Text in Blue shows process changes and clarifications in August 25

For a New Member (application) open and Save the record (without changing anything) to generate a Membership Number. Refresh the page (F5), or reopen the record from the main list, and update the Payment Reference on the Finance tab, using the Membership Number. Update Date Joined then save as ‘Member’. They will be sent a welcome email with instructions how to set up a payment with the Payment Reference you entered.

To change an email address
If replacing noone@noone.com just update the email address and Save.
If replacing a previously valid email, first mark the member as Delete and Save. This tags the email address in Mailchimp as deleted so it will not be used. Then update to the new email address, reinstate Member status and Save. This will create the new email address in Mailchimp and send a confirmation email to the member at the new address.

Update Subs Paid.
If Member has paid the budgeted amount simply flag as Paid and update payment date.

If they paid a different annual amount, change budgeted figure.

If member is paying in advance, update the record to Paid, put the current year sub into budgeted amount and put the balance remaining into subs prepaid.

If member has a prepaid balance, update the record to Paid, put in a relevant date and reduce the prepaid balance by the budgeted amount. If the prepaid balance goes to zero we need to advise the member.

Update the Payment Month (the usual month payment is expected) and Payment Reference if necessary ensuring you trim off any spaces at the end if you copy/paste from the statement file

If an email bounces or is unsubscribed, Change Insight to Surface Mail (if member has paid subs). If no subs paid change membership to Suspend. Try to contact the member.

If a surface mail is returned and there is no valid email but subs are paid Change Insight to Suspended but leave them as a member. Try to contact the member.

Deceased Members Change Member Status to Deceased. If they have not paid subs for current year change Insight to Suspended. They will be counted in the subs paid figures. They are not counted in the total membership numbers.

Set Member status to Suspended if the member has not paid anything for 2 years. This is the first step to being Archived (Member Status = delete).

If a surviving spouse continues the Membership, update contact details and change Membership Status to Spouse. Make a note of any relevant information in the Notes box

Delete a Member (Archive) if Deceased and has no prepaid subs or no subs have been paid in the previous 2 years eg by Spouse/Partner This is because the Dashboard now creates numbers for Deceased in Current and Previous year.

PS the process for handling New Members is a mixture of Membership Sec and Treasurer’s tasks eg setting the Payment Reference, but it would be easier if one person updates both at same time.