Using the Reporting Function in the Membership Module

Transcription

1 Using the Reporting Function in the Membership Module Reports: Allow you the option of downloading all membership information to excel Allow you to SmartMail your entire population (current, lapsed, past) at once Allow you to clone reports in order to filter for desired criteria Give access to the Cash Management System report, that tracks funds that come in through the membership or event module (only if your club has an ACH form on file) Are accessed from the "Manage Group" Page 6

2 RUNNING REPORTS Click "membership reports" from the Manage Members menu on the Group Management page to enter the reporting list(1). You are presented with several report options which pull up different or differently-formatted information: membership status, mailing labels, membership directories, and cash management system reports. Read the report descriptions carefully to decide which information you need. Hot Tips: What membership reports should I use? o Reports Club Membership Detail #1355 and Club Membership Summary #1354 contain the names of any member that has ever been entered into your membership module, whether they are current, lapsed, or past members. These reports can be cloned to separate out different membership criteria. o CMS Awaiting Transfer shows funds taken in for this month from both events and membership modules, to be transferred the beginning of the next month. o Cash Management System Payments Already Transferred contains information on all funds from the events and membership modules that were transferred to the club bank account the previous month. This report may be cloned to look up different months, or a range of months. 1 7

3 o o "Membership Directory" reports give you different options of viewing membership data, and can be formatted to create a printable directory. "Question" reports download all the answers to the questions you ask in your membership module sign-up process. If you are unsure what type of information each report holds, you can see a sample of the report by clicking the report name. Please note that this is not the real report, just a sample. To select the report and see your club s information, click on the radio button beside the report name and then hit the run button at the bottom of the page. Your download options window will then open.(2) 2 Output Options View Report: opens the report in your browser Download formatted to Excel: opens the formatted report in Excel Download formatted to Word: opens the formatted report in Word Download Raw Date in Excel (preferred): downloads all the raw fields into excel; from there, data can be filtered and sorted as needed. This is particularly helpful for viewing CMS reports. Send an to everyone using SmartMail Lite: opens the SmartMail creation page for the population in this report. CLONING REPORTS If you can t find a report that specifically suits your need, you can clone one of the current report options and modify the information you want the system to report. 8

4 If you wish to send an to a combination of membership populations (instead of oneby-one through the membership pages) you can clone a membership report to do so. Another report often necessary to clone is the CMS Already Transferred report, when you need to view funds from several months or see historical payment data. Step 1: Begin by selecting the report you would like to use as a template, but click the clone button instead of the run button. Step 2: In the next screen, you can change the name and description of the report you are creating in order to easily identify it in the future. Then click next. Step 3: Here you are asked to choose which fields or criteria you would like to sort by. These fields do not filter out populations; they only sort the data for display. 9

5 Step 4: This section actually builds the population of your report. It allows you to filter your population based on membership type (current, past, lapsed), date, and/or membership plan (depending on each club's membership structure.) For example, if your club had a "young alum" membership and you wanted to create a report of all current and lapsed members under the membership plan "young alum", you could do so. In the example below, current and lapsed members for the plans SF Membership and Stanford Parent/Partners are selected. Step 4: Click next to view a summary and then run report to run the report you have created. Your cloned report will now also be saved and be available to use in your reporting window, under Personal Reports. You can now, for instance, this particular population using SmartMail Lite. Sending an to a report population Please see Using SmartMail Lite section. 10