Your membership types are defined under the fees tool in the Membership Management control panel.
The type of an individual member can be set/changed in their profile. You can set the membership type to member/TYPE if that member maintains their own membership, or to secondary if they inherit their membership privileges from a primary member who takes care of that for them. Secondary members must also set the primary member that they are related to. Only the primary member will receive notifications about expiry and renewal of memberships.
Most members are also users, meaning they can log in to private areas of your website. In addition to member and secondary users (described above), your website may also allow guest users (sometimes called registered guests). These users can also access private areas, but otherwise they do not have any benefits of membership. You can still find them in your Membership control panel.
Additionally, there is a staff user type, which is intended for office staff, interns, and other officials who should be able to access member-only areas of your website, but otherwise do not maintain an official membership. Setting someone to staff only grants access to member-only areas of the website. It does not grant any administrator or back-end privileges.
To grant website administrator privileges to a user, you must do 2 things:
To disable login access, set the user's access level to 0. To disable administrator access, but continue allowing member/guest/staff access, set the user's access level to 1.
*Active, Pending and Comp members will automatically show up in the Member Directory unless the member has select "hidden" from the visibility drop down.
For a quick view of the status of each of your member, click on the Membership icon on the webtop. In the Membership screen you will find a Status Filter where you can filter the members based on their Status.
To add a new member, you should always go through the public sign-up process.
If you have the person's credit card, you can enter it using this registration form. The new member will automatically receive an email confirmation with her login/password (Confirmation emails only get sent after the person has paid).
If you've already processed the payment, complete the first screen only. This will automatically send the new member her login/password. However, you must then go to the admin area and click on the Membership module. Find the new member and update her status to "Active".
Emails go out on the second day of every month at 6am Pacific. They go out as follows:
Emails do not go to people who have renewed their membership. They do not go to people who have a status of "comp", only "active" or expired".
For the above Invoices, you need to apply payments. E-commerce payments will automatically be updated, unless the user cancels the receipt callback. (You can also use this to manage off-line payments, eg. payments by cheque. But I don't think that is important for you, so I won't go over it here.)
Here are the status definitions:
When members pay their dues using cheques, their membership status is automatically marked as Pending. To record an offline payment, please login to your Payment module at: http://domainname.com/cgi/ctrl-panel.cgi/Pay
Note: remember to check off the "Perform payment post-processing" checkbox to have the system automatically update a member's status.
At the end of each week, the website administrator will receive an automated email listing the members that are still pending.
The Email Module tool allows you to broadcast e-mail messages to all members of your website. Here are the merge codes that you have the option of using:
For recipient groups you have:
[[EMAIL]] - recipient's email address
[[NAME]] - first and last name combined
[[MEMBERSHIP_DATE]] - date of their last membership status change
[[TYPE]] – type of membership
For mailing lists you have: