jason bartlett | nfplogic - niug€¦ · communities to share information communities •open...

Monday | November 28, 2016

1:00pm - 2:00pm

Jason Bartlett | NFPLogic

Intro to iMIS Member Management

Topics and Scope

• Members and Contacts

• What are they?

• Terminology

• Staff View of iMIS – manage your members on the web.

• Community Module

• Membership Module

• Advanced Accounting Console (a.k.a. Desktop) view

• Settings

• Options

• Financial aspects of dues (Billing and Payments)

Members and ContactsTopic 1

Members and Contacts – what are they?

The Membership Module is the foundation of all other modules in iMIS.

Holds all contact information and links to all other modules:

Name

Address, Email, and Phone

Relationship to your organization and Status

Demographic data

Organization-specific data (Certifications, qualifications etc.)


• Contact:

• All records in membership module

• Includes members and volunteers

• Member:

• Members pay dues

• Typically annual billing

• Volunteer:

• Member or Contact that agreed to volunteer


One set of contact data, shown in many ways or views

Staff Web Site

Member Web Site

Member Mobile Site

iMIS

Using RiSE, you control what is displayed to whom (web pages, iParts, and security)


Staff Web

Member Web

Staff view of iMISTopic 2

Staff View – what can I do here?

• Community

• Dashboard

• Find Contacts

• Add Contact

• Manage duplicates

• Committees

• Communities

• Volunteers

• Security

• Membership

• Dashboard

• Chapters

• Automatic Payments

Community - Dashboard

Dashboard

Like the dashboard of your car

shows contact information on

key metrics/data.

Community – Find Contacts

Lookup/Find contacts and Organizations

Change prompts by selecting different query under ‘Select a query’

‘Starts with …’ TOR finds Toronto

‘Contains …’ ONTO finds Toronto

Single select – pick one value from list ‘Toronto’

Multiselect – pick one or more value from list ‘Toronto’ ‘Calgary’

Community – Add contact

• Add an Individual or an Organization

• New contacts can be added as members by using the option to create an account (web login).

• This is not the complete setup for a member. Other data has to be added on member profile page.

• Fields/Prompts can be changed by modifying iPart settings – add , delete, set as required.

• Save button creates new contact record.

Community – Managing Duplicates

Helps you find and manage duplicate records.

‘Duplicate’ is defined by iMIS formula you can modify

- normally based on last name, company, part of postal code

‘Duplicates can be:

merged into one record and saved

marked ‘not duplicate’

‘merge from’ record is deleted

Community – Committees

• Lookup committees

• View and email members

• Add members and assign role in committee with term dates

• Delete members and/or modify role and term dates

Committee setup is in AAC/Desktop

Community – Communities

• Lookup communities

• View Community content

• Add new community

• View and Add subscribers (contacts who have subscribed)

• Add members and assign role in committee with term dates

• Delete members and/or modify role and term dates

Communities setup is in AAC/Desktop

EDIT MASTER TEXT STYLES

Committees & Communities Comparison

Committees

• Rigid, well-defined structure and membership

• Managed by organization staff only

• Used for internal committees such as; HR, Standards, Finance

• Not usually shown on web, used to maintain and manager roster of committee members

• Some committees also have communities to share information

Communities

• Open structure, all users can view public communities

• Managed by staff and/or designated members

• Built around interest groups or special events

• On public web site: blogs, wikis, documents, discussion groups

• Used as a members-to-member online meeting place

Community - Volunteers

• Dashboard

• Volunteer status and past activity

• Mark attendance as volunteer time

• Find Volunteers

• Lookup volunteers by availability or ability

This is a new module and is in

early stages of development

Community - Security

• Users

• Lookup contacts, users, and licensed users (staff)

• Edit security settings

• Change logon, password, and unlock account

• All non-staff are ‘Public’ users, don’t change this.

• Don’t change Full or Casual User to Public…

• Don’t ‘rename’ Full or Casual user logons…

• Roles

• Lookup existing roles

• Add a role

• Roles are used in web site security to grant/deny access to menus, pages, and IQAs.

Membership - Dashboard

• Shows key information about your membership

• Progress Marker iPart great for tracking progress against goals

Membership - Chapters

• View list of chapters

• Chapters are an internal classification or grouping of members. Typically used to show geographic location (East, West) or affiliation with a remote office (“Victoria Chapter”)

• Managed by Staff and designated members

• If membership rules are well-defined many iMIS users automate assignment of a member to a chapter.

• Designate member(s) as Chapter Administrator(s)

• Send email to chapter

Membership – Automatic Payments

• Automatic payments are for members that have chosen to have their dues billed to them automatically (not be invoiced).

• Process Payments

• Review Invoices

• Submit Invoices

• Retrieve processed payments

• Review payments

• Lookup automatic payments

• Enrollments

• Lookup members enrolled in automatic payment

Membership – Automatic Payments

• Fact sheet

• Not suited for all types of members/organizations

• Well-suited for organizations that have very high 95%+ retention rate, for example where membership is mandatory to retain accreditation such as regulatory agencies.

• Well-suited for charities that have regular and consistent givers, example $25 a month, every month.

• Must use accrual method for dues billing, every non-renewal must be written-off which is a more complex accounting procedure.

Advanced Accounting Console (a.k.a. Desktop view)

Topic 3

AAC/Desktop – What can I do here?

• Membership

• Chapters

• Committees

• Payments

• Bill membership Fees

• Review Automatic Payments

• Expired Members

• Accrual Dues

• Manage accrual dues

• Credit memos

• Debit memos

ACC/Desktop - Membership

• Chapters

• Add members (by ID) and set term

• Delete members

• Committees

• Add member (by ID) and set position and term

• Print Roster

• Payments

• Process dues payments made by cash or cheque (not online renewals)

• Bill membership fees

• Run dues billing cycle (bill members for next term of membership)

ACC/Desktop – Membership cont’d…

• Review automatic payments

• Check payment history for automatic renewals

• Expired members

• Change member type and status for expired members (bulk process)

• Accrual dues

• Manage accrual dues (batch posting)

• Credit memos – refund dues payment or write-off unpaid

• Debit memos – reduce a credit balance to zero (due to over payment of dues)

http://help.imis.com/q42015/Features/Commerce/Finance/Entering_adjusted_memos.htm

ACC/Desktop – What can I do here?

• Settings > Membership

• Configure membership options

• Customer Types

• Activity Types

• Update area codes

• Setup tables

• Settings > Billing

• Configure billing options

• Billing cycles

• Billing products

Settings > Membership

• Configure membership options (summary)

• Address and Notes setup

• Additional windows – create custom tabs/panels

• Advanced – duplicate matching rules

• Access keys – desktop security

• Customer types

• Define member types (Is a Company/Member)

• Activity Types

• Define activity tracking

• Update area codes

• Bulk change tool for area code splits

Settings > Membership cont’d…

• Set up tables (summary)

• Lookup/Validation tables – setup/manage

• Member category codes

• Member status codes

• Functional Title

• Prefix and Suffix (Mr, Miss, Ms, Dr, Rev, Jr, Sr, IV, etc.)

• Chapters

• manage chapter names and descriptions

• Committee codes

• manage committee name and descriptions

• Committee positions

• manage positions/roles and ranking within a committee

Settings > Billing

• Configure billing options

• Term, Accrual or Cash Dues, Annual or Anniversary

• Usually set once and forget

• Billing cycles

• Uses Member Type, Category, and Product Code(s) to determine total dues for a member(s) at renewal

• Billing cycles are run for entire groups in one process

• ‘Group’ is determined by Member Type, Category and date range

• Billing products

• Billing product codes, prices, and accounting distributions

• Price is flat rate or by formula (prorated if required).

• Must use product code to determine taxes for dues…

Hierarchy of usage

Staff View website Used by all staff on daily basis (view and add, but no changes to setup)

ACC Membership and Billing – used monthly or more often

by small group (finance)

ACC Settings – rarely changed, few people have access to alter the setup

Lowest usage

Highest usage

Questions…

Jason Bartlett | NFPLogic

[email protected]

iMIS Online Help

help.imis.com

iMIS 20-100/200 or

iMIS 20-300 version

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jason bartlett | nfplogic - niug€¦ · communities to share information communities •open...

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