Contacts
Please note this is the contact version of Membri 365. If your main records are accounts, click here
Contact files are the basis of Membri 365, they contain all the information of the contacts in your database, whether they are members or not. From the Contacts option in the main menu, it is possible to create non-member contacts, view a contact's file and modify its information.
Update a contact's information
Create a non-member contact
It is possible to create a contact who does not wish to become a member directly from the contact list. To get there, follow these steps:
1. Start creating the contact
Open the form for creating a non-member contact from the Contacts option of the main menu (1) by selecting the + New option from the toolbar (2)
If ever a non-member contact wishes to become a member. You have to go through the Registration process and register an existing contact.
2. Define basic contact information
Complete the boxes in the Summary tab (3).
A. Contact information
Enter the contact's general information in the fields. You can skip all the fields that are not mandatory. Also, since you are creating a non-member contact, some fields will not be relevant to this process.
Create an activity sector
For the fields Activity Sector and Activity Sub-Sector, it is possible to create a sector or a sub-sector within the field by pressing the magnifying glass (A) and selecting the option + New Activity Sector or +New Activity Sub-sector (B) at the bottom of the drop-down menu.
The following form will open. You only have to enter the name of the desired sector of activity (C) as well as its English translation (EN). Save (D) the form to validate the creation of this activity field.
| Field | Description |
|---|---|
| Le courriel principal pour les communications à l'entreprise. | |
| CC Email Addresses | Emails that will receive carbon copies of communications from your organization |
Main address
Enter the contact address. This address will allow the route module to locate the contact on the map.
3. Add details
Go to the Details tab and complete the different fields with what information you have. (4).
As its name suggests, this tab is used to enter additional details to complete the basic information entered in the previous tab. Fill in the fields for which you have information.
4. Save progress
Save to create the contact in the system. You can continue to modify it.
5. Define Membership options
Go to the Subscription tab.
There you can determine the potential membership category of this contact. The other boxes and their fields are used for renewal. It is not relevant here since the contact is not a member of your organization.
Why predefine a memebrship?
You might already want to register what memberhsip this contact would have if they were a member of your organization. This could come in handy during a possible solicitation campaign with all non-member contacts of a certain type, for example.
6. Enter billing details
Go to the Billing tab. This is where you can establish the links between your accounting system and the new contact.
Enter the various information relating to invoicing in the fields of the following boxes to be able to invoice this contact if he ever becomes a member of your organization.
However, it is not necessary to have this information in order to create the contact in the database.
7. Finalize the creation of the contact
Save and close the form for creating a non-member contact.
The contact is now created and you will be able to find it in the list of non-member contacts.
Consult a member's profile
From this section, you can view your contacts. Here is an overview of the interesting information that you will find on a contact card.
Chronology
The contact card always gives you access to the history of links between your organization and that of the contact through the chronology module.
Subscription tap
The subscription tab contains information on the current membership, it reflects the information that is in the active membership fee.
A. Member status
Although this information is visible, no matter which tab you are in, it all relates to the subscription of the contact you are viewing.
| Sections | Description |
|---|---|
| Member status and Member | You can see if the contact is a member of your organization. |
| In renewal | You can see if the member is in the process of renewing membership. |
| Young member | You can see if the member meets the criteria to be a youth member of your organization |
B. Subscription and automatic payment
| Fields | Description |
|---|---|
| Auto-renew | This option can be changed at any time. If you select Yes for this field, the member contact will directly receive an invoice with the same options during the next renewal rather than a renewal notice followed by an invoice. |
| Automatic renewal until | This field is displayed only if you have entered Yes in the previous field. You can then enter an end date for the period during which the renewal will be done automatically if you wish. |
| Put in intervention required for renewal | Indicate Yes in this field if the person in your organization responsible for the renewal must intervene in a specific way in relation to this contact. For example, it could be that one of your members decides to become an annual partner and that he must change the type of subscription at the end of his subscription. The Reason for intervention required field will appear and you can indicate which intervention is required. |
| Do not renew | Indicate Yes in this field if the member does not wish to renew his subscription. |
C. Memberships
Memberships represent members' subscriptions. It is possible to select them to have access to relevant information concerning the subscription.
Here are a few :
- The type of subscription
- The set of subscription options
- The start and end dates of the subscription
- Subscription options
Membership fees (A) are created automatically by the system upon membership or when a renewal (B) is approved.
They are categorized according to 4 statuses:
| Membership status | Description |
|---|---|
| Active | The membership fee is paid and in progress. Everything is in order! |
| Waiting | This implies that the member is in the process of renewal and that you are awaiting payment. |
| Paid | The contribution is paid, but it is not yet active. The current contribution must first end. The paid contribution will then become active. |
| Expired | When a subscription ends, the member's contribution becomes due. You always have access to the complete history of a contact. |
Update a contact's information
You have received new information relating to one of the contacts in your database. You can update this information directly from a contact card.
Update general information
It is always possible to update information that does not relate to a contact's subscription. You just have to go to the contact card in question and replace the old information with the new one.
For example, a change of email address or physical address has no impact on a member's subscription. It is therefore possible to change these at any time.
Update subscription details
Here are some changes that will impact the subscription:
- Change of subscription type
- Modification of the subscription dates
Before showing you how to make the changes that have just been listed, it is important to know the status of the contribution to know where to go to make these changes.
You are making changes to an ongoing contribution
If you want to make changes during the contribution and the contact is not in the process of renewing, you will have to select the active contribution (A) to make the necessary changes.
Changes made to a current assessment do not result in the production of an invoice.
Make changes to a contact in the process of renewal
See the [Renewals] section (docscontact/members/contactrenewal.md) for more details on this process.
Have you sent a renewal notice to a member contact and we have notified you of changes related to the next membership fee? Make the necessary changes directly in renewal (B) and accept this renewal to create a new membership and send an invoice to the member. The next subscription will include your changes.
You cannot make a change on a renewal that you have already accepted. You will have to do them on the membership fee that was created (pending) when you approved the renewal of this member.
However, if you make changes that would change the invoice amount, you will need to reset the renewal before making the changes.
See the section Make changes to an accepted renewal for more on the subject.
Once you have correctly determined the contribution status, select the contribution or renewal to update and make one of the following changes:
Change the membership type
- Open the appropriate contribution or renewal (1)
- Click on the Subscription type field in the Summary tab (2)
- Click on the X to delete the existing type (3)
- Click on the magnifying glass to see the available options and select the new type of subscription (4)
- Repeat these steps to change the set of membership options.
- Save the changes.
If the membership type is changed after invoicing, there is no automatically generated adjustment invoice.
Change subscription dates
Changing the end date of a membership fee that is due (completed) or already in the renewal process will not change its status.
Open the appropriate contribution or renewal
Select the Start date field to choose a new contribution start date.
Select the End date field to choose a new end date for the contribution.
Frequently asked questions
- Section under development
Still unsure? Contact us - support@vendere.ca