The Membership Manager is a tool that allows organisations that have a membership program to manage their memberships online quickly and easily.

When the Membership Manager is added to your website, a form appears on your website that allows people to sign up to your membership program. When you are logged in to your Website account you can approve new memberships, manage membership renewals, and even use Subscription Groups to target marketing campaigns to your Members.

The Membership Manager Signup Form is the form that appears on your website after you've purchased the Membership Manager. At present, this is the only way of adding new members to your membership program, therefore, it is important you know how to edit this form to ensure that you are collecting the correct information from your members.

To Change the Membership Manager Signup Form:

 

• Click on Settings in the top right hand corner of The Web Console screen.
• Click on Membership Manager underneath the Your Settings heading, then click on Member Types.
• Click Edit next to the Membership Type who's online signup form you wish to change. All the fields that appear under Contact Fields and Membership Fields will appear on the signup form for this membership type.
   
• To add a new Membership Field, click on Add Membership Field and choose which type of field you want it to be.
  • Small Text: For when you want to collect information like a name, or address field.
  • Large Text: For when you want to collect larger amounts of information like work experience or a comments field.
  • Select Box: For when you want them to choose one possible option like state of residence or gender.
  • Multi Select Box: For when you want them to choose one or more possible options like interests or industries.
  • Date: For when you want to collect a date, like a birth date, date of business launch or anniversary.
  • File: For when you want the person filing in a form to upload a file such as a jpeg image or pdf.
     
• Contact Fields are slightly different to Membership Fields. The Contact Fields are actually the same as your Custom Fields that you will set up in your Database Marketing Account. If you want to add a Contact Field that you have previous created as a Custom Field, simply click on the Add Field button and select from the drop down menu. If you want to create a new Contact Field that is not already available, follow the steps in Creating a Custom Field then come back to this window and select your new Contact Field/Custom Field from the drop down menu.
• To delete any of your Membership Fields or Contact Fields from the signup form, select the field by clicking on the round radio button next to the field the click Delete.
• To change the order that your Membership Fields and Custom Fields appear in, hover your mouse pointer over the left hand side of the field until the pointer becomes a crosshair, hold down the left mouse button, drag the field into its new position then click Save Sort Order.
• When you are done making your changes, click Save, down the bottom of the page.
• You have now successful changed the signup form that appears on your website.

To begin accepting Memberships online, you need to create a Membership Type.

To Create a Membership Type:

• Click on Settings in the top right hand corner of The Web Console screen.
• Click on Membership Manager underneath the Your Settings heading, then click on Member Types.
• Click Add Type.
• Give the Membership Type a Name. Most people choose conventions like "Gold" and "Silver" memberships, however you will know the best names to give your Membership Types.
• Choose whether or not you will allow Monthly, Quarterly and Yearly renewals. If you choose Yes for any of these, you need to indicate the Initial Cost and Renewal Cost.
• Choose which Subscription Group you want to link the Membership Type to by selecting from the Link To Membership Subscription Group drop down field, or clicking New to add a new one. The Membership Manager is fully integrated with this Subscription Group, which means, when someone is removed from the Membership Type, they will also be removed from the Subscription Group that you choose here.
• Select any additional Subscription Groups you'd like to add your contacts to by selecting the check boxes in the Automatic Group Subscriptions field. Unlike the field above, the Subscription Groups will not be fully integrated with your Membership Manager, so a contact will be added to these groups when they become a member, but will not be removed from the groups when they are no longer a member.
• If you set Allow Additional Contacts to Yes, this will allows there to be multiple contacts attached to one Membership, a little like a Medicare card, or joint bank account. Set the maximum number of contacts that can be attached to a membership by typing a number into the Maximum Addition field.
• In the Description field, you type in the description of this Membership Type. Be as informative as possible here, and don't forget that you can format the text here too.
• Set the Visible On Website field to Yes if you want people to be able to subscribe to this Membership. If you want to temporarily disable this Membership Type, change this field to No. It won't be visible on your website anymore, preventing people from choosing it.
• Choose your preferred Recurring Payment Option.
  • Manual Payment on Invoice: This setting will automatically send a reminder notice to your members approximately one month before their current membership expires with a link to renew.
  • Automatic (Payflow Pro Gateway Only): If you are using Payflow Pro as your payment gateway you can automatically have your Member's credit cards debited for their renewal fee. This option will only appear if you have set up Payflow Pro as a Payment Gateway Option.
  • Automatic Optional (Payflow Pro Gateway Only) If you are using Payflow Pro as your payment gateway you can give you member the option of automatically debiting their membership renewal from their Credit Card. This option will only appear if you have set up Payflow Pro as a Payment Gateway Option.

Click Save.

You have now created a new Membership type and people will be able to sign up for this membership. To edit the details on the signup form, click Edit next to the Membership Type and follow the steps in Changing your Membership Manager Signup Form.

Whenever there is an exchange of money, or contract signing, it is recommended that you include Terms & Conditions for your client. The same applies for your new members who are using the Membership Manager to sign up, or renew, their membership with you.

Adding Terms and Conditions

1. Click on Settings when you are logged into either your Website Account or your Database Marketing Account.
2. Click on Membership Manager.
3. Click on Settings under the Membership Manager heading.
4. In the Terms & Conditions field, enter in your Terms & Conditions. Remember, you can format your text here by making it bold, italic, changing the format to create headings and even add links and images.
5. Click Save.

You have now added the Terms & Conditions of your membership to the Membership Manager. If you ever need to update this information, simply follow these steps again.

In certain circumstances, you may want to manually approve or deny new Members. The Membership Manager allows you to do this easily.

To Request Approval for New Members:

1. Click on Settings in the top right hand corner of the screen when you are logged into either your Website Account or your Database Marketing Account.
2. Click on Membership Manager.
3. Click on Settings underneath the Membership Manager heading.
4. In the New Members field, change the drop down box to Require Approval. This means that no new memberships will be approved until you have manually chosen to approve them.
5. Click Save.

You have now requested that each new membership be approved by you before they are activated.