Member Database Fields

Member Database Fields

The Member Database holds a variety of fields that store important information about your members. These fields can be configured through MMS Configuration - General Configuration and MMS Configuration - Custom Fields and Field Labels. Here is a list of available fields:

Name:

- Includes first name, last name, and, in Business Mode, the Business Name.

- Additional options include a 'title' field (Mr., Mrs., Ms., Dr., etc.), Middle Name, and Suffix (III, Jr., CPA, PhD., etc.).

Employer/Position:

- Allows you to enter a member's employer and their position.

- In Business Mode, the employer field is replaced with the Business Name field.

Address:

- Includes address, address line 2, city, state, ZIP/Postal code, and country.

Alternate Contact:

- If enabled, this field allows you to enter an alternate contact name for the member.

- Useful for Business Mode where the primary contact may differ from the billing contact.

Alternate Address:

- If enabled, this field allows you to enter an alternate address.

- Useful for Business Mode where the primary contact in the public member directory may differ from the billing address.

Phone:

- In Individuals Mode, it includes home phone and work phone, with an option for a fax number.

- In Business Mode, it includes phone, alternate phone, and fax number.

Category:

- Used in Business Mode to classify members by business type.

- Helps users search for businesses based on category (Auto Glass, Mortgage Originator, Web Developer, etc.).

Email:

- The member's email address for notifications and emails.

- An option to use a second email field is available for members with multiple emails.

Username:

- Visible to admins and used to grant member access.

- To provide access, enter a username and ensure a valid email is entered.

- You can send a welcome email containing the username and a generated password.

Status:

- Members can be marked as Active, Dropped, Pending, or Denied.

- Pending and Denied are used when members require approval.

- Pending members are placed in a pending status until an admin approves.

Member Type (Membership Plan):

- Defines different member types for your organization (student member, full member, honorary member).

- Includes predefined record types for non-members (list-only, prospect, past-member).

Employee Count:

- Used in Business Mode for tiered membership plans.

- Enter the number of employees for the member.

Dues Override:

- Allows exceptions to the standard dues amount associated with the Membership Plan.

- Check the checkbox and enter the custom billing amount for the member.

Member Security Level:

- Two primary security levels: Member and Administrative.

- Administrative level users have access to the full Membership Management System.

- In the account system, there is a third level, Account Admin, with access to all members within their account.

Join Date:

- Represents the date a member joined the organization or the date a prospect was added to the list.

- Essential for setting up the member billing system.

Newsletter/Email Distribution Lists:

- Controls member inclusion in various email distribution lists and the newsletter list.

- Affects broadcast emails and mailing labels.

- The board@ field marks members as board members for inclusion in the Officers List.

Custom Fields:

- Three types of custom fields: Text Fields, Indicator Fields (checkbox), and Selection Fields (drop-down).

- Admin-specific custom fields also available, visible only to admin-users.

- Contact support for assistance in configuring custom fields.

Dynamic Custom Fields:

- When enabled, provide additional features for reporting membership information.

- Nine types of fields, including Indicator, Number - Integer, Number - Decimal, Short Text, Long Text, Select, Multi-Select, Date, and Caption.

- Add Dynamic Custom Fields under Configuration > Dynamic

 Custom Fields.

Notes:

- If enabled, the notes field allows admins to keep internal notes on members or prospects.

- Useful for tracking prospects, contacts, and interests.

By utilizing these fields in the Member Database, you can effectively manage and organize member information for your organization.