as 106 automated membership sage university

AS 106

Automated Membership

Sage University

Notice

This document and the Sage Millennium software may be used only in

accordance with the accompanying Sage Fundraising End User License

Agreement. You may not use, copy, modify, or transfer the Sage Fundraising

software or this documentation except as expressly provided in the license

agreement.

Visit our website at www.sageu.com/fundraising, or call 1-800-647-3863 to learn

about training classes that are added throughout the year.

© 2012 Sage Software, Inc. All rights reserved. Sage Software, Sage Software

logos, and the Sage Software product and service names mentioned herein are

registered trademarks or trademarks of Sage Software, Inc., or its affiliated

entities.

All other trademarks or registered trademarks are the property of their respective

owners.

9/12

http://www.sageu.com/fundraising

AS 106 Automated Membership Processing Contents

© 2012 Sage Software, Inc. Student Curriculum 3

Contents AS 106 Automated Membership Processing

Welcome .......................................................................................... 5 AS 106 – Automated Membership Processing ................................................................................ 5 What You Will Learn … ................................................................................................................. 12

The Membership Display ............................................................................................ 13

Navigating to the Membership Screen .......................................................................................... 13 The Membership Display ........................................................................................................... 14 New Terms ................................................................................................................................ 14 Exploring Benefit Levels ............................................................................................................ 16 Looking at Subscriptions............................................................................................................ 16 Membership Cards .................................................................................................................... 17

Enrolling a New Member ............................................................................................. 19

Congratulations – It’s A New Member! .......................................................................................... 19 Two Ways to Input a Membership ............................................................................................. 19 Starting with a Dues Form ......................................................................................................... 20

The Automated Membership Process ........................................................................................... 22 Linked Cards, Benefits and Subscriptions ................................................................................. 23 Linked Membership Cards ......................................................................................................... 23 Linked Membership Benefits ..................................................................................................... 24 Linked Membership Subscriptions ............................................................................................. 35 It’s Done! .................................................................................................................................... 37

Renewing and Rejoining ............................................................................................. 41

What’s the Difference? .................................................................................................................. 41 Renewing a Membership ............................................................................................................... 42

Membership Cards .................................................................................................................... 45 Membership Benefits ................................................................................................................. 46

Changing the Membership Status from Active to Inactive ............................................................ 48 Rejoining a Membership ............................................................................................................ 50

Upgrading and Downgrading ..................................................................................... 55

Upgrading a Membership .............................................................................................................. 55 Downgrading a Membership .......................................................................................................... 61 Editing Membership Cards ............................................................................................................ 67

Contents Sage Millennium

4 Student Curriculum © 2012 Sage Software, Inc.

Adding a Membership Card ....................................................................................................... 69 Assigning A Different Benefit ..................................................................................................... 71 Adding a New Benefit Level ...................................................................................................... 76

AS 106 Automated Membership Processing Welcome


Welcome AS 106 – Automated Membership Processing

Many organizations develop a variety of “Memberships” to encourage

constituents’ identification with their institution. Membership in a particular club

can be very helpful in confirming and maintaining a strong bond between an

organization and its constituents. The prestige and benefits of a particular

Membership club can be based on total yearly giving, or dues required, and can be

reflected in the privileges, rewards, and subscriptions associated with a particular

Membership.

This workbook, Automated Membership Processing, encompasses the input and

maintenance of complete membership information for your constituents. We will

use a variety of examples to demonstrate how to input a new membership, renew

a membership, and upgrade or downgrade a membership. Included in this

instruction will be the assignment of membership cards, benefits and

subscriptions as you experience hands-on several examples of Sage Millennium’s

“best fit” Automated Membership Process.

This workbook builds upon the foundation established in Reading Data (AS 101),

Biographical Data Entry (AS102), and Gift Processing (As103). Completion of

those workbooks is a prerequisite for this course.

You’ll begin by learning how to log in to the system, and continue with a tour of

Sage Millennium’s file display screens. Once you’ve learned how to navigate

through the data, you’ll expand on that knowledge by learning how to customize

your screen to create your own personal display options!

We hope this workbook will be beneficial as you begin using Sage Millennium to

manage your fundraising efforts. We also hope you’ll have a little fun while

learning, too!

Welcome Sage Millennium


What You Will Need to Understand

Logging In

To enter the world of Sage Millennium, you must first understand how to log into

the system. Let’s begin with a discussion on the basic pieces of information that

are necessary to access Sage Millennium.

The three pieces of information needed to access the system are user name,

password, and server name. This information is provided to you by your system

administrator. If this information has not already been provided to you, please

contact your system administrator before beginning.

Your user name and password are case sensitive. This means you must

reproduce the exact uppercase/lowercase combination of characters;

otherwise, your system will not recognize your login.

Notice that as you type your password into the text box, the characters appear

as asterisks. This helps to protect the confidentiality of your password.

NOTE: Remember your password! Only you and your system administrator should know your password. Passwords should be changed occasionally for security purposes. This is especially important for those with extensive access to Sage Millennium data.



Now that we have a basic understanding of the different pieces of information

needed to log into the system, let’s discuss how you actually log into the system.

Logging into Sage Millennium

To log into Sage Millennium via the internet, double click on the Internet

Explorer icon located on your desktop or single click the Internet Explorer icon in

your quick launch tool bar.

Once Internet Explorer opens up, type the name of the server in the Address bar.

Sage Millennium provides you with the login form. At this point, you enter your

user name and password provided to you by your system administrator.

1. Click Submit or press Enter on the keyboard.



Logging into Sage Millennium if you are logged on at another workstation

If you attempt to log into Sage Millennium using the Internet Explorer, Sage

Millennium will present the Sage Millennium Log On form with the message that

you are currently logged on at another workstation. At this point, enter your user

name, password and check Log Out then click Submit.

Once the system logs you out of the other workstation, it will provide you with a

blank form for you to input your information to log on from your current location.



Logging out of Sage Millennium

To log out of Sage Millennium, you MUST select End Session in the Sage

Millennium Explorer. If you select the in the upper right corner of the web

page, the system will still recognize you as being logged into the system.

Navigating within Sage Millennium

The browser provides one area to navigate within Sage Millennium.

The different subsystems and the tables available within each

subsystem are available along the left-hand side of the browser page.

To select a table from one of the three categories of information--

Biographical, Giving, and Prospect--the user selects the + symbol

next to the area of information to expand the menu bar.

Sage Millennium’s Structure

A short explanation of the structure of a database is necessary as background.

Because many of the terms will be used throughout the program, we want to take

this opportunity to discuss how Sage Millennium organizes and stores your

constituent data, as well as provide you with some basic database terminology.

We encourage you to read this section before you delve into the world of Sage

Millennium.

Let’s first define some basic terms:



Term Also Known As: Definition

Database N/A (1) A database is defined as a large collection of data stored together and organized for rapid search and retrieval.

(2) A database may also be a program that manages data, such as Sage Millennium, and can be used to store, retrieve, and sort information.

Table File A presentation of information organized in rows and columns each describing an entity, for example, address. The columns of a table represent characteristics of the entity and a row represents one instance of the entity.

Row Record A table consists of many rows which may be defined as a standard unit of related information. For example, the address table consists of many rows belonging to different individuals.

Columns Field Each individual column represents a certain characteristic of the table. For example, the address table may include such columns as: address line 1, address city, address state, address zip code.

Sage Millennium Data Table – Basic Data

Now that we have defined some terms, let’s begin to relate it to Sage Millennium!

All of the data stored within Sage Millennium is collectively referred to as the

database. The Sage Millennium database consists of many tables such as:

Basic Data

Names

Address

Employment

Gifts



Tables

As defined earlier, each table within the database stores a particular kind of

information. For example: the Basic Data table holds vital statistic information;

the Address table holds street, city, state and zip code information; and the Jobs

table holds information regarding employment. Within each table, the way the

information is stored may be envisioned as a set of divided shelves which make

up a bookcase, or a grid made up of rows and columns.

Rows

As defined earlier, within each table, the data is further organized into a standard

unit of related information called rows. What is a standard unit of related

information? Well, for example, the information, 15 Buford Road, is not very

useful unless it is associated with the applicable city and state. Of course, the

resulting address row has little meaning unless it is associated with a particular

constituent.

In most of the data tables, each constituent could own several rows. For instance,

if a constituent obtained three different college degrees, then they could

potentially have three separate education rows in the Schools table reflecting the

information related to each degree.

Columns

Each row within a table is divided into distinct columns. Columns structure the

data for efficient data entry, storage, retrieval, and selection. For example, each

table includes a column for the ID number of the constituent who owns the row, a

column for the date on which the row was created, the logon ID of the operator

who created the row, and so on.

What You Will Need to Get Started

Prior to beginning this workbook, make sure you have access to the Sage

Millennium training database. If you need assistance connecting to the database,

please see your System Administrator or contact our office.

Ask your System Administrator for the user id, password and server you will need

to conduct the training.

Although printing is only minimally featured in this workbook, it is recommended

that you establish some printing capability – if you don’t already have it. Sage

Millennium uses the default printer as established by the Windows Print Manager.

We recommend that you make your own copy of this workbook so that you may

incorporate your own notes into the material.



What You Will Learn …

How to read the Membership display

How to create a new membership record

The difference between renewing and rejoining

How memberships can be upgraded or downgraded

How to edit and add Membership information

AS106 Automated Membership Processing The Membership Display


The Membership Display

Navigating to the Membership Screen

Let’s take a look at Jeff Shure’s Membership screen.

To find Jeff’s Membership screen follow these steps:

1. Select “Profiles Giving Membership”.

In the Search Screen, enter ID #1 in the Name/ID field.

Search.

The Membership Display Sage Millennium


The Membership Display

Let’s look at a typical membership.

Spend a few minutes looking over the screen and the following field names to

become familiar with the Membership terminology.

New Terms

Membership Type Your System Administrator may assign membership types into groups, based on such things as the office responsible for the entry, whether it is a dues-paying membership or gift level membership.

Membership Status The current status of the membership. Examples: New, renewed, lapsed, upgrade, downgrade.

Classification Your System Administrator may assign membership types into different classifications, such as annual, lifetime, corporate.

Joined The date this Membership began.



Renewed on The date this Membership was last renewed.

Given by If the dues for this membership were paid by another constituent, their name would be listed here and a link established to the dues transaction.

Notify? Based upon the purpose indicated in the dues transaction, this field will indicate “Y” or “N”.

Level The level assigned to this Membership in the Lookup tables.

Structure Indicates whether this Membership is a Primary or Secondary one.

Initial Join Date The first date this Membership type began

Recent Join Date The most recent date the constituent renewed or re-joined this Membership type.

Type Join Date The first date this constituent joined this Membership type

Expiration Date The date this Membership will expire if not renewed

Card Number The number of Membership cards available to this Membership.

Source Describes the origin of the constituent’s interest in this Membership.

Benefit Level Most organizations offer a “benefit package” to a constituent as a token of appreciation for their membership. Different packages could be associated with different memberships and could range from minimal to generous.

Benefit A specific item or privilege assigned to a benefit level.

Subscription Level One or more Subscription ‘packages’ associated with a particular Membership. A package may be made up of multiple instances of a particular publication.

Membership Publication

The name of the publication assigned to this membership.

Benefits received Benefits assigned to this constituent through another constituent’s Membership.

Subscriptions received Subscriptions assigned to this constituent through another constituent’s Membership.



Exploring Benefit Levels

In long view, the first Benefit Level section of the Membership Screen for Jeff’s

record looks like this:

The “Benefit Level” is a detailed description of a benefit associated with a

particular type of Membership. This information includes the name, the number

and the value of the benefit, and whether the benefit was accepted by Jeff, the

constituent. In this case, 4 Blue & Gold Box Seats, valued at $250 each, are part

of the Blue & Gold Membership.

In the “Benefits” area, you can see that Jeff kept all four of the Box Seats himself.

If he had given one or more of these box seats to another constituent you would

see their name in a cross-reference link.

Looking at Subscriptions

This is the Subscription Level section of Jeff’s Membership Screen in long view.

The “Subscription Level” is a description of a publication available for this

particular type of Membership. The information includes the name of the



publication, the number of subscriptions, and its value. In this example, one copy

of the Blue & Gold Alumni News is included for Jeff’s membership. The value

of a single subscription and the total value of the subscription is listed. This

section will also record whether the constituent accepted the benefit.

In the “Subscriptions” area, you can see whether Jeff kept the subscription for

himself, as the Membership owner, or assigned it to another constituent. Jeff

wanted to keep the Alumni News, so no one else is linked to the subscription.

Membership Cards

Membership Cards are frequently included in a Membership. Some Membership

types include several cards. The Membership Card section will list the name

assigned to each card, any additional information included on the card, a flag to

indicate whether the card has been printed and whether it is active or inactive.



Notes

AS106 Automated Membership Processing Enrolling a New Member


Enrolling a New Member

Congratulations – It’s A New Member!

Alice P. Smith has finally decided to join one of your Membership clubs. Let’s

take a step-by-step approach to entering her as a new member.

Navigate to Alice P. Smith’s Membership screen.

Because Alice Smith does not currently have any memberships at our institution,

the screen looks like this:

Two Ways to Input a Membership

There are two methods available in Sage Millennium when entering a new

membership. The particular method you will used is based on your user group set

up by your System Administrator. When you click on “Insert” you will either:

Fill in a dues form which then takes you through the Automated Membership

Process, or

Go immediately to the Automated Membership Process display.

In this workbook we will use Method A; through the Dues Form, because it

covers both possibilities. If your organization does not start the Membership entry

process with a dues form, you may skip over those sections dealing with dues and

proceed to the sections dealing only with the Automated Membership Process.

Enrolling a New Member Sage Millennium


Starting with a Dues Form

2. Navigate to Profiles>Giving>Dues Detail.

Input a dues transaction as follows: (for assistance, refer to AS 103, Gift

Entry Processing).

Total Amount: $500

Campaign: Membership

Year: 2009

Discount: Senior Citizen

NOTE: Please refer to AS103,

Gift Processing for additional details regarding input of transactions. The Dues Table is identical in structure and behavior to the Gifts Table.



Your screen should now look like this:

Scroll to the bottom of your screen and select “Insert”.

Now the magic begins! Your System Administrator has defined each type or level

of Membership available at your institution by entering information in the

Membership lookup tables.

This includes:

the different giving or dues amounts required for each level of Membership,

the benefits and subscriptions available,

the status of any previous Memberships, and

the discounts available.

Based on a combination of all these factors, the Automated Membership Process

will determine the “Best Fit” Membership Type.



The Automated Membership Process

NOTE: If your site does not start with Dues to input a Membership, you would navigate to the Membership screen and select Insert from the Title Bar.

Selecting the appropriate Membership Type will also trigger the Automated

Membership Process.

The next screen you will see will be Sage Millennium’s recommendation for the

membership:

Now we see that the “best fit” for Alice is the Family Membership. As stated

earlier, this was determined by Sage Millennium analyzing several factors and

comparing that information to what your System Administrator has placed in the

Sage Millennium lookup tables.



1. Review and verify the data.

2. Accept.

Linked Cards, Benefits and Subscriptions

Sage Millennium will now continue the automated process by moving through the

selection of cards, benefits, and subscriptions this Membership is entitled to

receive. You will have the option to not only accept the benefits assigned and but

also assign the cards, benefits, and subscriptions to the constituent or to whoever

the constituent requests.

Let’s review them one by one.

Linked Membership Cards

If the Membership entitles the constituent to a membership card or cards, Sage

Millennium will automatically prompt you to create these cards. The first form

will automatically default to the preferred name of the constituent who owns the

Membership. So your next screen will look like this:

This information can be edited and then saved. If there are more cards available to

this membership, the next card will appear after you save the first card.

3. Select Save.

Additional Cards

Since Alice is not married, “Ms. Alice P. Smith” will also be the default for the

remaining cards. If you know what name the constituent wants on the additional

cards, edit this information now.



To edit the Membership Card information for the next card, place your cursor at

the point where you want to edit. Type in the information as you would like it to

appear. For example, Line 2 and Line 3 can be used for a company name or

address information – based on your institution’s policy or the constituent’s

preference.

Let’s edit this card to be assigned to Alice’s son (non-constituent), Pierce Smith.

1. Highlight Ms. Alice P.

2. Type Pierce.

Sage Millennium will continue to prompt for the remaining cards. If you do not

know what information to place in one or all of the remaining cards, you may

either:

Accept the card as Guest of and be able to edit it at a later time,

or

Select Finished indicating that no other cards are needed.

3. Select Finished.

Linked Membership Benefits

Sage Millennium will next present a form showing the Standard and Optional

benefits available to this Membership. At this point, you may either elect to



assign the benefits, decline the benefits, or cancel the benefits. Let’s discuss these

options in a little more depth before making a decision.



The Difference between Declined and Canceled

If you select Decline, the subscription information will show up on

Alice’s record as declined.

If you select Cancel, the subscription information for that

subscription will not appear at all in Alice’s membership profile.

NOTE: Be careful that you notice that the Optional Benefits default is set to “Cancel”. If the Optional Benefits should be included with this Membership, click “Accept” before continuing.

Make sure both the Standard and Optional Benefits are marked

Accept.

Select Continue.

Assignment of Benefits Selected

Sage Millennium will now display a list of the Benefits and the number available

that are waiting to be assigned.

You can either:

Assign each individual Family Football Ticket to Alice Smith (or any other

constituent that Alice designates) by selecting the “Assign” button on the

Family Football Tickets row, or

Assign all instances of all the Benefits shown to Alice by using the Assign All

button.

For the Family Football tickets we will assign the tickets individually.

1. On the Football Season Tickets row, select Assign.

You will now get the Assignment of Benefits screen. Each ticket may now be

assigned to a specific constituent.



Important! First, edit the number of tickets to be assigned to this individual, then

edit their name.

Let’s assign two tickets to Alice.

2. Edit the number of tickets from 4 to 2.

3. Click Save.



Assigning each ticket

You will now be returned to the Benefits Selected screen.

Alice wants to give two Football season tickets to her best friend, Holly Bussey

and her husband. We will now assign these two tickets to them:

4. Click Assign on the Football Season Tickets row.



The Assignment of Benefits screen re-appears (with the Football Season Tickets

benefit).

5. Type Bus in the space under Assign to

6. Click Search



If the constituent’s name is only partially entered, a “Select Constituent” search

screen will appear. Bussey/Holly is the only name the search produced.

7. Click OK.



You will now have the opportunity to review your choice before saving it.

8. Save.

Your screen will now show the remaining benefits to be assigned.

Alice wants all of the Omni tickets to be assigned to her. That’s easy!

9. Click Assign for the Family Omni Tickets.



The

Family Omni Tickets will be assigned to Alice with one quick click.

10. Save.



All benefits have been assigned.

11. Click Next.



Linked Membership Subscriptions

If the type of Membership that was created includes subscriptions, Sage

Millennium will now prompt you to assign the subscriptions.

The Family Membership includes the Alumni News and the Annual Report. You

can accept or decline one or both, as directed by the constituent.

Alice has asked that we not send her the Annual Report, but she loves the Alumni

News and definitely wants to receive it.

1. Click Decline on the Family Annual Report row.

2. Continue.



Now you are presented with the Subscriptions Selected screen, and prompted to

assign this subscription.

3. Click Assign All to complete the Automated Membership

Processing for Alice Smith.

Sage Millennium will now return you to the Membership record for Alice.



It’s Done!

Since we started with Dues for this Membership, Sage Millennium will return to

the Dues screen at the conclusion of the Automated Process. If you started with

Membership, you will go back to the Membership Screen to see the completed

membership information.

NOTE: Notice the Quid Pro Quo items listed in the long display of the Dues. The quid values are assigned in the Quid Pro Quo Items Table.

By clicking on the “Linked to Membership” hyperlink, we will return to Alice’s

Membership screen.



This is Alice’s complete Membership record.



Notes

AS106 Automated Membership Processing Renewing and Rejoining


Renewing and Rejoining

What’s the Difference?

The difference between renewing a membership and rejoining a membership is

very small. The only difference -

Is the Membership still “Active”?

If the membership has remained “Active”, the Automatic Membership Process

will process an “Insert” in Membership as a “renewal” of the membership.

If a membership has expired and the organization has changed the

Membership to inactive, a constituent may send in dues to rejoin their

membership.

Let’s see how this works.

1. Navigate to Mr. Joseph Jones’ membership screen.

2. Joe Jones’ membership began in what year? _____________

3. Is it still active? ______________

Renewing and Rejoining Sage Millennium


Renewing a Membership

It is now January, 2010. You have received a check for $250 from Joe Jones. He

wants to renew his membership. His membership is still active.

1. From the context menu of the Membership title bar, select Insert.

If you process Memberships through dues transactions, you will now be presented

with a dues transaction screen.

Enter the following information:

Total Amount: $250

Effective date: Jan 15, 2010

Process Date: Jan 15, 2010

Tender: Check


Year: 2010



2. Insert

3. When the Post Matching Pledge form appears, click Cancel.



The Automated Membership Process has determined the best match for this dues

transaction is to renew Joe Jones’ Patron membership.

The new expiration date is Jan. 04, 2011 because the Patron’s Membership is a

calendar year Membership Type.

4. Review the membership renewal screen.

5. Select Accept

The remaining part of renewing this membership will be identical to a new

membership.



Membership Cards

The Patron Membership qualifies Joe for one membership card.

6. Click Finished.



Membership Benefits

Notice the default is set to: _______________________

1. Select Continue

You will now get the “Benefits Selected” screen so that you may assign the

benefit to Joe or another constituent that Joe selects. Joe would like to keep this

benefit for himself.

2. Select Assign All.



Sage Millennium will now return you to Joseph Jones’ Membership screen.

The first membership row is the original membership.

What is the original membership still active? _______________

What is the Status of the second membership row? ______________

Go to short display.

In Short Display, you can see the “Active” and “Status” columns as well as the

join and expiration dates at a glance.



Changing the Membership Status from Active to Inactive

Your director has a report that shows a list of constituents with expired

memberships. ABC Corporation is on the list. You must now go in and change the

membership status to “Inactive”.

ABC Corporation’s current Membership short display looks like this (sorted by

Expiration Date):

1. Select the context menu for the most recent Membership (Corporate,

expiration date Feb 07, 2010).

2. Select Update/Delete.



The membership maintenance screen will appear.

3. Click the Active check box to remove the check mark.

4. Click Update.



Rejoining a Membership

Holly Bussey has seen an announcement in the paper about the great exhibit our

institution has scheduled for next month. She remembers that her membership

included a free pass to the Exhibit Hall. What did she do with that membership

form that was in the mail a few months ago? Found it . . . oops, her membership

expired a over a year ago! Holly decides to send a check and see if she can rejoin.

Let’s go to Holly’s Membership screen and see what Sage Millennium will do

with an inactive Membership.



1. Select “Insert” from the Membership title bar.

2. Input:

Total Amount: $150 Check

Effective date: today’s date

Processed date: today’s date


Year: 2009

3. Select Insert

4. Cancel out of the Matching Pledge screen.



The Automated Membership Process has determined that Ms. Bussey will rejoin

the Patron’s Membership.

Again notice the new expiration date.

NOTE: If necessary, this date can be modified. Please review your site’s membership policy and guidelines.



5. Click Accept or Accept All.

If you selected “Accept”, you will continue through the Membership Card editing

and acceptance and Membership Benefits selection screens, just as if this was a

new membership.

When you have completed this process, Sage Millennium will return you to Holly

Bussey’s Membership Screen.



Notes

AS106 Automated Membership Processing Upgrading and Downgrading


Upgrading and Downgrading

Upgrading a Membership

Look up Nancye Smith’s membership information.

What type of Membership does Nancye currently have? ____________

Is it still Active? ___________

What is the expiration date of this Membership? _______________

Nancye Smith sent in her Membership renewal card with a check today. Looking

closer, you realize that Ms. Smith decided to upgrade her membership this year.

1. Select Insert from the Membership title bar context menu.

2. Enter a dues transaction.

Total Amount: $500

Effective Date: Jan 22, 2010

Process Date: Jan 22, 2010

Tender: Check

Campaign: Annual Fund

Year: 2010

3. Cancel any Post Matching Pledge screens

4. Click Insert

Upgrading and Downgrading Sage Millennium


The Automated Membership Process has determined that, based on the new dues

amount, Ms. Smith’s membership should be upgraded (Status) to a Family

Membership.

5. Review the information then click Accept



You will now be led through the normal Membership Process, starting with

Membership Cards.

6. Click Finished

Next is the list of Membership Benefits attached to Ms. Smith’s membership:



7. Accept the Standard and the Optional Benefits.

8. Click Continue

Per her request, we will assign all of the benefits to Ms. Smith.

9. Click Assign all

Next is Membership Subscriptions:

10. Select Continue for the Membership Subscriptions.

Sage Millennium will now give you the opportunity to assign the subscriptions to

someone else, if Ms. Smith desires. Ms. Smith wants both publications.



11. Select Assign All.

Notice the status of the old Red, White & Blue Membership now.



Ms. Smith’s upgraded Membership will contain the new benefits and

subscriptions.

Now let’s look at an example of the flip side of this process – downgrading a

membership.

Downgrading a Membership

A membership becomes downgraded when either the dues amount submitted to

renew the membership decreases or the level of the membership is decreased.

Let’s look at an example. Look up Nancy Milsner’s Membership

information.

Nancy’s current Membership type is: _______________________.

This membership has a level of: ____________.

What is the expiration date of this Membership? ________________.

Nancy has decided that she will only budget $125 for her membership dues this

year. Let’s see what happens.

1. Select Insert.

2. Input a dues transaction:

Amount: $125

Effective Date: Feb 1, 2010

Process Date: Feb 1, 2010

Tender: Check

Campaign: Annual Member



Year: 2010

3. Select Insert.

4. Cancel the Post Matching Pledge screen.

Notice that the Automated Membership Process has determined that Nancy

Milsner’s membership has been downsized to a Family Membership.

5. Select Accept



You will now be asked to complete the membership processing with the

Membership Card and Benefits selection screens.

6. Click Save.

7. Click Continue for the Exhibit Hall Ticket.

This is the Membership Benefit accepted and now ready to be assigned. Ms.

Milsner wants to keep the Exhibit Hall Ticket for herself.



8. Click Assign All for the Exhibit Hall Ticket.

There are no subscriptions attached to the Patron level of Membership. Therefore,

the next screen you see will be the new, downgraded Membership.

The old Membership has been automatically marked inactive.



Notes

AS106 Automated Membership Processing Editing Membership Data


Editing Membership Data

Editing Membership Cards

1. Search for Nancye Smith.

2. Navigate to Nancye’s Membership screen.

3. Locate the most recent membership.

4. Locate the Membership Card row.


6. Click in the name area.

7. Edit the name to Nan Smith.

8. Source: constituent

9. Comment: written on dues statement.

Editing Membership Data Sage Millennium


10. Update.

Your Membership Cards information should now look like this (long display):

Or this (short display):



Adding a Membership Card

With a Family Membership, Nan Smith is entitled to four membership cards. She

called you today to request that a card be made out to her daughter and son-in-

law.

1. On Nancye Smith’s Family Membership, select

Link>Membership Cards.

The Membership Card edit screen will appear:



Type in the following information:

Name: Garrett Austin

Miami, Florida

Active? Check

Card printed? Check

Source: constituent

Comment: “per phone call from Nancye Smith”

2. Insert.

The membership in Long Display should now look like this:



Now let’s get the daughter’s membership card inserted.

Type in the following information:

Name: Anna Austin

Miami, Florida

Active? Check

Card printed? Check

Source: constituent

Comment: “per phone call from Nancye Smith”

Assigning A Different Benefit

Ms. Smith called (again!) to find out if she could have four Exhibit Hall tickets

instead of the Football tickets. Since the Exhibit Hall tickets have a much lower

value and since Ms. Smith has just recently upgraded her membership, we would

like to accommodate that request.

The first step is to delete the football season ticket benefit.

1. Find Nancye Smith’s Membership information.

2. In the most recent (Family) membership, find the Membership

Benefit Level of Family Football Season Tickets.




4. Delete.

The Membership screen will now look like this:

Notice that the Football tickets are no longer listed in the Benefits area.

Now we will link a new Benefits Level to this Membership.

1. On the Family Membership context menu, select Link>Benefit

Level.



On the Benefit Level edit screen, use the drop down menu to select the

Exhibit Hall Ticket Membership Benefit.

2. Complete the remaining columns as indicated in the screen shot

below.

3. Insert.

The Membership screen benefits should now look like this.



Now we need to assign these Exhibit Hall tickets.

4. On the Membership Benefit of Exhibit Hall Ticket, select Link >

Benefit.

You will see the Benefit assignment screen.

Nancye wants all of the tickets to be given to her so she can present them to her

family and friends herself.

5. Insert the information as shown on the following screen.



6. Insert.

Nancye’s membership Benefit Level row now looks like the following:

If Nancye had requested that she only receive 2 tickets, and 2 be assigned to

another constituent, the process of linking the benefit would be repeated for the

remaining 2 tickets.

For example, if Nancye had requested that her friend, Jeff Shure, be given the

remaining tickets, you would repeat the process of linking the benefit, but this

time you would type “Shure/Jeff” in the “Benefits For” space. Sage Millennium

will respond with the following:



By clicking on one of the hyperlinks for Jeff Shure, you would complete the

process of assigning the four Exhibit Hall tickets.

Adding a New Benefit Level

The process of adding a new benefit to a constituent’s membership is very similar

to replacing a benefit.

By selecting the context menu of the Membership, you can continue to link

Benefit Levels.

After selecting a Benefit Level, you will complete the edit form just as we did

earlier.

You then access the context menu for the new Benefit Level to assign the

Benefits.



You can assign all, some or none of the benefits to the constituent that owns the

Membership.

By repeating the process of Link>Benefit, you can continue to assign the Benefits

to other constituents until the total has been distributed.

Congratulations!

You have now completed AS 106 - Automated Membership Processing!



Notes

as 106 automated membership sage university

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