CASE Membership Coordinator Portal

Transcription

1 CASE Membership Coordinator Portal Getting started: Welcome to the CASE membership coordinator portal. This tool will allow you to manage your institution s roster and renew your institution s membership dues online. Please remember that the updates you make will be made to your institution s real data. If you have any questions, please contact us at or jtsepas@case.org. SECTIONS Click on the links below for details on each function: 1. CASE Member Coordinator Portal Overview 2. Remove Staff from Your Roster 3. Add Staff to Your Roster 4. Download and/or Print Your Membership Roster 5. Update Your Institution s Chief Advancement Officer 6. Update Your Institution s President/CEO 7. Update Your Institution s Primary Membership Coordinator 8. Add or Update Your Institution s Secondary Membership Coordinator 9. Manage Print Currents Magazine Subscriptions

2 CASE Member Coordinator Portal Overview The Membership Coordinator Portal is divided into two sections: The top of the page serves as the navigation to the functions that relate to your role as your institution s CASE membership coordinator. Please see sections of this document for details about each function. The bottom of the page lists individuals CASE has on record as employees of your institution and some of CASE-related roles they play. Please note: there is no additional cost to having staff listed on your roster.

3 Search for Staff on Your Roster 1. Type in the first or last name of the employee in the Search By Member Name box from the Portal homepage. 2. Click on the individual s name in the Members section for Contact Information for that individual. 3. Click on the Show All link to clear your search and display all employees at your institution.

4 Remove Staff from Your Roster 1. Click on the Remove Staff button from the Portal homepage. 2. This will take you to the Remove Member page. 3. Select the individuals you wish to remove from the Employees box and use the right arrow to move them to the Remove from Roster box. o You can remove multiple employees at one time. o You can move an individual back to the Employees box by using the left arrow. 4. Click on the Save button. You will see a pop-up messaging confirming your request to remove staff. Click Continue to finalize the process or Cancel to return to the Remove Member page to edit your selection. Please note: there is no additional cost to having staff listed on your roster. If you remove an individual they will no longer be able to access any CASE benefits and CASE will no longer list them as an employee of your institution.

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6 Add Staff to Your Roster 1. Click on the Add Staff button from the Portal homepage. 2. This will take you to the Search Members page. 3. Search the CASE database to ensure your colleague does not already have a record. Please do not create new records for individuals already in the CASE database. o To search by State/Province, select the appropriate Country first. o Use the % symbol as a wild card if you aren't sure of spelling. o If you know a new employee has come from another institution be sure to also search for his/her record using prior employer criteria. If your search returns similar results and you are not sure, either contact the new employee directly to confirm the information or contact CASE for assistance.

7 Adding staff who were employed at a different institution If your search returns a record for the new employee and that employee is listed at his or her former institution, check the Add checkbox in the row and click on the Add Selected Individual To Roster button on the bottom of the page. You will see a pop-up message confirming your request to add the staff to your roster. Hint: You can also have staff add themselves to your roster by directing them to 1. Next, you will receive a pop-up with the following message. Click Yes to proceed. 2. Complete the contact information for the new employee and click the Save button. 3. The individual will now appear on your CASE membership roster.

8 Adding staff who were not found in your search If your search does not return a record you can create a new record by clicking on the Individual Not Found. Create a New Record? button. Please do not create new records without searching the CASE database first. Hint: You can also have staff add themselves to your roster by directing them to 1. The first screen will verify the new employee s is not already in the CASE database. 2. The second screen will ask you to complete the contact information for the new employee. When finished, click on the Find Company button. Hint: be sure to enter your institution s name in the Company Name box exactly as it is listed on your CASE membership.

9 3. Select your institution and click Continue. 4. Complete the rest of the contact and demographic information for the individual and click Add.

10 5. The individual will now appear on your CASE membership roster and will receive a welcome from CASE.

11 Download and/or Print Your Membership Roster You have two options to download your membership roster. 1. Click on the Print/Export Roster button from the Portal homepage. 2. This takes you to the Print Roster page. a. Click on the Export Roster button to export your roster as a.csv file from your web browser. You can open the file in Excel or similar programs. b. Click on the Print Roster button to print a list directly from the portal.

12 Update Your Institution s Chief Advancement Officer (CAO) 1. To add a Chief Advancement Officer (CAO), the Primary Membership Coordinator has to click on the Manage CEO/CAO button from the Portal homepage. 2. This takes you to the CASE Manage CEO CAO page. On this page you will see the current CAO(s) listed for your organization. Note: you may have multiple CAOs listed with your organization, but they should be only be listed if they report directly to the campus CEO. 3. From the Select CAO Representatives box, select the individuals you wish to add from the Employees box and use the right arrow to move them to the Identify as CAO box. Note: if the new CAO does not have a record with your institution, you must add them first through the Add Staff process on the portal homepage then return to this section. 4. You can move an individual back to the Employees box by using the left arrow. 5. Click on the Save button. 6. If the former CAO has left your institution, use the Remove Staff process on the portal homepage to remove them from your roster.

13 Update Your Institution s President/CEO 1. To add your campus President/CEO, the Primary Membership Coordinator has to click on the Manage CEO/CAO button from the Portal homepage. 2. This takes you to the CASE Manage CEO CAO page. On this page you will see the current CEO listed for your organization. Note: only one CEO may be listed for your institution. 3. Select the individual you wish to add as the new CEO from the Add New CEO dropdown box. Note: if the new CEO does not have a record with your institution, you must add the first through the Add Staff process on the portal homepage then return to this section. 4. Click on the Save button. 5. If the former CEO has left your institution, use the Remove Staff process on the portal homepage to remove them from your roster.

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15 Update Your Institution s Primary Membership Coordinator There are two levels of the CASE membership coordinator the primary membership coordinator and the secondary membership coordinator. Only the primary and secondary membership coordinators have access to the CASE Membership Coordinator Portal. The Primary Membership Coordinator has access to all functionality of the portal including adding secondary coordinators and paying membership dues invoices. There is only one Primary Membership Coordinator per institution. 1. To determine if you are the Primary Membership Coordinator click on the Manage Coordinators button from the Portal homepage. Note: only primary and secondary coordinators can access this page. 2. This takes you to the Manage Coordinators page. On this page you will see the Primary Coordinator and any Secondary Coordinators assigned to your institution. Primary Coordinator: Corey Coordinator Secondary Coordinators: You cannot change the Primary Membership Coordinator online. You need to contact CASE to update your Primary Membership Coordinator.

16 Add or Update Your Institution s Secondary Membership Coordinator Adding a secondary membership coordinator There is a new feature in the CASE Membership Portal that allows for the addition of multiple secondary membership coordinators. The Primary Membership Coordinator can secondary coordinators. There is only one Primary Membership Coordinator per institution. 1. To add a Secondary Membership Coordinator, the Primary Membership Coordinator has to click on the Manage Coordinators button from the Portal homepage. 2. This takes you to the Manage Coordinators page. On this page you will see the Primary Coordinator and any Secondary Coordinators assigned to your institution and the Manage Secondary Coordinators box. 3. Select the individuals you wish to add from the Employees box and use the right arrow to move them to the Secondary Coordinators box. 4. You can move an individual back to the Employees box by using the left arrow. 5. Click on the Save button.

17 The Secondary Membership Coordinators will now be listed on the Manage Coordinators page:

18 The Secondary Membership Coordinators will now be listed on the Membership Coordinator Portal homepage: Secondary membership coordinator functionality The secondary membership coordinators have access to the CASE Membership Coordinator Portal, but are only granted access to the following areas: Add staff Remove staff Manage free print Currents magazine subscriptions Print/export membership roster The secondary membership coordinator will only see the buttons below from the membership coordinator portal homepage.

19 Manage Print Currents Magazine Subscriptions Please Note: You can manage free print Currents subscriptions only for PAID orders with a begin date between July 1, 2016 and August 1, Orders before that date do not include free print Currents subscriptions as a member benefit. Orders after this date have not activated yet. All staff at your institution has access to the digital version of Currents. Assigning print subscriptions to Currents magazine 1. To manage your Currents magazine print subscriptions click on the Manage Free Print Currents Subscriptions button from the Portal homepage. 2. This takes you to the Manage Currents Subscriptions page. On this page you will see: a. The number of complimentary Currents subscriptions included in your institution s dues b. Number of complimentary Currents subscriptions you have available 3. Click on the Provide Complimentary Subscriptions button. 4. This takes you to the Start Subscriptions page. On this page you will see: a. The membership period for the Currents print subscriptions b. Number of print subscriptions available 5. Select the individuals you wish to add from the Employees box and use the right arrow to move them to the Subscribers box. Once you have reached your limit of available print subscriptions, you will not be able to add additional print subscriptions. Use the Add Staff process from the portal homepage if you wish to assign a subscription to someone not currently listed on your membership roster. 6. You can move an individual back to the Employees box by using the left arrow. 7. Click on the Save button.

20 Stopping print subscriptions to Currents magazine 1. To stop someone from receiving Currents magazine print subscriptions click on the Manage Free Print Currents Subscriptions button from the Portal homepage. 2. This takes you to the Manage Currents Subscriptions page. On this page you will see a list of who is receiving Currents print subscriptions 3. Click on the Stop Complimentary Subscriptions button. 4. This takes you to the End Subscriptions page. On this page you will see: a. The membership period for the Currents print subscriptions b. Number of print subscriptions available (if any) 5. Select the individuals you wish to remove from the Subscribers box and use the right arrow to move them to the Remove from Subscription List box. 6. You can move an individual back to the Subscribers box by using the left arrow. 7. Click on the Save button. 8. You will return to the Manage Currents Subscriptions page where you can add or remove subscribers as needed.

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