Overview

• A Club builds new Members in their system as they join the Club to ensure they can communicate with them effectively, manage their billings and related payments, and include them in Club offerings such as the Club Website, Reservations system, POS System, and the Club App.

Required Permissions

• Manage Members

• Add/Edit/Delete Members

Accessing the Tool

To access the New Member Wizard,

1. Click on Membership to load the Manage Members Grid.

2. 2. Then, perform either of the following to launch the New Member Wizard:

   1. Click the New icon on the toolbar.

   2. Right-click anywhere on the Manage Members Grid and select New.

New Member Wizard 

The New Member Wizard is designed to assist with the creation of a New Member. 

Click Next to proceed through the wizard. 

Member Info Fields

Follow prompts to enter First Name (optional), Last Name (or full account description if Party, Reciprocal Club, etc.), Billing Type (Member Type), and Member Status.

 Click Next to proceed.

Member Groups

1. Every account must be included in at least one Member Group, primarily for reporting purposes.  For this reason, most will have a group called Reporting Group or All Accounts.

2. If Minimums are used, Primary Accounts ONLY will need to be linked to the proper Minimum Group.

3. Select any other applicable groups as needed.

4. Click Next to proceed.

 Member Dependency 

1. Check Is Member a Dependent/Spouse IF account being created is to be linked to another account for billing purposes.

2. IF this box IS CHECKED, then complete the empty box below to designate the account to which this Member should be linked.

3. Most Dependents will use the same Address as the Primary Member.  If this is the case, check Use Primary Member Address.

4. Click Next to proceed.

Addresses/Contact Info 

Enter a new Physical Address by selecting the New icon.  (Note this step is optional and can be completed at a later time if desired). 

1. Enter all applicable address information.

2. Check Share if address will also apply to spouse and dependents.

3. Select Notifications if notifications are to be sent to this address.   

   • If Statement is selected, then a paper statement will be printed for this account.  If not selected, then an email statement will need to be sent.  Note, if the physical address applies only for a designated time period (for instance the Member will live in one residence for 7 months, and another for 5 months), designate the appropriate Start and End Dates that the address will apply for the Member.  If the Member has this schedule every year, click the Repeat Annually button.  Leaving these fields blank will designate that this address applies for the whole year. 

4. Click Save and Close when complete.  Add additional addresses as required.

5. When finished, click Next to proceed.

Emails 

Enter a new Email Address by selecting the New icon.  (Note this step is also optional and can be completed at a later time if desired). 

1. Enter the Email Address and add a Note if desired.

2. Default will be checked for the first email address entered.  This can be changed; however, one email address must be marked as the Default, as it will predominantly be used when sending emails through Office.

3. Select Notifications as needed. 

   • If Statement is checked, an electronic statement will be sent to this email address.  (Note: A Spouse can also receive a copy of the Primary Member’s emailed statement.  To do so, add the Spouse's email in the secondary email field and ensure both primary and secondary email addresses are checked to receive statements.  When statement emails are sent, the Spouse will receive the same email as the Primary Member.  Dependents other than Member’s Spouse cannot receive an emailed statement.)   

   • Note, if the email address applies only for a designated time period, designate the appropriate Start and End Dates that the email address will apply for the Member.  If the Member has this schedule every year, click the Repeat Annually button.  Leaving these fields blank will designate that this email address applies for the whole year. 

4. Click Save and Close when complete.  Add additional email addresses as required.

5. When finished, click Next to proceed.

Phone Numbers 

Enter a new Phone Number by selecting the New icon.  (Note this step is also optional and can be completed at a later time if desired). 

1. Enter the Phone Number, Carrier, Phone Type, and add a Note if desired. 

   • If Mobile is selected, be sure to specify the Carrier.  To send text messages to Members through Office, please see Marketing Wizard document. 

2. Default will be checked for the first Phone Number entered.  This can be changed; however, one number must be marked as the Default, as it will predominantly be used for communication purposes.

3. Select Notifications as needed. 

   • Note, if the phone number applies only for a designated time period, designate the appropriate Start and End Dates that the email address will apply for the Member.  If the Member has this schedule every year, click the Repeat Annually button.  Leaving these fields blank will designate that this phone number applies for the whole year. 

4. Click Save and Close when complete.  Add additional phone numbers as required. 

5. When finished, click Next to proceed.

Member Number 

1. Enter Member Number.  If Member is Spouse or Dependent, be sure to include proper suffix (ie -1 or -A).

2. When finished, click Next to proceed, and Finish to confirm completion.

Additional Tabs for Member Info

Once New Member Wizard is complete, the New Member Account is displayed and available for further editing. 

Membership Section

The Membership Section contains an opportunity to populate additional information about the Member.  For instance the following fields can be found on the Membership tab. 

1. Names

   • Alternate Names/Titles

   • Family Title, Proper Title, Regular Title - These fields are primarily utilized when printing Membership Address Labels.  For instance, if Family Title is the selected Display Name when printing labels, Family Title must be entered for the label to print properly.