ESP Transition to Online Membership

Transcription

1 ESP Transition to Online Membership Bob Ohlensehlen ESP Executive Director October

2 Why We are Making the Change Member convenience Automatic renewal notification Online payment with credit card Simplifies process for the chapter Website integral part of Wild Apricot Meeting registration integral part of Wild Apricot Newsletter & bulk options Each chapter can access their member data Members and chapter read/write administrator can edit member data

3 Levels of Membership Annual Members (renews annually) Chapter dues assessed and will be sent to chapter Can be paid by check or credit card Can be paid by member or chapter designee New Members New members can apply for membership online New members require approval by the chapter Allows for chapter new member fee New members instantly on list

4 Life Members Levels of Membership (Continued) Option to invoice for Life Member Dues Pay Life Member Fee (eliminates credit for current year) Includes Chapter Life Member Fee (if any) Member-At-Large Membership opportunity in states where there are no chapters If proposed By-Law is passed (to be voted on at 2017 National Council Meeting), when chapter requirements cannot be met

5 Who Can Be An Administrator Only those who have been trained will be given the full Read/Write privileges Chapters will designate a person to receive the Read/Write privileges for the chapter if more than one person is trained Additional administrators with Read Only rights can be assigned for chapters those will have the capability to download or view data.

6 Accessing the Online System

7 Accessing the Online System Access member records by individual or administrator Access User Guide for members or administrator Access the August webinar on YouTube

8 New Members or Access Existing Member Existing Members Login New Member Registration

9 Existing Member Login Your first login will require you to enter a password

10 Existing Member Login Logged in as a existing member

11 Member Profile Editing Members can edit their information

12 Member Profile Editing (Continued)

13 Creating a New Member Page 1 Select the member category

14 Creating a New Member page 2 Enter and security code

15 Creating a New Member page 3 Enter personal information

16 Creating a New Member page 4 Select chapter, if applicable

17 New Member Payment Options Page 5

18 New Member Payment Page 6

19 Administrator Read / Write Only New Members in List Epsilon Sigma Phi Administrators - New members must be approved by their chapter before becoming an annual member

20 Administrator Read / Write Only Epsilon Sigma Phi Activating/Approving New Members Generate Invoice to Activate members Do not use Activate Without Invoice (Duplicate invoices can be deleted)

21 Administrator Read / Write Only Epsilon Sigma Phi Approving New Members Chapters have the responsibility of approving new members for their chapter Once a member has been Approved, do not change them to the Annual Member Level The National Office will prepare New Member certificates and change the approved New Members to Annual Members

22 Administrator Read / Write Only Approving New Members Epsilon Sigma Phi National Office Changes to Annual Member Chapter Changes to Active

23 Administrator Read / Write Only Epsilon Sigma Phi Procedure for New Membership Year Those members eligible to renew membership must be identified for renewal by pressing the Renew button under the Membership Tab of their record When identified for renewal, invoices must be generated for members If a member whose membership has Lapsed chooses to renew, be sure to edit their new Renewal Date. If a member is Archived you will need to Unarchive his/her record first.

24 Administrator Read / Write Only Renewing Annual Members Epsilon Sigma Phi Click the Renew button to select a member to be notified of renewal date/balance due for coming year

25 Important: You must click the Save button or any changes made will not be kept. Administrator Read / Write Only Renewing Annual Members Epsilon Sigma Phi Check the member information and Save to proceed to the next member

26 Administrator Read / Write Only Renewing Annual Members Epsilon Sigma Phi Check the Renewal Due On Date if membership has lapsed it must be updated Click the Generate Invoice button to create a renewing member invoice. DO NOT CHOOSE ACTIVATE WITHOUT INVOICE

27 Administrator Read / Write Only Renewing Member Invoice Epsilon Sigma Phi After the invoice has been created it can be ed to the member. Invoices that are ed include a link to the site for payment.

28 Dues Payments Payments can be made from the invoice by: Individual members paying with a credit card Individual members paying by sending a check Chapter Treasurers paying for multiple members by check (must be accompanied by a list of members/amounts paid per member in check payment)

29 Dues Payments It is still an option to manage dues payments similarly as in the past with the chapter collecting the dues and sending the check to the national office along with a list of the members included in the payment. If this procedure is used, ALL the dues from the chapter must be handled in this manner and we will change the amount of the chapter dues to $0 in the online system to avoid handling chapter dues by the national office. Chapters must notify the national office if they choose to use this method of payment.

30 Renewal Payment Options

31 Administrator Read / Write Only Epsilon Sigma Phi Archiving Members The fee paid by ESP for using the Wild Apricot online system is determined by the number of members identified as Active or Inactive. Archived members do not count toward our fee structure, but do remain on file in our permanent record of members Never delete any Archived members, whether Deceased or not.

32 Archiving Members (Administrator only) Records of members who are no longer Active can be Archived Archived records continue to be on file but are not visible in the Contact or Member lists

33 Unarchiving (Restoring) Members (Administrator only) Under the Contact or Member tab, select Archived (excluded elsewhere) from the dropdown filter box to see those records that are archived.

34 Unarchiving (Restoring) Members To Restore a member s record, click on the Restore from archive button. Again NEVER DELETE A MEMBER!

35 Editing Data The chapter administrator with Read/Write privileges can edit all membership data Please keep in mind the great risk of losing data when editing, which is why we are limiting Read/Write access to one person per chapter Remember, changes are not recorded if they are not saved by clicking the Save button.

36 Where Membership Data Is Stored Annual Members are stored online Member-at-Large members are stored online Associate Members are stored online Life Members with addresses are stored online Life Members with no s will be maintained offline

37 Administrator Read / Write Only Managing Membership Data Epsilon Sigma Phi Members with dues that have Lapsed should be Archived Members that have been Archived can be Unarchived We are charged based on our Active/Inactive membership only. Currently, our numbers of members are nearing the next level which will increase the fee for the system significantly. This is why it is important to Archive lapsed, inactive members.

38 Administrators Epsilon Sigma Phi Developing Lists and Reports Lists The system will be allow administrators to sort and filter membership information by any one or more of the data fields, such as chapter, membership type, dues paid, etc. Using Data The system does not generate reports as such but administrators can generate personalized s using the system to specific lists of members. Data can be downloaded in Excel format for use in mail merges with Word, etc.

39 Administrators Saved Searches Epsilon Sigma Phi Saved Searches will be created each chapter for: Annual Members Life Members New Members We ask that you do not save additional searches (remember 41 chapters x 3 searches = 120) as that makes a cumbersome list, and all administrators will see all of the Saved searches in the list

40 Administrators Epsilon Sigma Phi Developing A Sort List To create a search list you can select one or more criteria to define the desired list

41 Administrators Developing A Sort List Epsilon Sigma Phi First choose the field to filter Then choose the operator Save the search for future use, but delete the special search when finished Then choose the criteria for the filter

42 Administrators Saving and Deleting Searches Epsilon Sigma Phi To delete a Saved search, click the X

43 Administrators ing to Your Members Epsilon Sigma Phi

44 Administrator Select Recipients Epsilon Sigma Phi

45 Questions Received from participants 1. Will we have to enter information every year? NO only current renewal 2. Will existing Annual and Life Members be in the system, update only YES 3. Will administrators be able to click a dues paid button IF PAID ONLINE IT IS AUTOMATICALLY UPDATED. IF PAID BY CHECK TO NATIONAL OFFICE, WE WILL MARK PAID. 4. Does the invoice required need to be a single hard copy invoice for each member or can we provide a list IF DONE ONLINE WE DON T NEED ANYTHING, IF NOT PARTICIPATING IN THE ONLINE THEN WE NEED A LIST OF THOSE WHO HAVE PAID. 5. How will invoices look if people are updating information but one invoice needs generated for Treasurer to pay from the state level THE SYSTEM IS DESIGNED FOR ALL TO BE PAID BY INDIVIDUALS EITHER ONLINE OR BY CHECK WITH CHAPTER BEING REIMBURSED-AS COVERED EARLIER- IF THAT IS IMPOSSIBLE WE NEED TO ZERO OUT YOUR CHAPTER DUES AND YOU NEED TO DEVELOP YOUR OWN LIST OF WHO PAID AND SEND US THEIR NAMES AND THE MONEY. I am from XXXX Chapter and have been using the system during the pilot phase. We really like it and it has made my job as a treasurer so much easier. Remember that Extension Educators / Agents are Change Agents!