When you click Finish, your member is automatically added to the database.
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1.
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Click Members in the left-hand menu.
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2.
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FIGURE 1-3 Add Member Wizard
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When Step 1: Basic Information opens, type the correct member information. See Figure 1-4.
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FIGURE 1-4 Step1: Basic Information
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Globe icon – Click the globe icon to open an internet connection and test the website address that is entered. This will ensure that you have typed the address correctly if the correct page opens in the browser window.
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Call First – Check this box as a reminder for you to “call first” before sending a fax to this member.
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Check Use Physical Address as the Mailing Address if both the physical and mailing address are the same address. This will save time so you won’t need to type the address twice.
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Tip: The Mailing Address fields must contain an address in order to print labels for this member. Either type an address or click Use Physical Address as the Mailing Address.
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4.
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Click Next to continue.
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5.
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When Step 2: Additional Information opens, type the correct member information. See Figure 1-5 and Table 1-2.
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FIGURE 1-5 Step 2: Additional Information
File-By Name: Can be left the same as Company Name or changed to indicate a name that is used when searching for this member. File-by name is an internal look-up name that staff will see when selecting the member from the Members drop-down list. Reports and communication will still display with the Company Name created in Step 1: Basic Information.
Status: Indicates initial status of member - - active, courtesy, non-member, or dropped/suspended
The default status may be set as desired by the Administrator by selecting Setup->General Options and Settings->Default Member Status.
Member Type: Available types are determined by the Administrator under Setup->Define Membership Types. An unlimited number of types may be created.
Web Participation: Indicates initial web participation features
Non-Member: Will be included in the online directory however the company name will not be a hyperlink; Check Web Link on Search Results on the Web tab to allow a link to their own website in the search results; Hint: remove the checkmark Show on Business Directory under Web->Search Results Map Information to remove the map link from the listing that also provides access to the Member Information Page; May still access the Member Information Center.
Basic Package: Will be included in the online directory and will allow a hyperlink to the Member Info page; permits access to Members Only web site; Member Info page may contain description (200 characters), hours of operation and driving directions; allows up to 8 searchable keywords
Gold Package(or Enhanced): All features of Basic package plus the following: 1600 characters description on Member Info page; Search results summary text; 5 bulleted highlights on Member Info page; allows up to 20 searchable keywords; allows custom image in search results; allows custom logo on Member Info page; allows up to 8 custom images on Member Info page; allows hyperlink to map image i.e. Google Maps, MapQuest or custom map. Available with the Marketing Package.
Sales Rep: Indicates staff person responsible for this membership
Join Date: Indicates membership join date; click the calendar icon to select a date or type the date in the following format: mm/dd/yyyy
Full Time Emps: Indicates number of full time employees
Part Time Emps: Indicates number of part time employees
Comments/Notes: Type additional comments or notes (1024 characters maximum); viewed only by the staff and not by the members
Categories: Click Assign Categories and select an appropriate category. An unlimited number of additional categories may be assigned as desired.
Representatives: Click Add a New Rep and type the personal information for the new member rep. If the Rep name already exists on the same or a different member, a warning message will appear that displays the name of that member.
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Click Next to continue.
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When Step 3: Lodging (not available in all editions) opens, select Enable Lodging for this member if desired. If not, click Next.
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When Step 4: Billing Information opens, complete the desired fields and click Next to continue. See Figure 1-6 and Table 1-3.
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FIGURE 1-6 Step 4: Billing Information
Renewal Month: Select the desired membership renewal month; membership renewal invoices are based on this selection. Invoices are typically created in batches by month. For instance, you will create all invoices with the Renewal Month of October in a single batch.
Billing Contact: Indicates rep name and address associated with billing – the person that the bill will be addressed to.
Contact Preference: Specify the default preference for invoice delivery: Print, Email, Both. This selection will be pre-selected as the Delivery Method when transactions are created for this member. The member may also change this when logged into their Member Information Center.
Account Name/ID: Optional: Indicate any associated account name or ID of your choosing. Click Use Member ID if desired, which will populate the Account Name/ID field with unique Member ID. Use Member ID is available after you’ve finished creating the member. Find this choice on the Account tab.
Billing Notes: Optional: These comments display on the Account tab and are for internal purposes only; they do not display on the invoice nor is the member able to view them.
Membership Fees: Click Add a Fee Item and select desired fee. This is typically when you would select the fees that will be assigned to this member on a recurring basis – their membership fees and dues. You may also assign one-time fees at this time too.
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When Step 5: Web Display Information opens, complete the desired fields and click Finish to complete the process. See Figure 1-7 and Table 1-4.
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FIGURE 1-7 Step 5: Web Display Information
Company Information: When company information appears dimmed, the web site will automatically be updated when company information is changed on the General tab. Click to clear the Use Company Information check box to customize the company information; when the check box is cleared, changes to company information on the General tab will not change what is seen on the public website.
Display Attributes: Select desired web display and Members Only web options. When the check box is selected, the results are as follows:
Does Not Display on Web: Member will not display in the Business Directory
Disable Login: Access is denied for this member when trying to login to the Member Information Center
No Web Link on Member Page: Members web site link will not display on the Member Info page.
Cannot Buy Ads/Hot Deals: Member is denied access to purchase Ads/Hot Deals in the Members Only area
Disable Member Info Page: The member name will display in the online directory but it will not link to the Member Info Page.
Web Link on Search Results: Will display a link to their web site in their listing in the search results
Google Basic and Google Enhanced: Only applicable with the original website integration method. Could be used to give more value to selected members who would receive better search result rankings from Google. See more info.
Description: Up to 200 characters of description may be typed; will be displayed on the Member Info page (1600 characters with Gold Package)
Hours of Operation: Up to 100 characters describing hours of operation may be typed; will be displayed on the Member Info page
Driving Directions: Up to 200 characters giving driving directions may be typed; will be displayed on the Member Info page
Keywords: Up to 8 keywords may be typed at this time (18 keywords with Gold Package); keywords are additional words that a consumer may use when searching the Business Directory
When you click Finish, your member is automatically added to the database and included in the online directory (unless the Does Not Display on Web check box is selected).