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Click on the
Members button from the Main Menu of the Member Tracking System
a. The first time you enter this screen you will see
'There are no members in unit ____. Would you like to:'
Choose Add a member to this unit and click the Go! button to add the
first member.
b. If there are already members in the Unit then click on
the New Member button in the lower left corner of the Members
screen
b.
If you are adding a new person that does not have a
sibling that is already in the program then click on the New
Member button and proceed
c.
If you are adding a new person that does have a
sibling that is already in the program then find that sibling
first and then click on the New Member button and proceed
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Verify that the Unit is correct for this new
member
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Enter in the First,
Middle and Last name of the new member
a. Upon entering this name, verify that this new member is
not already listed in the possible duplicate member box. If
this is a duplicate, please click on Jump to this Member button
and do NOT continue with the new member.
b. FIRST IN FAMILY: Use this button if the new member
being added does NOT have a sibling in the database already then
continue with Step 4 below
c. A MEMBER OF THE _____ HOUSEHOLD: Use this button
if the new member has a sibling already in the database and you
started on the existing sibling's record
Choose the New members relationship to: ____________ then click
Continue to proceed with Step 4 below
d. ADDITIONAL MEMBER OF A DIFFERENT EXISTING FAMILY:
Use this button if your new member has a sibling in the database
and you did not start on the sibling's record
Choose a Household from the dropdown next to "______ is in the
same Household as:" in order to add this person to an existing
Household in the database
Choose the New members relationship to: ____________ then click
Continue to proceed with Step 4 below
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Fill in Gender,
Ethnicity, Date of Birth
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The Age Group will
automatically populate based on the members age
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Click on the CALC
button to choose the next available membership number in the
program
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Select the Status
of Active and click on the Set as Default button (This will make
all new members Active automatically)
-
The Entry Date is
the members Entry Date for Enrollment and will automatically fill
in with today’s date (Use the red arrows to change it if needed)
-
The Expiration Date
is the members Expiration Date for Enrollment and will
automatically fill in with your chosen Expiration date in the Unit
Information from the Main Menu. If this is not correct then
go to the Main Menu, click on Unit Information and change the
Expiration Date Calculation Method in the bottom right corner of
the screen.
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Select the Member
Type and click on the Set as Default button (This will make all
new members that chosen Type automatically)
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Choose whether or
not this member requires Parent Guardian Pickup
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Check the Member ID
Card Needed if you are going to print ID Cards - as you enter
members you will be creating a batch of members who need cards and
will be able to print for multiple members at a time
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Click OK
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You are now on the
Main Members form
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Fill in the members
address, phone, school, grade level, fee level and any other
information your organization will use on this screen
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Click on the
Contacts tab and click on the New Contact button
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Fill in the
Contacts First, Middle and Last name
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Fill in the
Relationship to Member and check the appropriate boxes for Primary
Contact, Parent/Guardian, Emergency, Authorized to Pickup and Not
Authorized to Pickup) A contact can be several of the choices but
only 1 contact can be the Primary contact)
-
Click on Continue
with New Contact
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If there are other
Households with the same last name they will appear in a list for
you to choose from (ONLY choose from the list if this new person
belongs in one of the Households in the list)
-
If you choose a
household from the list then click on the Use a Household Selected
Above button
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If this person is a
contact and does not live in the same Household then click
on the Continue adding contact with a New Household button and
then fill in their address
-
If this person is a
contact and does live in the same Household then click on
the Add to same household as ____________ button (When you use
this choice the address information will carry forward from the
member to the contact)
-
Optionally fill in DOB, SSN,
Marital Status,
Occupation, Work Address and additional phone numbers if needed
-
Add additional
contacts as needed in the same manner
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Click on the
Medical tab and fill in any medical information necessary for the
member
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Click on the
General tab and fill in any general information necessary for the
member
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Click on the
Household tab and fill in any household information necessary for
the member
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Click on the Custom
tab and fill in any custom information if there is any for the
member
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Click on the Photo
tab and click on the HELP button to read how to take and insert
pictures
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The Outcome
Measurement/Surveys tab will be empty at this time. This tab
will show information about the member later if you use this
section of the program
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The
Calendars/Activities tab will show the members attendance over a
period of time
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The Groups tab will
show what groups a member is in and allow you to put members into
or take members out of groups
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The
Guidance/Accidents tab allows you to fill in and print Guidance/Incident
or Accident reports
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The Member Stars
tab allows you to use a point system for good or bad behavior
-
The
Charges/Payments tab allows you to charge and receive payments
from members for membership fees, field trips or what ever
accounts you have setup in the Organization Information section of
the program
