Membership Information

Introduction

The membership system stores members information securely and provides the ability for people to join and existing members to renew their membership with the payment of their membership fees. It is designed to be reasonably automatic to save work by club officers. It works best when it has an email address for the member as then membership renewals can be fully automatic when payment is made by credit or debit card.

Joining the Club

You can access the New Member form to apply for membership. The link to this is provided from a website page describing membership and how to apply.
/files/membershipJoin.html. You simply enter your details in the form and click on the "Join" button. If you have selected to pay by credit card then you will be taken through the card payment process. Otherwise you will be given information on how to pay by bank transfer, cheque or standing order. An email will be sent to you with membership info and payment instructions.
The club membership secretary will send you some club information once you have joined.

On the new membership form there is a tick box which if enabled will add a website login for you and email you an initial password. The website login will allow you to renew on-line, access the members only web pages and also access other website features such as automatically entering your details into event booking forms.

Existing members

Existing members will be sent an email 7 days before their renewal date, assuming they have provided an email in their membership details. This email contains a website link that allows them to renew. The website link will present the membership details allowing them to edit them and then allow them to pay by one of the accepted means. Renewal emails will be sent once a week untill they renew or decline.

If members have not provided an email address, then a paper renewal notice/form will be sent out with the journal proceeding their renewal date. Renewal forms are thus sent out up to 70 days in advance. They can either renew online using the details provided on the paper renewal form or they can email or post details of the renewal together with payment to the renewal secretary.

There is also the option of manually renewing using a website form. With this the member will have to enter all of their details online and a new membership record, without membership numbers will be created with the status "renewForm". The Renewal secratary will have to tie this against the existing record for the member. /files/membershipRenew.html

Administration Introduction

This provides a secure database of club members. The system attempts to automate most of the work. It provides the following features:

Regional Groups

New members will be allocated to a regional group based on their postcode. The information in the Groups database is used for this. When regional groups are updated it is possible to automatically reallocate members to the group postcodes.

Membership View

Club Officers, regional organisers and the journal editors can be given the viewMembership role. They can view a selected list of membership entries and an individuals entry in full. The selection system allows them to select by various parameters, including a region (group).

Given a selection they can download the list in a CSV (spreadsheet) format. There are also links in the left hand menus to download particular selections directly.

The system also provides a method to send a blanket email, optionally with attachments, to a selected list of members. This can be used by RO's to contact their group.

Membership Administrators

The membership secretaries are given the adminMembership role. These people can do all that those with the viewMembership role can as well as edit members entries, renew members and delete members. Whenever some administration action is required, the pending flag will be set on a record. This allows the administration user to go through all of the pending work needed easily.
Work needed:

Treasurer/Payment administrator

For each join or renewal a payment needs to be made. This is made via the payments system where an entry for the source "membership" will be made. Web users with adminPayments role (Treasurer/Payment administartor) can edit these entries in the payments system.
For more info on the payments system see: /modules/payments/info.html

Journal Editor

The journal editor will use the system as follows:
The functions available are:
Renewals are those membership records with a renewalDate that is earlier than the current date +93 days.

Regional Organisers

All RO's should have a website login and be given the "viewMembership" role. That allows them to view the membership details.
The ways to access it are:
  1. Normally each region has its own group page on the website. From  this page the RO can admin various things (like edit their groups pages, add whats-on entries etc). One of these is a link to the membership system. When they use this link the default regional group is configured.
  2. In the membership system the RO can then:
  3. Alternatively the RO can use the normal membership Select system.

Emails Sent

The system will send administartion emails to the member and to the administartors. There is a configurable list of administration email addresses.

Postal Renewals

Those members with email addresses configured will be sent an email with a link allowing them to renew online and a paper renewal notice/form in the Journal.
Those members without email addresses configured will only be sent a paper renewal notice/form in the Journal. The member can then renew in one of the following ways:
  1. In the paper renewal notice/form we print a link which contains a password to allow them to renew on the Internet as per those receiving an email link.
  2. They can fill in and submit the paper form.
  3. They can fill in a renewal form on the Internet. The MembershipAdmin officers will need to look at the existing records and merge these two records manually.

Reminders

There is a "Reminder Forms" link that will produce a  list of multi-page PDF paper forms that can be posted to those members who have not renewed to date.

Howto Do Things

Reinstate an Archived Member

If a member has been deleted as they have deen deemed to have left their record and that of their joint members can be reienstated. To do this:
  1. On the membership list page select an archived full member ("Archive set" and any other required selector fields).
  2. On the list of archived members click on the "V" link on the actual record you want to reinstate.
  3. At the bottom of the view page there is the "Reinstate Member" button.

Membership Records

The main membership view list page allows a selection of the membership database to be viewed. The page has a set of selection criteria at the top and a paged list of records below.
Records that match all of the selection criteria are listed. The check boxes are tristate. That is they have three states: off, on and don't care. The don't care setting looks like a horizontal bar. If text fields have no text, this means don't care/any values.
The Page selection entry defines a set of records to be displayed from the total number available. You can move between pages of information using the Next/Prev buttons.
Once you have set the selection critera, the Update button can be used to fetch the information or the various Download buttons can be used to download this set of data in CSV format for spreadsheet type access.
In the list of record entries the first column defines some actions that can be performed on a record. These are:
V: View the record.
E: Edit the record (Has ability to renew or send renewal email).
D: Deletes the record. You will be prompted to make sure. The record is actually moved to the membership archive rather than actually deleted.

Most of the membership records fields are self explanatory. For the others here is some information.
Field
Description
id
This is the internal record id
status
This is the status of the member.
new: When a person applies for membership.
member: When they are made a member
renew: When they are due for renewal.
renewForm: A separate renewal form. This will need to be matched against an existing entry and the two merged into one.
renewDone: When they have renewed.
lapsed: When they have not renewed
leave: When they have left the club
The system will generally set the status as needed. Once the membership secretary has reviewed the join,renewal,lasped or leave status they can then edit the record and either set the status to be a member or delete the record.
membershipType
"1 year": Normal 1 year membership. Renewal date will be incrementd by a year on joining/renewal.
"5 year": Normal 5 year membership. Renewal date will be incrementd by 5 years on joining/renewal.
"Complimentary": Membership record set to free for 6 months. On renewal date the user will be sent a renewal notice as normal.
"Special": Special entry. Set the renewalDate as wanted. This could be 2999-12-31 so that no renewal notics are sent.
"Honoury": No renewal notices or payments.
fullId Full members and Joint members records are in the same database table. The "fullId" field is set to the full members record id if the entry is for a joint member or 0 if a full member.
renewalDate
This date defines the date when a member should renew. When they renew this will be automatically updated by a year or 5 years as appropriate.Honory and Special members should have there renewalDate set to a long time in the future. We recommend 2999-12-31.

Membership numbers

New members are given a new membership number based on the one in the configuration setting "Next membership number". This number is incremented on each new member being added. Full members have the character "F" prepended to the number and joint members have the character "J" prepended.

Special Members

Honory and Specail members should have there renewalDate set to a long time in the future. We recomend 2999-12-31.

Configuration

The configuration page allows some configuration parameters to be setup. These are:

Security

All accesses are made via the SSL HTTPS secure connection.

There are two security groups for access. "viewMembership" and "adminMembership". Any website user can be given those permissions as needed. Without them no membership database access will be allowed.
The viewMembership" allows viewing only.

Changes from current system and ideas for future changes

The above items can be added if wanted but are not currently implemented.