Membership Records
From the membership record, you can manage details of a constituent's level of engagement with your organization.
Profile Information
At the top of the record, you can view details about the constituent, including their name, membership status, membership expiration date, and a membership summary of anything else your organization finds valuable.
Membership Details
Membership details shows the dues the member pays, their membership program, category, and subcategory; the Transaction type of the most recent transaction, such as Joined or Renew-Same; the date they first became a member, and any upcoming renewal dates. For more information about programs and categories, see Category, program, and subcategory.
Membership History
Membership history shows a historic listing of all transactions for a specific membership record, including important dates, membership changes, and linked gifts.
For each transaction, you can view:
The transaction type, such as Joined, Renew-Same, or Rejoin-Upgrade
Membership program information, including the program name, category, and if applicable, subcategory
Joined, renewed, or upgrade date
Fundraisers credited for the transaction
Gifts linked to the transaction, including each gift's type and the amount applied to the membership. To open a gift's record, select it.
View a transaction's detailsFrom a constituent's record, under Membership, select the membership to open its record.
Under Membership history, select the ellipsis menu next to the transaction, and then select View.
The read-only Membership details form shows the transaction's full details, including membership details, fundraisers, gift of membership, benefits, and linked gifts. For dropped transactions, the form shows the date dropped, reason, and comment.
Tip: For a quick summary, expand a transaction directly in the list to see its subcategory, reason, comment, linked gifts, and fundraisers.
Delete a transactionNote: When you delete a transaction, it's permanently removed and can't be recovered.
From a constituent's record, under Membership, select the membership to open its record.
Under Membership history, select the ellipsis menu next to the transaction, and then select Delete.
Select Delete to confirm.
What happens next depends on the transaction you delete:
When you delete the most recent transaction, the membership reverts to its previous state.
When you delete the transaction that joined the membership, you delete the entire membership record.
When you delete an earlier transaction, it's removed from the history without changing the membership's current standing, expiration date, or category.
Tip: Don't see this option? Contact your system admin for rights to make this type of change.
Set a security group's permissions to view and delete membershipsAdmins! To control who can view membership details and delete membership transactions, manage access from the database view.
From the database view, in Administration, select Security.
In the Security list, open the group.
Under Group Privileges, select Records, and then Options.
Under Record Types, select Memberships.
Under Privileges, select View to let the group view memberships and their history, and select Delete to let them delete membership transactions.
Select OK, and then Save and Close.
Credited To
Credited to shows fundraisers who are involved in your organization’s membership drives and transactions. Fundraisers are constituents who, on behalf of your organization, urge a new member to join. For more information about fundraisers, see Fundraisers.
You can manage the fundraisers associated with a membership. You can add new fundraisers or remove existing fundraisers to reflect who receives credit for membership activity.
Benefits
Benefits shows gifts your organization gives to constituents depending on their level of membership or the dues they pay. You can manage (add. edit, remove or waive) the benefits associated with a membership. When you waive benefits, the member opts out of all benefits for that membership.
You can determine the membership benefits associated with each membership category in advance or you can enter this information from the membership record. For more information, see Membership Benefits.
Members and Card Information
Members and card information shows the additional members and cards issued under the primary membership. This may be helpful if your organization offers family memberships or allows memberships to be extended to guests of the primary member.
You can add or remove additional members, and update member and card details.
Note: You cannot remove a primary member. Card (joint) members may be linked to constituent records; if they are not, they are not constituents and exist only on the membership.
Custom Fields
Custom fields are categories of information you can use to store characteristics specific to a record. They are helpful because they allow you to customize your membership records and track miscellaneous information not stored anywhere else. For more information, see Custom Fields.
Gift of Membership
Gift of membership shows who gifted the membership to another member. A constituent can pay dues for their own membership or any other membership. For example, a friend pays for your membership and gifts it to you as a birthday present. This is considered a gift of membership. The purchaser (donor) and the recipient (primary member) are both constituent records. Gift of membership information helps determine who receives renewal notices when the membership is close to expiring.
Linked to Gifts
Linked to gifts shows existing gift records linked to the membership record. Once you create a membership record for the constituent, you can link the gift record to the membership record. You can link more than one gift record to a membership transaction. This is helpful if the member decides to pay for his membership over multiple installments.