Help/Membership/Your members
Your members
The register is every member in one list the whole committee sees. Each member has their own page with their subscriptions, their receipts and a history of who changed what.
Screenshots use a fictional organisation and figures.
Add a member
Press Members in the sidebar, then Add a member. You need at least one category first.
Fill in the Name, pick the Category and set Joined on. Their first subscription is worked out from that date.
Add their Email so reminders and receipts can reach them, and a Mobile, Organisation, Designation, Address and Postal code if you keep them.
-
Under They are, pick A member or An applicant, not approved yet. Leave Raise their first subscription now ticked to bill them straight away, then press Add member.
Adding a new Ordinary member.
They get the next member number, their page opens, and they are filed in your Contacts as a member.
Moving from a spreadsheet? Send it to [email protected] and we load your members for you, even if it is several files that disagree.
Find anybody on the register
The register shows each member’s name, number, category, Paid to date, status and join date. Above it, the counts: Members, Current, Due, Lapsed, and Life & honorary.
- Pick a status: Everyone, Current, Due, Lapsed, Not yet paid, Life & honorary, Applicants or Resigned.
- Pick a category, or type a name, number, email, mobile or organisation into the search.
- Press Export to download the whole register as a spreadsheet.
What each status means
Current, due and lapsed are worked out from what each member has paid every time you look, so nobody has to update them.
| Status | Means |
|---|---|
| Current | Paid up to date. |
| Due | Their subscription has run out, but they are still inside your grace period. |
| Lapsed | Past the grace period without paying. |
| Not yet paid | Has never paid anything. Somebody who joined this morning, not somebody who left. |
| Life | In a one-payment or no-fee category. Never expires. |
A decision the committee recorded always beats the calendar. An applicant, a suspended, resigned or deceased member shows as that, whatever they have paid.
A member’s own page
Press a name on the register. Their page shows:
- Paid to, Outstanding and Paid in total at the top.
- Their contact details and any committee note.
- Subscriptions: each period, what is paid and outstanding, with Remind and Waive. See Renewals.
- Payments and receipts: every receipt, with Email receipt and Undo. See Payments and receipts.
- History: who did what, and when, with the email of the committee member who did it.
Change their details or standing
On their page, press Edit.
Change any detail, or their Category. Add Committee notes that only the committee sees.
Change Standing when the committee decides something, then press Save:
- Member: on the register and billed as normal.
- Applicant: on the register but not approved yet. Still billed if you raise a subscription.
- Suspended: kept on the register, and never chased for money.
- Resigned: off the register. No subscription is ever raised for them again, and today is recorded as the day they left.
- Deceased: off the register, and never chased for money.
Corporate members
In a corporate category the company is the member, with one subscription. On the company’s page, under Named contacts, type a name, email and designation and press Add contact for each person who comes under it. Remove takes one off.
Questions
Can two of us work on the register at the same time?
Yes. Member numbers and receipt numbers are handed out one at a time, so two people adding members at the same moment never get the same number.
Why is somebody who joined today not on the lapsed list?
Because they have never paid, not stopped paying. They show as Not yet paid until their first payment is recorded.
Can I change somebody’s paid-to date by hand?
No. It always comes from the subscriptions they have paid, so it can never disagree with the outstanding list. Record the payment, or waive the subscription, and it moves.
Next: Renewals · ← Membership