Adding a Membership

Owned by Ali Duncan
Last updated: Jan 24, 2023 by Emily Carlson
3 min read

Overview

The Directory houses all active members and staff members on the website. It is necessary for anyone using the website to be in the Directory in order to have website access, however, you may turn off any user’s ability to access the website at any time. The Directory is typically set up with a sync to the club’s accounting system using Clubessential’s application RosterSync, or it may be synced using the Office Products. However, situations such as adding staff users may require manual entry.

Required Permissions

  • Admin

  • Editor

Adding a Membership

Typically members will be added through your accounting program and synced to the website. However, in circumstances such as adding staff members, there may be times that you need to manually enter a person’s information into the system.

  1. The Add Membership button is located in the Admin Bar of the Directory. This will be available on any tab within in the directory, so you may use it in any location of the directory itself. Click the Add Membership button to begin adding a new membership.

  2. Follow the text field prompts to add in relevant information. Fields with a red asterisk next to them are required and information must be added.

  3. Be sure that the member number is not in use and is recorded in the accounting system so there are not duplicates. Duplicate membership numbers will lock both accounts out of the website until unique membership numbers are assigned.

  4. Add a username and password for the user and provide this to the user for their first login.

  5. Beneath the username and password field, there are two checkboxes for ‘Ask user to change username/password on next login’ and ‘Lock User From Logging In’. The first option is always checked by default, this will prompt the user to update their information upon first login. The second option is only used if the user must be locked out of the website.

User Type / Admin Levels

The User Type and Admin Level profile fields are extremely important when setting up a new account since this indicates if the user is a member or staff and provide the appropriate privilege level.

  • No Admin Access: access to the website, but no Admin or Editor access

  • Editor: access to Editor functions (typically used for staff that may edit pages on the website and use limited modules)

  • Admin: access to Admin functions (fully managers of the website)

Once the required information has been added to the profile, click Create Membership at the bottom of the page to add the membership. If you receive a “password is not secure” pop up, click OK to override as this is a temporary password only used for the first time login.

Best Practices

  1. It is not recommended to add members manually in most cases. Members should always be added to the accounting system first to allow the sync to pull information into the website.

  2. When adding Staff members, be sure to set their user type to Staff so the staff member shows in the staff directory and not in the member directory.

  3. When adding a Membership Number for a Staff member, it is recommended to use their last name and not an actual number as to not conflict with actual member numbers.

FAQs