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Members Database: Add and Edit Members

ADD A MEMBER TO THE DATABASE

  1. From the top menu bar click on PEOPLE and choose the Members Database link. 
  2. The Members Database page will appear. Click on the arrow next to Select Options and choose Add Member. Screen_Shot_2014-02-27_at_11.29.40_AM.png
  3. Enter the desired information for this member in the fields that follow. Required fields have a red asterisk(*) by the field’s label.
  4. Member Name:
  5. Last Name:
  6. First Name:
  7. Organization
  8. Birth Date:
  9. Anniversary Date:
  10. Spouse First Name
  11. Spouse Last Name
  12. Address Fields: 
  13. Email and Email 2: Enter in the member's email address. You may have another email for this member in Email 2. Check the box for Weekly Calendar Email if this member should receive this email. Check the box for Mass Emails if you want to include this member in the mass emails.
  14. Display Email: Check this box if this member's email address is to be shown if any pages contain a member database search.
  15. Event Categories for Weekly Email: Choose All Categories for this member -OR-  choose Selected Categories. If you choose Selected Categories, a list of categories will appear and you can select which ones you would like for this member.
  16. Mass Email Tool: Check this box if this member can use the mass email tool. Once you select the box you can choose which group(s) this member can send mass emails to. If you leave them all unchecked, this member will be able to send emails to all groups. 
  17. Photo: You may choose to upload a picture file for this member.
  18. User Name and Password: Each member can be given a User Name and Password. In Confirm Password, just repeat the password.
  19. Notes: You may enter any notes about this member that you feel important. These notes will be visible to members along with the contact information if you include a Member's Database search tool on your website. 
  20. Children: Here you can enter information on any children this member may have. Children will then be included on the birthday calendar. You do not need to add a last name if the last name is shared with the member. 
  21. Belongs to these groups: Here you may choose which groups this member belongs to. If there are no groups, you will have to go back and create a group. See Add A Group To The Member Database.
  22. Class Year: If this member is an alumni of your school you can enter in their class year.
  23. When all the desired information is added:
  • Finish: Click here if this is the last family that you will be adding at this time.
  • Add Another Family: If you have more families to add, click on the Add Another Family link. This will save this record and bring up the Add Member page again.
  • Reset: If you have made errors and want a clear page and don't want the wrong information saved, you can click Reset to give you a clean page

USER DEFINED FIELDS

User defined fields are fields added to the Member's Database that are unique and specific to your organization. 

  1. From the top menu bar click on PEOPLE and choose the Members Database link. 
  2. The Members Database page will appear. Click on the arrow next to Select Options and choose User Defined Field. 
  3. Click on the Add User Defined Field button. 
  4. This is where you can add a field to the Add A Member screen. Fields marked with an asterisk(*) are required.
    1. Position After: This is where you can choose where on the form to place this field by using the drop down arrow for a list.
    2. *Field Label: This field is required. You just need to name the label.
    3. *Field Type: This field is required. You must pick one from the list.
      • Text Box (Short Answer): This will give you a small text box for you to put in a Short Answer.
      • Text Area (Long Answer): This will give you a larger text box for you to put in a longer answer.
      • Radio Options (options added below): Selecting this will get you options to enter in the style of radio buttons. 
      • Checkboxes (options added below): Selecting this will get you options to enter in the style of checkboxes.
      • Dropdown Box (options added below): Selecting this will get you options to enter in the style of a drop down list.
      • Require a date (mm/dd/yyyy): This will require you to enter a date on the field that is added.
      • Required?: You can make this field required to be filled out by choosing Yes or No.
  5. Add Field: Once you have the above entered, you can click on Add Field. This will add the field to a list of User Defined Fields. You can choose the field to edit it or you can delete it by clicking on the garbage can.  
  6. To see your newly created field, go to the Members Database page and under the Select Options, choose Add Member. Your new User Defined Field will be there.

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