Table of Contents
Introduction to Records
When working with records there are a number of icons and buttons that will help you view the information and make updates.
Four Squares Icon
This icon makes it easy to navigate through records! When the four squares icon is clicked, a list of panels that are currently turned on are displayed. If you click the panel you want to view, the page will jump down to that spot :)
Up Arrow
If you’ve scrolled down on a record and need to return to the top, just click the up arrow! This also makes it quick to select a different panel via the four squares icon.
Kebob
Clicking the kebob menu will bring up options related to the panel. For example, making edits or hiding the panel.
Chevron Arrow
If a chevron arrow appears, it means that there is additional information that can be viewed by clicking the arrow. To collapse the details, click the arrow again.
Filter
Some panels (such as Notes) allows you to filter the results shown to make it easier to find what you’re looking for.
Actions
This button will provide a list of actions that can be taken. For example, in the Transactions panel the actions button could display options to make a payment or email an invoice.
Core Area
The Core Area is the panel located on the left side of every record. It serves as the primary hub for viewing and managing a record’s most vital information, such as Names, Email addresses, Physical addresses, and Status.
Managing Information in the Core Area
To manage the data displayed in this left-hand panel, click the kebob icon (the three vertical dots ⋮) and select one of the following:
Edit: select this to update any data values within the fields. Use this option if you need to:
Change a Name: update a person’s name or a business’s rebranded name
Update Contact Info: change an email, phone number, or address
Modify Custom Fields: update values, such as join dates, or other specific record data
Change Images: update the profile logo or image
Configure: this option allows you to turn on/off which fields are visible and rearrange their order
Note on Automatic Updates: When you save a change in this panel, the information is automatically updated throughout the entire system, including all associated directory listings. No additional reports or manual syncs are required.
The image below shows an example of the Core Area. You can hover over the hotspots in the image to learn more!
People Records
The core area displays the following fields by default. If you need to add, remove, or rearrange fields in this section, you can do so in My Settings.
- First name: individual’s given name
- Last name: individual’s family name
- Employee title: job title within an organization
- Status: determines who is and who is not a member
- Number: unique ID for the person record
- Email: email address used for communication. If login is activated, this is also used as their username
- Phone 1: primary phone number
- Address: address for contact
Organization Records
The core area displays the following fields by default. If you need to add, remove, or rearrange fields in this section, you can do so in My Settings.
- Organization name: official name of the entity
- Status: determines who is and who is not a member
- Number: unique ID for the organization record
- Email: email address used for communication
- Phone 1: general organization phone number
- Website: organization’s main website address
- Address: primary address
Flex Area
This is called the Flex Area because of how flexible it is in terms of how you can control what shows up on person and organization records!
Information is organized into panels which can be added/removed, depending on what you need to access. You can also customize the display order for the panels and event create custom panels to group together related fields.
You can click here for further information on how you can adjust which panels display in the Flex Area.
The image below shows an example of the Flex Area. You can hover over the hotspots in the image to learn more!
Overview
The Overview panel is designed to show you an at a glance view of important points related to the record.
The image below shows an example of the Overview panel.
The following pieces of information can display:
Membership Column
- Join date & membership duration: date the member joined and how long they have been a member for
- Dropped date: date the membership was dropped (ie. the cancellation date)
- Membership value: total amount that the member has been invoiced for (excludes invoices that have been written off)
- Event value: total amount invoiced for events (excludes invoices that have been written off)
Activity Column
- Last contacted:
- Person records: most recent date that the person was engaged with
- Organization records: most recent engagement date for any of their contact people
- Outstanding tasks: displays a count of how many tasks are currently incomplete
- Notes:
- Person records: sum of all notes for the person
- Organization records: sum of all notes added for the current contact people
- Attendee activity: someone is considered an attendee for an event if they’re selected as an attendee (this is separate from purchasing registration). This field counts each unique event that someone is an attendee for. For example, if someone is attending a conference, and they sign up for 3 break out sessions (event items), the attendee activity count will only increase by 1.
- Person records: displays the number of events that they’re selected as an attendee for
- Organization records: displays the number of events that their contact people have been selected as an attendee for
- Attended activity: someone may have been selected as an attendee for an event registration but didn’t actually attend the event. This field counts each unique event that someone is an attendee for. For example, if someone is attended a conference, and they signed up for 3 break out sessions (event items), the attended activity count will only increase by 1.
- Person records: displays the number of events that they’ve attended
- Organization records: displays the number of events that their contact people have been attended
- Future events: checks for events that the person/organization is registered for that begin in the future. This field counts each unique event that someone is an attendee for. For example, if someone is registered for a conference, and they sign up for 3 break out sessions (event items), the future events count will only increase by 1.
- Person records: displays the number of events they’re registered for that begin in the future
- Organization records: displays the number of events that their contact people are registered for that begin in the future
- Committees: shows both active (not archived) and inactive (archived) committee information
- Person records: sum of committees that the person is a participant of
- Organization records: sum of committees that all their contact people are participants of
- Groups: shows both active (not archived) and inactive (archived) group information
- Person records: sum of groups that the person is a participant of
- Organization records: sum of groups that all their contact people are participants of
- Logins:
- Person records: total number of times that the person has logged in
- Organization records: total number of times that all their contact people have logged in
- Last modified: when the record was last updated. This will show the date/time of the last modification, as well as who completed the update
Notes & Tasks
Tasks
The Tasks section shows a list of all incomplete tasks associated with the record.
The image below shows an example of the Tasks panel. You can hover over the hotspots in the image to learn more!
Notes
The Notes section shows a complete history of notes added for this record.
The image below shows an example of the Notes panel. You can hover over the hotspots in the image to learn more!
Membership Dues
This panel shows you the details for the membership. Additional information related to this panel can be found at the following links:
- I need to change or update a membership
- Set up membership billing for a member
- Cancel a single membership
The image below shows an example of the Membership Dues panel. You can hover over the hotspots in the image to learn more!
Outstanding Invoices
The Outstanding Invoices panel shows you exactly that – invoices that have not yet been paid! This panel makes it easy to see at a glance if the member is outstanding and which invoices still require payment.
The image below shows an example of the Membership Dues panel. You can hover over the hotspots in the image to learn more!
Transactions
This panel displays all transactions that have been made for the record. The video below provides details on this panel!
Key Concepts
Addresses
All addresses associated with the person or organization/club/family are displayed in this panel.
On a record, you can have various addresses saved on the record with different address types (mailing, physical, billing, employer). There can only be one primary address for the record, which would be used as the default address throughout your database. The primary address is always displayed first.
The image below shows an example of the Addresses panel. You can hover over the hotspots in the image to learn more!
Communication
This section includes information how you can connect with the person or organization/club/family. If you’re looking to make updates to the email address or phone number, for example, this is the place to be!
The image below shows an example of the Communication panel. You can hover over the hotspots in the image to learn more!
Login & Access Roles
This panel only shows up on person records and displays their login and access information.
There are a number of different displays that you may see in this panel, depending on the status of the person’s login.
Not Activated
The message Login not activated means that the person’s login has not yet been activated.
To activate login, click the Activate button. This will allow you to select an email template which will contain a link for them to set up a password.
Pending
The message (Pending) means that the person’s login has been activated, but they haven’t yet created a password to login with.
To resend a login access email, click the Send Reset Login Email button. This will allow you to review and send an email which will contain a link for them to set up a password.
Activated
The message (Activated) means that the person’s login has been fully activated and they can login with the password they set up.
If a member needs to their password changed, you can:
- Click the Reset Password button, to manually reset their password
OR - Click the Send Reset Login Email button to review and send an email which will contain a link for them to reset their password themselves
Deactivated
The message (Deactivated) means that the person’s login is no longer active.
To allow them to login again, click the Reactivate Login button.
This Person’s Access
If a member’s login is either Pending or Activated, you’ll see an additional section called This Person’s Access.
This section outlines the Programs and Roles, which provide different levels of access, that are assigned to the member.
Member Service Center is the default Program which gives the member login access to Membee’s features (Profile, EBilling, Events, Directory).
Custom Programs (in this example, Website Access) are set up to give the member access to restricted custom pages on your website.
Roles are added to custom programs to provide more specific levels of access to sub-groups of members. For example, a Premium role could be assigned to only premium members to give them access to exclusive premium content.
