To create a member group:
1. From the Personify
main toolbar, select Membership/Product
Set-up > Membership Central.
The Membership Product Maintenance search screen displays, as shown below.
2. From the Product
Related Tasks task category, click Define
Membership Structure.
The Membership Structure Maintenance search screen displays, as shown below.
3. On the Membership
Structure Maintenance search screen, click Create
New Membership Group.
The Membership Structure Maintenance screen displays, as shown below.
4. Enter the Member Group Acronym.
5. Enter the member group Name. This is the long name of the acronym.
6. Select if this member group is Active.
7. Select the Primary checkbox if this member group is the highest level of membership that the association has to offer.
Only one member group can be designated as primary per organization unit.
8. Select whether or not this member
group should Include in CRM360.
This option gives organizations a way to identify memberships of non-primary
member groups that should be displayed in the Involvement section on the
CRM360 and Donor360 screens.
9. Select the Can Change Start Date checkbox if the member group start date can be changed during the creation of a new membership order. This is usually performed as an override to the Start Mask setup.
10. Select the Can Change End Date checkbox if the member group end date can be changed during the creation of a new membership order. This is usually performed as an override to the End Mask setup.
11. Select the Prorate Amount checkbox if your association has any of the following rules:
· The membership period is on a calendar basis and those who join after the first of the year will get charged less than the full year rate.
· A first year
membership could be less than 12 months, which would be accomplished by
changing the start date or end date.
If the Prorate Amount checkbox is checked, this prorate amount setting
can be changed for any specific member product rate code.
12. If the Prorate
Amount checkbox is checked, choose the Proration
Interval from the drop-down.
The interval options are Day, Month, or Year. The dues amount calculation
will break down the total dues amount by the day, month, or year to give
the reduced dues amount.
13. Select the Start Mask and End Mask from the drop-downs.
14. Enter the Grace Months. Keep the default of zero if there are no grace months.
15. Click Add New
Level 1 Element (Dues, Chapters, etc).
A row is added to the table and the Level 1 Membership Structure fields
are enabled.
16. Enter a Level 1 structure.
17. Select a Record Type from the drop-down.
18. Enter a Description of the structure.
19. Check the appropriate checkboxes. Valid choices include:
· Active
· Primary
· Include Zip Links
· Zip Linked
20. Click Save.
Screen Element |
Description |
---|---|
Member Group Structure |
|
Member Group Acronym |
Text box. This is the designation for the member group, i.e. ACP, AAOS, etc. |
Name |
Text box. The long name for the member group acronym. |
Active |
Checkbox. When checked, it signifies the member group is active. |
Primary |
Checkbox. When organizations want to differentiate between multiple organizations, this checkbox indicates whether the member group is primary for this system. Only one group can be primary per organization unit. Primary group is used in all reports. If an individual is only a member of a non-primary group, then in the Essential Information section of the Customer Central screen, the non-primary group displays. |
Defaults used for Product Creation |
|
Can Change Start Date |
Checkbox. When checked, indicates that you can change the default start date on the Product Specifics tab of the Line Item Details screen (in the Order Entry subsystem). When unchecked, the date is locked and cannot be changed. |
Can Change End Date |
Checkbox. When checked, indicates that you can change the default end date on the Product Specifics tab of the Line Item Details screen (in the Order Entry subsystem). When unchecked, the date is locked and cannot be changed. |
Prorate Amount |
Checkbox. When checked, indicates that if the date range is changed from the default, or a short year is defined, the price should be prorated accordingly. If checked, you must select the Prorate Interval. |
Proration Interval |
Drop-down. Enabled only if the Prorate Amount is checked. This tells the system at what interval to prorate the amount. If you select "DAY", the system will calculate the actual number of days.
The values are populated based on the PRORATION_INTERVAL fixed system type. |
Start Mask |
Drop-down. This tells the system how the organization wants start dates on memberships to be set.
The following values are populated by the DEF_START_MASK fixed system type:
|
End Mask |
Drop-down. This tells the system how the organization wants end dates on memberships to be set. You can override this at the product level.
The following values are populated by the DEF_END_MASK fixed system type:
|
Grace Months |
Text box. The default number of months for continuing member benefits prior to cancelling a membership for non-renewal. You can override this at the rate code level. When reporting membership counts, the memberships in grace months are included in the count.
For a membership product order with sub-lines, if the sub-line has a different number of grace month than the master product, the sub-line retains its grace months. If the number of grace months for the sub-line is greater than the master product, the master product will be set to the grace months of the sub-line. |
Membership Structure and Products |
|
Add New Level 1 Element (Dues, Chapters, etc) |
Button. When clicked, a row is added to the Membership Structure and Products table and the corresponding fields are enabled to add a Level 1 Membership Structure. |
Level 1 Membership Structure |
|
Level 1 |
Text box. Defines the highest level of the structure. Level 1 represents the major categories of membership. For example, Individuals, Companies, Chapters. |
Record Type |
Drop-down. This defines what kind of membership record that a specific Level 1 references. Examples include dues, chapter, etc.
The following values are populated based on the RECORD_TYPE fixed system type:
|
Description |
Text box. The description of the Level 1 structure. |
Active |
Checkbox. When checked, it signifies the membership structure is active. |
Primary |
Checkbox. Within a structure, it is convenient to designate one value as being primary when describing a customer. For example, a member is known by his national dues designation more than his special interest groups. Personify will ensure only one Level 1 is marked as primary. |
Include in CRM360 |
Checkbox. This option gives organizations a way to identify memberships of non-primary member groups that should be displayed in the Involvement section on the CRM360 and Donor360 screens. |
Include Zip Links |
Checkbox. When this product is purchased, the system automatically includes a zipped mapped products with the same parent product code. This checkbox can only be selected if Zip Linked is not selected.
|
Zip Linked |
Checkbox. This product contains a zip mapping to allow an automatic population of the order record with an appropriate chapter. This checkbox can only be selected if Include Zip Links is not selected. See example above. |
Delete Unused Level 1 |
Button. When clicked, the highlighted row from the table and the information entered in the Level 1 Membership Structure fields are deleted. |
Products within Selected Membership Structure |
|
Master Product |
Checkbox. When checked, indicates this product can stand alone. When unchecked, it implies that the product cannot be entered directly without already having another product with the same parent product but different product code. |
Recalculate |
Checkbox. Determines if the renewal should be recalculated from the dues schedules or if it should simply accept last years amounts. This is important for negotiated rates in trade association situations. When a product is renewed and this checkbox is checked, the system looks for the new pricing and calculates it. |