Member Registrations 3.0
- Understand the member registration process
- Create a member registration
- Reset a membership registration
- Manage member registrations that come from a web form
Understand the member registration process
The membership process allows to create a membership awaiting payment as well as a membership invoice. The membership will become active upon receipt of payment and the account will be a member of your organization.
We therefore go through the member registration process for two types of members:
- The new members of your organization
- The past members of your organization
In both cases, the form is the same except that you can select the account of a former member to pre-fill the fields of the form, but you must manually create the new one (if it is not already in the database).
To better understand the different member statuses, click here.
It is not possible create a member registration for an account in the process of renewal.
Create a member registration
Choose or create an account and assign an owner
Navigate to the Member Registrations page in the Members section of the main menu and select
+Newfrom the toolbar.Using the Account search field, choose an existing non-member account to register or create an account by selecting
+New Accountto open the quick form Quick Create: Account
If you need to create an account, only fill in the required fields marked with a red asterisk. Indeed, the other fields are all found in the registration form that you are filling out and they are described in this section of our documentation.
It is very likely that you will also need to quickly create a primary contact for this account. Again, you can only fill in the required fields for this form. The other fields are present in the membership form and described in this documentation section.
- Using the Owner search field, determine the CRM user who owns the account.
Complete the fields in the Company tab
- Complete the mandatory and optional fields of the Company tab
Mandatory fields are marked with red asterisks.
Account Information
| Fields | Description | Fields | Description |
|---|---|---|---|
| Account name | Account Name | NEQ | Quebec Business Number |
| Language | Account communications language - If you have translations of email templates in your environment, the language chosen here will mean sending templates of the same language when sending automated. | Number of employees | Number of employees of the company or organization |
| Activity sector | Search field used to select a sector of activity from the list of sectors of activity | Foundation date | Date of foundation of the company or organization |
| Secondary activity sector | Search field that allows you to select a sub-activity sector from the list of sub-activity sectors |
Contact information
| Fields | Description | Fields | Description |
|---|---|---|---|
| Email address | Primary account email to which most Membri 365 automated emails will be sent | Main phone | Primary account phone number |
| Renewal email address | Email that will be used to send the renewal notice towards the end of an active membership - Learn more about how Membri 365 sends renewal-related emails, see this section. | Toll free phone | Account Toll Free Phone Number |
| CC email addresses | Emails that will automatically be copied when communicating with the account | Fax | Fax Number |
| Website | Account website full URL | Account Twitter profile full URL | |
| Account Facebook profile full URL | Account Instagram page full URL | ||
| Account's full LinkedIn profile URL | YouTube | Account YouTube channel full URL |
Description
Enter a description of the business. the account description which can be displayed on your website.
Notes
This field is used to take internal notes related to the account. They will only be visible to CRM users.
Main address
| Fields | Description | Fields | Description |
|---|---|---|---|
| Address | Account Address | ZIP/Postal Code | Account ZIP Code |
| Address - line 2 | Allows you to complete the account address if the address exceeds the number of characters allowed in the Address field | Province | Field filled automatically when selecting the city |
| City | Search field that allows you to select the city from the list of cities of the environment | Country | Field filled automatically when selecting the city |
| Use different address for billing | When this field indicates Yes, the section Billing address is displayed after it and it is possible to enter a different address for billing. |
Billing address
This section of the form only appears if you have indicated Yes in the Use a different address for invoicing field in the previous section.
| Fields | Description | Fields | Description |
|---|---|---|---|
| Billing address | Physical address that will be displayed on invoices generated from Membri | Billing Address: Province | Field filled automatically when selecting the city |
| Billing address - line 2 | Allows you to complete the billing address if the address exceeds the number of characters allowed in the field Billing address | Billing address: Country | Field filled automatically when selecting the city |
| Billing address: City | Search field that allows you to select the city from the list of cities of the environment | Billing address: ZIP/Postal code | Billing address postal code |
Billing information
| Fields | Description | Fields | Description |
|---|---|---|---|
| Billing name | Name that will be displayed on invoices created in Member 365 | Billing Email | Email to which all invoices created in Membri 365 for this account will be sent. If this field is empty, invoices are sent to the account's email address. |
| Tax group | Allows you to select a tax group from the list of tax groups of the environment | Billing telephone | Phone number for billing |
Website Visibility
This section allows you to select what information the CRM will return to the member directory of your website considering that you are using the plugin for WordPress sites or that your web makes use of those field through our API.
| Fields | Description | Fields | Description |
|---|---|---|---|
| Show on the web | Determines whether the member should show up in the online member directory | ||
| Show address on website | Allows to display or not to display the address of the account in the member directory | Show phone and fax on website | Allows you to display or not display the phone number of the account in the member directory |
| Show email address on website | Allows you to show or not show the email address of the account in the member directory | Show social networks on website | Allows you to display or not display the various social networks of the account in the member directory - The URLs are retrieved in the Contact information section of the account file |
Additional information
| Fields | Description | Fields | Description |
|---|---|---|---|
| Exporter | Indicates whether the company is an exporter | Self-employed | Indicates whether the account is self-employed |
| Manufacturing company | Indicates whether the company is a manufacturing company. | Adopts eco-responsible practices | Allows you to indicate whether the company adopts eco-responsible practices |
| 50% ownership and more for a woman entrepreneur | Indicates whether the majority shareholder is a woman entrepreneur | Password | |
| Logo URL | Company mission | ||
| Offered Services |
Chapters
The chapters are sub-branches of your organization. The following section allows you to indicate the branches that are responsible for the account you are joining.
| Fields | Description |
|---|---|
| Main chapter | Search field that allows you to select the main chapter of this account. |
| Secondary chapter | Search field that allows you to select the secondary chapter of this account. |
| Other chapter | Search field that allows you to select another chapter responsible for this account. |
Complete the fields of the Membership tab
- Go to the Membership tab and fill in the various mandatory and optional fields found there
Membership
| Fields | Description |
|---|---|
| Membership type | Search field that allows you to select the membership type from the list of membership types of the environment |
| Membership package | Allows you to select the membership package from the list of membership package - Depending on the chosen package, the account may have access to benefits and membership options, be they included or additional. |
| Package price | Amount to pay for a membership to this membership package |
| Membership duration (months) | The number of months the membership will be active |
| Free Membership | Allows you to offer a free Membership to this membership package to the account you are joining |
| Renew automatically | If this field indicates No, the account will receive a renewal notice which must be accepted to produce its renewal invoice. If this field says Yes, the account will not receive a renewal notice. Instead, they will be sent their renewal invoice automatically. |
Membership period and price
| Fields | Description |
|---|---|
| Predetermine the start date | Allows to predetermine the date on which the membership fee will begin - If this field indicates Yes, the field Predetermined start date is displayed after it. |
| Predetermined start date | Date field that lets you choose the date on which the membership will begin |
| Override membership Duration | Allows you to enter a duration different from that provided by the membership package - If this field indicates Yes, the Membership duration is displayed after it. However, the membership package must allow it. |
| Membership Duration (Months) | Allows you to specify a number of months different from that provided by the membership package during which the account will be a member |
| Predetermine end date | Allows to predetermine the date on which the membership ends - If this field indicates Yes, the fields Predetermined end date and Prorated adjustment type are displayed after it. |
| Predetermined end date | Date field that lets you choose when the membership ends |
| Prorated Adjustment Type | If the pre-determined end date does not allow the membership to spread over the entire duration provided for by the membership package, it is possible to indicate what adjustment the system must make on the price of the membership. The None option makes no adjustment to the initial. The Automatic option tells the system to calculate the fraction of the initial price that the member must pay for their membership. The Amount option allows you to indicate a specific amount to be paid for this reduced or extended membership. |
| Predetermine amount | Allows you to override the amount specified for the Membership package price and specify another one - If this field indicates Yes, the Predetermined amount field is displayed after it. |
| Predetermined amount | Allows you to indicate the price to pay for a Membership linked to this membership package |
| Predetermine membership credit amount | Allows you to override the membership credit amount provided by the membership package and specify another one - If this field indicates Yes , the Predetermined credit amount field is displayed next to it. |
| Predetermined credit amount | Allows you to indicate the amount of membership credits to be entered on the membership - The amount provided cannot be greater than the amount invoiced for the membership. |
| Apply enrollment fees | This option allows you to apply or not the fees for opening a new file to the new membership. Perhaps the account already existed in an old system or has it been a member in the past? In such cases, this field should indicate No. The amount of these fees is determined in the membership package. |
| Apply new business discount | Allows you to offer a discount configured in the membership package to a new business |
Payment
| Fields | Description |
|---|---|
| Prepaid | Allows you to indicate if the membership has already been paid at the time of the creation of the membership |
| Payment amount | The payment amount received at the time of membership creation |
| Payment method | Drop-down menu that allows you to choose the method of payment by which the payment was made |
| Payment Details | Depending on the payment method, this field may be required. For example, a confirmation number is entered in the case of a payment by credit card or the check number when the payment is made by check. |
If the payment matches the full amount of the membership invoice, the membership will be immediately paid and active when you invoice this member registration.
Accounting
The features in this sidebar have been replaced by products.
Invoice
| Fields | Description |
|---|---|
| Block invoice email | Do not send billing email when bill membership |
| Message on invoice | Allows you to write a message directly on the membership invoice |
| First discount code | Allows to apply a discount code on the amount of the membership invoice |
| Apply discount code at renewal | Allows you to apply the discount code entered in the previous field when sending the renewal invoice |
| Second discount code | Allows to apply a second discount code on the amount of the membership invoice |
| Apply discount code at renewal | Allows you to apply the discount code entered in the previous field when sending the renewal invoice |
| Third discount code | Allows to apply a third discount code on the amount of the membership invoice |
| Apply discount code at renewal | Allows you to apply the discount code entered in the previous field when sending the renewal |
Benefits
| Fields | Description |
|---|---|
| Choose benefits package later | Allows the registrant to choose the benefit package later. Sets to choose later appear in a dashboard when activating the membership. If the membership is already active (paid in advance), the account is displayed on the table at the end of the membership process. benefits will be added to the membership at the time of choice. |
| Benefits package | Search field that lets you choose among the benefits packages linked to the membership package chosen. |
Membership Options
Included
This module specifies the membership options that are included in the membership package chosen.
Additional
This module specifies the membership options that are additional to the membership package chosen.
Complete the fields of the Delegates Tab
Switch to the Delegates tab and use the search field in this section to search for a contact from this company or create a new contact by selecting
+Create Contactat the bottom of the drop-down menu to open the quick form Quick creation: ContactFill in the various mandatory and optional fields found there
Primary Delegate
Contact Information
| Fields | Description | Fields | Description |
|---|---|---|---|
| First name | Primary Delegate First Name | Salutation | A way to greet the primary delegate, this greeting is no longer used by email templates |
| Last name | Principal Delegate's Last Name | Language | Language in which to contact the main delegate |
| Birthday | Date of birth of the main delegate | Job Title | Function of the principal delegate within their organization |
| Place of birth | Primary delegate's place of birth | Allergies | Principal Delegate Allergies |
| Gender | Gender of Principal Delegate |
Contact information
| Fields | Description | Fields | Description |
|---|---|---|---|
| Email Address | Primary delegate email | Newsletter | Add this field to your mailing list MailChimp |
| Phone | Primary delegate phone number | Full URL of primary delegate LinkedIn profile | |
| Mobile phone | Main delegate's mobile number | Primary delegate full Twitter profile URL |
Website Visibility
| Fields | Description | Fields | Description |
|---|---|---|---|
| Show on website | Determines whether the primary delegate is displayed on your organization's website | Show phone on website | Allows you to display the telephone number listed in the previous section on your organization's web page |
| Show email address on website | Displays the email entered in the previous section on your organization's web page | Show social networks on the website | Allows you to display the various links to social media that have been entered in the previous section on your organization's website |
Details
| Fields | Description | Fields | Description |
|---|---|---|---|
| Mentor | Identifies if the contact is a mentor within their organization | Expectations | Identifies the expectations of the primary delegate |
| Intrapreneur | Allows you to determine if the contact is an intrapreneur within their company. An intrapreneur is an employee who works on special projects or ideas like an entrepreneur would, but within the company they work for. | Needs | Identifies the needs of the principal delegate |
| Role on the board | Allows to identify the role of the principal delegate on the board of directors of their organization | References |
Add additional delegates
- Add additional delegates to the membership.
The membership package you have chosen on the Membership tab may not allow the addition of a secondary delegate.
- Select the Delegates tab of the membership form;
- Select
Savein the toolbar to create the member registration in your Membri 365 environment and to allow the addition of secondary delegates on the membership form; - From the Secondary Delegates section, select
Add an existing Contactto open the search form; - Using the search field, select the contacts to add as secondary delegates.
It is possible to select more than one contact at a time.
Addselection at the bottom of the form.
Secondary Delegates
| Fields | Description |
|---|---|
| Number of delegates included | The number of delegates included in this membership package that can be added to this future membership at no additional charge. |
| Additional delegate prices | Price to pay for additional delegates more than included in chosen package |
Invoice
- Select
Invoicefrom the toolbar to create and send a membership invoice to the account billing email.
At the time of invoicing, a membership awaiting payment is created and added to the Membership tab of the account file. The account will also be assigned the status of Future Member until the time of the membership invoice.
Upon application of the payment, the pending membership will be activated and the account will have the status of Member for the entire duration of its membership.
A message confirming the invoice price and the selected membership package will appear upon selection of the Invoice button. You can then confirm the information entered one last time.
Reset a membership registration
If you have made a mistake on a billed membership, but it is not yet paid, you can reset the membership to make the necessary changes. You will need to select the Reset icon in your toolbar. The membership will thus be deleted and the invoice will be cancelled.
Manage member registrations that come from a web form
Memberships that come from your website will go directly to Membri 365. However, the membership process is not complete. This is due to two logical reasons:
- On the one hand, it allows you to know that you have a new account that wants to be a member. You can then take the necessary actions to welcome this new member account within your organization.
- On the other hand, errors may have slipped into the membership application. For example, a new member might choose the wrong membership type. Once the request has been verified, make the necessary changes. You can indicate what changes have been made by adding a personalized message directly on the invoice.
Now all you have to do is invoice.
The membership registration form no longer lets you indicate whether the account is an existing account or not.
Membership registration forms received from the website will always create an account. If a non-member account of the same name already exists in your database, be sure to merge it to the new account created by the form.
- Use the global search to validate or deny the existence of a non-member account with the same name as the one created by the membership
- If an account with the same name already exists, navigate to the Accounts section of the main menu
- Use the view picker to choose the system view Active accounts
- Use the Quick Find search bar to identify items to merge
- Check both accounts
- Merge Elements
Frequently Asked Questions
- Section under development
Still unsure? Contact us - support@vendere.ca