upon the first or last payment on a pledge dues transaction, the membexpdt2 field may be a better indicator of the expiration date.
membamount Amount	none	money/number (19,4)/(16,2)	This system-generated field holds a copy of the amount shown in the Giving or Dues row to which this Membership row is linked (if any).
membcrdnum Card Number	none	integer	This system-generated field holds a copy of the number of Membership Cards that were made available to this constituent for this Membership.
membcrdnam non-displaying	none	char 1	This system-generated field is used as a flag that the Membership row is linked to additional rows in the Membership Card row.
membgiveby non-displaying	none	char 1 {'Y' or 'N'}	This system-generated field is used as a flag that the Membership fee was given by a constituent other than the one who owns the Membership row. (system field)
membgiftfl non-displaying	none	char 1 {'Y' or 'N'}	This system-generated field is used as a flag that the Membership row is linked to a Gift row. (This function is not currently available.) (system field)
membduesfl non-displaying	none	char 1 {'Y' or 'N'}	This system-generated field is used as a flag that the Membership row is linked to a Dues row. (system field)
memblnkkey non-displaying	none	numeric/number 13,0	This system-generated field is used to hold a copy of the key field for either the Giving or Dues row if the Membership is linked to a row in one of those tables. (The functionality of linking to the Giving table is not currently available.) (system field)
memblnkfil non-displaying	none	char 2 {'05' or '08'}	This system-generated field is used to hold a copy of the table number for either the Giving or Dues table if the Membership is linked to a row in one of those tables. (The functionality of linking to the Giving table is not currently available.) (system field)
membsol non-displaying	Solicitations	char 6	This system-generated field is used to hold a copy of the code for the Solicitation lookup table entry with which this Membership is associated (if any). (system field)
membsolnm non-displaying	Solicitations	char 65	This system-generated field is used to hold a copy of the name of a Solicitation lookup table entry with which this Membership is associated (if any). (system field)
membmemkey non-displaying	none	numeric/number 13,0	This system-generated field is used to maintain the link between this Membership row and a linked renewal Membership. (system field)
membcrugrp non-displaying	none	char 1	This system-generated field contains a copy of the User Group with which this Membership row is associated. (system field)
membpend Pending	none	char 1 ['N'] {not null}	This field is a flag to indicate that this data row has linked information in the 'pending' Membership table as a result of data entry by the constituent via the Online Constituent Directory. That linked info is pending incorporation into this data row. (system field)
membpubfl Publish	none	char 1 ['N'] {not null}	This field is a flag to indicate whether this data row should or should not be available for online publishing.
membdate1	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
membdate2	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
membmny1	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
membmny2	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
membnum1	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
membnum2	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
membyesno	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
memblook1	Membership Lookup1	char 6	This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row.
memblook2	Membership Lookup2	char 6	This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row.
memblook3	Membership Lookup3	char 6	This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row.
membtext	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
membexpdt2 Expiration Date 2	none	datetime/date	If the membership type activates upon the first or the last payment date on a pledge (when the dues transaction is a pledge) rather than on the posting date of the pledge, this field will reflect the appropriate expiration date based on when the first or the last payment is made. For example, a constituent makes a $45 pledge for a membership on 04/30/2008. The membership is a rolling end of month 12 month membership, and it is set to activate on the first payment. When the pledge is made, membactive is set to Y, membexprdt is set to 04/30/2009, membactiv2 is set to N, and membexpdt2 is NULL. The constituent makes his or her first payment on 05/30/2008. membactive remains set to Y and membexpdt remains set to 04/30/2009. membactiv2 is reset to Y and membexpdt2 will set to 05/30/2009.
membactiv2 Active 2	none	char 1 ['N'] {'N' or 'Y'}	If the membership type activates upon the first or the last payment date on a pledge (when the dues transaction is a pledge), rather than on the posting date of the pledge, this field will be set to 'Y', to flag the membership as Active, when the first (or the last) payment is made. See the membexpdt2 field description for an example.
membdate3	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
membdate4	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
membdate5	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
membdate6	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
membdate7	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
membdate8	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
membdate9	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
membdte10	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
membdte11	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
membdte12	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
membmny3	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
membmny4	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
membmny5	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
membmny6	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
membmny7	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
membmny8	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
membmny9	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
membmny10	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
membmny11	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
membmny12	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
membnum3	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
membnum4	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
membnum5	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
membnum6	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
membnum7	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
membnum8	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
membnum9	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
membnum10	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
membnum11	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
membnum12	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
membchk1	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
membchk2	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
membchk3	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
membchk4	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
membchk5	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
membchk6	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
membchk7	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
membchk8	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
membchk9	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
membchk10	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
membtxt1	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
membtxt2	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
membtxt3	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
membtxt4	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
membtxt5	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
memblook4	Membership Lookup4	char 6	This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row.
memblook5	Membership Lookup5	char 6	This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row.
memblook6	Membership Lookup6	char 6	This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row.

Indices - Membership

Index	Primary	Foreign	Unique	Fields	Sort
pk_membership	Y		Y	membkey	ASC
memb01				membid	ASC
memb02				memblnkkey, memblnkfil	ASC
memb03		Y		membtype	ASC

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