Membership Types Management page:

Use to define Membership Types. 

 

Page Settings section:

 

 

• Use - select one of the following:

o     Page Type Default Settings – use to select the default Page Settings Collection for this feature.  The Default Settings for each feature are set from Page Type Manager which is listed on the Utilities Menu.  When PortalProdigy is first installed, each feature is set to inherit the Site Settings Collection.

o     Other – use to select a specific Page Settings Collection from the list box.

• Add New button  use to create a new Page Settings Collection.
• Page Manager button  use to open Page Manager to view and edit the selected Page Settings Collection.

Type section:

 

• Title - this is the name that will be displayed for the Membership Types.  It is displayed as a link on the Membership Types page which lists all the Membership Types offered by your organization.
• Sub-Type – use to select one of the following:

o     Membership – this is the default value and it should not be changed unless one of the other selections applies.

o     Registration Only – select this option when the Membership Type will be used just to register new users for the purpose of assigning a Contact Type and Security Group.

o     Service Contract – select this option when the Membership Type will be used to define a Service Contract to be used in conjunction with the Requests Feature and Work Order Feature.

• Service Contract Type – use to select a value from the list box when Sub-Type is set to “Service Contract”; otherwise leave blank.

o     Edit Template  – use to edit the selected Service Contract template.

o     Add Template  – use to create a new Service Contract template.

• Description - this is the description displayed in the Membership Type page which lists all the Membership Types offered by your organization and the Membership page which displays the details about the Membership Type.  It is used to describe the features and benefits of the Membership Type. 
• Display Membership Detail Page? – set to “Yes” to display the membership details including the description and fees when someone signs up for the membership.  This step can be skipped by setting to “No”.
• Sort Order - used to define the primary order that the Membership Type is listed on the Membership Types listings page.  A secondary alphabetical sort is done on types with the same Sort Order number.  Enter an integer.
• Brochure - used to add a brochure that is included as a link on the Membership page.  When creating a new Membership Type the following options are available:

• Click on the    Add Brochure icon to upload a new brochure from you computer.
• Click on the    Edit Brochure icon to create a brochure using the PORTALPRODIGY Document Editor.
• Enter a Resource Document ID in the text box or click on the    Search for Brochure Icon to find and link a Brochure that is in the PORTALPRODIGY Resource Library.  If you intend to include links to the brochure elsewhere within your website or would like visitors to be able to view it from the Resource Library, it is recommended to add it in Document Management, then use this option to attach it to the Membership Type.
• When editing an existing Membership Type some additional options are displayed as shown and described below:

 

 

• Click on the    View Brochure icon to open the Brochure.
• Click on the    Update Brochure icon to replace the existing Brochure with a new or updated one located on your computer.  It displays a File Browser to select a file located on your computer and upload to PORTALPRODIGY.
• Click on the     Checkout Brochure icon to download the existing Brochure to your computer for editing.  When the Membership Type is saved it will display the Checked Out user name and date as shown below:

 

 

• Click on the     Delete Brochure icon to remove the Brochure.

 

• Agreement Document: used to add a Membership Agreement Document that is included as a link on the Membership page.  When online Agreement Acceptance is enabled, the Agreement Document must be either a Text or HTML document. When creating a new Membership Type the following options are available:
• Click on the    Add Membership Agreement Document icon to upload a new Membership Agreement Document from you computer.

 

• Click on the    Edit Membership Agreement Document icon to create a Membership Agreement Document using the PORTALPRODIGY Document Editor.

 

• Enter a Resource Document ID in the text box or click on the    Search for Brochure Icon to find and link a Membership Agreement Document that is in the PORTALPRODIGY Resource Library.  If you intend to include links to the Membership Agreement Document elsewhere within your website or would like visitors to be able to view it from the Resource Library, it is recommended to add it in Document Management, then use this option to attach it to the Membership Type.

 

• When editing an existing Membership Type some additional options are displayed as shown and described below:

 

• Click on the    View Membership Agreement Document icon to open the Membership Agreement Document.
• Click on the    Update Membership Agreement Document icon to replace the existing Membership Agreement Document with a new or updated one located on your computer.  It displays a File Browser to select a file located on your computer and upload to PORTALPRODIGY.
• Click on the     Checkout Membership Agreement Document icon to download the existing Membership Agreement Document to your computer for editing.  When the Membership Type is saved it will display the Checked Out user name and date.
• Click on the     Delete Brochure icon to remove the Brochure.

See Resource Library Chapter Document Management section for additional information.

• Upon Completion Go To Confirmation – set to “Yes” to display a confirmation page after the user has completed the membership signup process.  Set to “No” to skip the confirmation page.  When using the Membership Type for “Registration Only” it is usually desirable to skip the confirmation page.
• Upon Completion Go To Page Selector  – use to specify a page to go to after the user completes their membership signup.

Membership Approval section:

 

• Acceptance Type: applies to the membership agreement.  The following choices are offered:

• Select Not Required (default) when you do not require the member to acknowledge acceptance of a membership agreement.
• Select Online when you require the member to acknowledge acceptance and to enable this online as Yes/No option.
• Select Signature when you require the member to acknowledge acceptance and require a handwritten signature.  This option requires the applicant to print the Membership Agreement and mail a signed copy to your organization.
• Acceptance Notes - used to provide the visitor instructions, displayed on the Membership Agreement Acceptance page.
• Application Required: select No (default selection) to not require a Membership Application.
• Application: used to attach an online application form.  Includes the following options:
• Click on the    icon to search for and select an existing application form or to create a new one.  For additional information see the Application Management section, which follows the Membership Types Management section.
• Once an application has been attached, it is displayed as shown below.  Click on the name of the application to edit it.

• Approval Required - select Yes when the membership applicant must be approved for membership.  When set to No, the membership Approval Status is automatically set to Approved.
• Approval GroupID - select the Group that is responsible for evaluating and approving memberships.  Groups are Security Groups, which are defined in Security Group Management and assigned to individuals using Contact Management. 
• Pay Required to Activate - select Yes to require that payment be received prior to activating the new member’s membership.
• Allow online cancellation - select Yes to allow members to cancel their membership online.

Signup Options section:

Use to select the type of entity that the membership is available to and to specify a Quick Registration form to be used for collecting contact information.

• Membership By - select from one of the following choices:

• Individual - select when the Membership Type is for individuals only
• Company: select when the Membership Type is for companies (Organizations) only.
• Both - select when the Membership Type can be joined by both individuals and companies.
• Individual Signup Form - used to select a Registration form for collecting contact information from the membership applicant when the membership applicant is an individual.  This form only applies when Membership By has been set to either Individual or Both.  See the Quick Registration Builder Chapter for how to create specialized registration forms that can be used by Membership Types.
• Company Signup Form - used to select a Registration form for collecting contact information from the membership applicant when the membership applicant is a company.  This form only applies when Membership By has been set to either Company or Both.  Note that all Registration (Signup) forms, including those for a company, require the registrant first and last name and their contact information.  See the Quick Registration Builder Chapter for how to create specialized registration forms that can be used by Membership Types.
• Skip Login Option – set to “Yes” to disable login requirement when user signups for new membership.

For More Information section:

Use to provide contact information for users that need assistance or require additional information.

• Name - enter the name of the individual, department, or group within your organization that visitors may contact for additional information about the Membership Type.  This information is displayed on the Membership details page.
• Phone - enter the phone number of the individual, department, or group within your organization that visitors may contact for additional information about the Membership Type.  This information is displayed on the Membership details page.
• Ext.: enter the phone extension, if applicable for the individual, department, or group within your organization that visitors may contact for additional information about the Membership Type.  This information is displayed on the Membership details page.
• Email: enter the email address of the individual, department, or group within your organization that visitors may contact for additional information about the Membership Type.  This information is displayed on the Membership details page.

Membership Groups section:

Assigns Member to Groups based on Membership Status.

• Pre-Approved Group - select the Security Group that the member is assigned to upon submission of their membership application.  Used to assign access rights to the resources and features within your organization’s PORTALPRODIGY website. 
• Approved Group - select the Security Group that the member is assigned to upon approval of their membership.  Used to assign access rights to the resources and features within your organization’s PORTALPRODIGY website.
• Expired Group - select the Security Group that the member is assigned to when their membership renewal has lapsed.  Used to assign access rights to the resources and features within your organization’s PORTALPRODIGY website.
• Contact Type Assignment – use to select one or more Contact Types that the member is assigned to upon approval of their membership.  Used to assign access rights to the resources and features within your organization’s PORTALPRODIGY website.
• Price Group – use to select a Price Group that the member is assigned to upon approval of their membership.  Price Groups assign special discount pricing.

Make Checks Payable To section:

• Name - enter the name that members are to make their payments payable to.  Typically this is your organization’s name.  This information is displayed on the Payment page and is included on Membership Invoices.
• Address 1 - enter the address where members are to send their payments to. This information is displayed on the Payment page and is included on Membership Invoices.
• Address 2 - used when a second address line is required.  Enter the second address line where members are to send their payments to. This information is displayed on the Payment page and is included on Membership Invoices.
• City - enter the address City where members are to send their payments to. This information is displayed on the Payment page and is included on Membership Invoices.
• Country – enter the Country where members are to send their payments to. This information is displayed on the Payment page and is included on Membership Invoices.
• State / Province - enter the address State or Province where members are to send their payments to. This information is displayed on the Payment page and is included on Membership Invoices.
• Zip / Postal Code - enter the address Zip or Postal Code where members are to send their payments to. This information is displayed on the Payment page and is included on Membership Invoices.

Fee Options section:

Use to configure how and when fees are assessed.

• Type – use to select one of the following Fee Types:
• Non-Billable – select when no fees are assessed.
• Recurring Fee Only – select to asses recurring dues to be assessed for a specified period such as monthly, quarterly, etc.  The period is set in the Fees Item record.
• Initiation Fee Only - select to assess a one time initiation fee with no recurring dues ot renewal fee.
• Initiation Fee plus Renewal Fee – select to asses a one time initiation fee plus a renewal fee to be assessed on the anniversary of the membership.
• Initiation Fee plus Recurring Fee - select to asses a one time initiation fee plus recurring dues to be assessed for a specified period such as monthly, quarterly, etc.  The period is set in the Fees Item record.
• Initiation Fee plus Recurring Fee plus Renewal Fee - select to asses a one time initiation fee plus recurring dues to be assessed for a specified period such as monthly, quarterly, etc, plus a renewal fee to be assessed on the anniversary of the membership.  The period for the Recurring Fee is set in the Fees Item record.
• Initial Term - assigns the members payment terms for their initial membership payment.  Select a term from the list.  Payment Terms are maintained in Feature Management.  An individual member’s payment terms can be changed in Member Management.
• Recurring Terms - assigns the member’s payment terms for payment of recurring dues and renewal fees.  Select a term from the list.  An individual member’s payment terms can be changed in Member Management.
• Days to Bill Before Due - determines when invoices are created and broadcast. 
• Days To Approve - Enter the average number of days it takes to process a membership for approval.
• Prorate Initiation - set to Yes to prorate the Initiation Fee amount for the remainder of the period.  When set to No, it will charge the full Initiation Fee Amount.
• Prorate Recurring - set to Yes to prorate the selected Recurring Fee amount for the remainder of the current period.  When set to No, it will charge the full Recurring Fee Amount for the current period.
• Lock Days Recurring Fee - Enter the number of days from the Dues Anniversary date that the member’s recurring fees are protected from being increased.
• Lock Days Renewal Fee - Enter the number of days from Dues Anniversary date that the member’s renewal fees are protected from being increased.
• Allow Administrative Override of Fees? – set to Yes to allow administrative users to change a single member’s fees.  Set to No to disable editing of a single member’s fees.
• Dues Anniversary - select one of the following options to determine the dues anniversary date:

• Signup Date: when this option is selected the Anniversary Date shall be set to the date the member completes the Membership Signup form.
• Approval Date: when this option is selected the Anniversary Date shall be set to the date the date that the membership is approved.
• Specified Anniversary Date - when this option is selected, the Anniversary Date must be entered in each Members’s Membership record.

Accepted Billing Methods section:

• Credit Card – check to offer payment by credit card as a choice.  This option automatically bills all recurring charges to the member’s credit card.
• Print and Mail Invoices – check to offer billing by postal mail as a choice.  PORTALPRODIGY will print invoices for mailing.
• Email Invoices – check to offer billing by email as a choice.  PORTALPRODIGY will create email invoices and send them using Broadcaster.

Membership Notifications section:

• Welcome Kit Template: used to specify an email that is automatically sent to each new member upon completion of signup process.   (See the chapter on Broadcast Management for instructions on how to create email broadcast templates.)  The list box lists all broadcast templates with object type set to “Membership”.
• Renewal Template: used to specify an email that is automatically sent to notify members whose membership is due for renewal.   (See the chapter on Broadcast Management for instructions on how to create email broadcast templates.)  The list box lists all broadcast templates with object type set to “Membership”.
• Inactivity Template: used to specify an email template that is automatically sent to members that do not log into the website for a specified length of time.  Helps promote involvement and more active membership. (See the chapter on Broadcast Management for instructions on how to create email broadcast templates.)  The list box lists all broadcast templates with object type set to “Membership”.
• Rejection Template: used to specify an email that is automatically sent to member applicants whose membership application has been rejected.   (See the chapter on Broadcast Management for instructions on how to create email broadcast templates.)  The list box lists all broadcast templates with object type set to “Membership”.
• Admin Notification Template: used to specify an email that is automatically sent to the administrator specified in Administrator Notification, upon completion of new member signup process.  (See the chapter on Broadcast Management for instructions on how to create email broadcast templates.)  The list box lists all broadcast templates with object type set to “Membership”.
• Approval Request Template: used to specify an email that is automatically sent to everyone in the Admin Approval Group upon completion of new member signup process when the Membership Type is configured to require approval.  (See the chapter on Broadcast Management for instructions on how to create email broadcast templates.)  The list box lists all broadcast templates with object type set to “Membership”.
• Administrator Notification: used to specify an email address to send Admin Notification to.

Calculate Expiration Date As section:

The options that are displayed are dependent on the Fee Options Type that is selected.  When either “Initiation Fee Only”, “Initiation Fee plus Renewal Fee”, “Initiation Fee plus Recurring Fee” or “Initiation Fee plus Recurring Fee plus Renewal Fee” are selected the following options are displayed:

• Initiation Fee - used to define an initial fee for the membership.

When either “Non-Billable” or “Recurring Fee Only” are selected the following options are displayed:

• Initiation Fee - used to define an initial fee for the membership.

Website Assignment section:

Use to automatically generate and assign URLs to members. This feature is designed for Website Hosting and Website Service companies using memberships to signup new customers.  It permits pre-built websites to be automatically assigned to customers upon completion of the membership signup process.

• Base URL – enter a URL such as www.portalprodigyhosting.com/ that will be used as the prefix when assigning the URL to the membership.

Hint:   Be sure to enter a slash ” /” at the end of the Base URL.

• Auto Increment Starting # - enter a number such as 21 that will be appended to the Base URL to create a URL that to be assigned to the membership.  E.g. the assigned URL would e www.portalprodigyhosting.com/21 

Fee Types section:

Use to define the available fee options.

• Initiation Fee - use to define an initial fee for the membership.

• Description – enter a description of the fee.
• Price – enter the dollar amount of the fee.
•  click on this icon to edit the Initiation Fee’s options.  (See the section on Membership Fees Items Management for additional explanation.)  If the  icon is not visible, save the Membership Type record by clicking  button.  The  icon will then be visible.
• Renewal - use to define a renewal fee for the membership.  If the Initiation Fee is for a lifetime membership, do not create a Renewal fee.
• Description – enter a description of the fee.
• Price – enter the dollar amount of the fee.
•  click on this icon to edit the Renewal fee’s options.  (See the section on Membership Fees Items Management for additional explanation.)
• Recurring - use to define one or more recurring fee options for the membership such as monthly dues.  The user must select one of these options.  The system will limit the user to a single selection.
•  click on this icon to add a new Recurring fee option.  (See the section on Membership Fees Items Management for additional explanation.)
• Description – enter a description of the fee.
• Price – enter the dollar amount of the fee.
•  click on this icon to delete the recurring fee option.
•  click on this icon to edit the recurring fee’s options.  (See the section on Membership Fees Items Management for additional explanation.)
• Additional Recurring – use to define one or more optional recurring fees.  The user is not required to select one these options and the user may select more than one.
•  click on this icon to add a new Recurring fee option.  (See the section on Membership Fees Items Management for additional explanation.)
• Description – enter a description of the fee.
• Price – enter the dollar amount of the fee.
•  click on this icon to delete the recurring fee option.
•  click on this icon to edit the recurring fee’s options.  (See the section on Membership Fees Items Management for additional explanation.)
• Other - use to define one or more optional one time items or fees.  The user is not required to select one of these options and the user may select more than one.
•  click on this icon to add a new Other fee option.  (See the section on Membership Fees Items Management for additional explanation.)
• Description – enter a description of the fee.
• Price – enter the dollar amount of the fee.
•  click on this icon to delete the Other fee option.
•  click on this icon to edit the fee’s options.  (See the section on Membership Fees Items Management for additional explanation.)

Record section:

This is a standard section that is included in all features.

• Created By – the name of the user that created the record and the date it was created.  Lists user’s first name followed by last name.
• Modified By – the name of the user that last modified the record and the date it was last modified.  Lists user’s first name followed by last name.
• Active – by default this value is set to “Yes”, which means the record is active and available for use.  To deactivate a record, set it to “No”.   Deactivating a record is a logical form of deletion.  It is used to remove the record from future use, yet maintain the relationship with existing data.  Reports by default only include active records; however, there is a reporting option that allows inclusion of deactivated records.
• Expires Date - by default this is empty.  When a date is entered, the membership will no longer be available in the Public Interface after the expiration date.  The membership shall still be accessible using Membership Management.
• ChapterID – This value is only applicable if you are using the PORTALPRODIGY Site Synchronization feature.  It is used to specify the Chapter that has primary ownership of the record.  For further information see the chapter on Site Synchronization.

Option Buttons:

•  used to save the data and continue working on the page.
•  used to delete current record.  PORTALPRODIGY will prompt to confirm deletion of the record.  Select OK to confirm the deletion or CANCEL to abort the deletion.
•  used to print the current page (contents of your browser window) according to your browser’s print settings. 
• used to displays the Report Selection page listing reports applicable to the page.
• used to close the page discarding all entries and edits.
•  used to close the page and save changes.  PORTALPRODIGY will prompts to save changes.  OK response saves changes, closes page, and returns to previous page.  CANCEL response discards all entries and edits (same as Cancel button).