Membership Management Program User Guide Table of Contents Introduction...2 System Requirements...2 Prepare Your Membership List for Transfer...3 Transfer Your Membership List...4 Site Features...8 Manage Your Data...8 Contact a Member...19 Member Directory...22 Worldatwork Local Network Partners...23 Advisory Board...23 Contact WorldatWork...24 Update Your Profile...24 Helpful Terms for Using the Member Management Program...25
Introduction The Membership Management Program is a robust, Web-enabled tool that enables you to upload and manage your entire membership database with the click of a button. WorldatWork hosts on its server a Local Network membership list, allowing designated Local Network leaders to obtain real-time membership statistics, create mailing labels, and renew or add members effortlessly. Other features include the ability to access and print a comprehensive membership directory and contact members via e-mail. Plus, your members will be able to access the online membership directory, update their personalized member profile and network with others. The Local Network Membership Management Program has been designed with Local Network partners success in mind. By participating in this program, you will be able to harness the power of a wellmaintained, real-time membership database that is seamlessly transferable from one volunteer coordinator to another, year after year. This new tool is a one-stop shop for Local Network membership management solutions, and will assist you to: Easily manage your membership database Increase visibility among all members and nonmembers Obtain accurate, real-time membership statistics Provide a convenient, self-service, Web-based benefit to your members Increase effectiveness of event and course marketing efforts. This user guide will provide you the steps for the one-time membership list upload as well as an overview of the various features that you can begin taking advantage of three to five business days after your database has been transferred. System Requirements Internet access from a PC or Mac Internet Explorer or Netscape Navigator browser Membership Management Program ID (WorldatWork ID) and password Microsoft Excel membership database 2
Prepare Your Membership List for Transfer To begin using the Membership Management Program you will first need to set up your current membership list to conform to the WorldatWork Excel template that was provided to you via e-mail. Using the WorldatWork template ensures that all of your membership data can be transferred seamlessly and will result in a complete transmission of critical information. WorldatWork will accept all data fields currently stored on your current membership list, but the fields listed below are required: a. First Name b. Last Name c. Street Address d. City e. State f. Zip Code g. Membership Start Date h. Membership End Date i. Member Group (i.e., Leader, Board Member, Member designation) Please note: You will need to designate one or more Leader(s) and Board Member(s). A Leader designation gives an individual full access to your membership list for administrative purposes. Please take the time to consider who from your association will have complete access to the Local Network Membership Management Program and designate them as such during the transfer of data. If your designated Leader(s) is not on your membership list and needs access to the site, please contact Rae Maré at 480/922-2091. It is also recommended that you designate your current board members as Board Member, so that they will be able to access statistics, etc. The default designation is Member and gives an individual limited access to the site. 3
Transfer Your Membership List Once your Excel membership list conforms to the WorldatWork template and you have chosen a Member Group designation for all your Leaders and Board Members, you will be able to perform a onetime transfer of your membership list to WorldatWork. Follow these steps to login and transfer your membership list: Go to www.worldatwork.org. Click My Profile. Select Update My Local Group Info. 4
Enter your Membership Management Program ID (WorldatWork ID) number and password. (Default password is the first letter of your first name and your entire last name, lowercase with no spaces.) Click Enter. After successful login, the main menu appears. Click Upload your Data File. 5
Click Browse to locate your Excel membership list that conforms to the WorldatWork Excel template. Click on the file to highlight it and select Open. 6
When the file name appears in the Local Network Upload File box, click Upload. You will receive instant confirmation that your file was transferred successfully. Click OK to proceed. Typically, it takes WorldatWork three to five business days to process your membership list and have the data ready for your use. WorldatWork will notify you when your membership list is ready to use and provide you a confidential Excel spreadsheet list of your members Local Network Membership Management login numbers and passwords that you will need to distribute to them. Once your membership list transfer is complete, you can start managing your list online. For additional information on this program, including a sample membership communication, login and check out our Helpful Resources section. 7
Site Features Manage Your Data By selecting Manage Your Data from the Main Menu, designated Leaders will be able to export data, print labels, renew and/or cancel members and update individual member contact information. Designated Board Members have limited access; Members have no access to this section of the site. The entire membership list can be sorted by Last Name, First Name, Company Name or Status (i.e., current, expired or cancelled) simply by clicking the column heading you desire. 8
View Membership Information To view an individual s membership information, click on that member s name. A designated Leader can perform the following: Update a member s name, address and other contact information. Designate Leader or Board status to anyone other than the association leader by contacting Rae Maré or Meredith Fiebiger by phone or by e-mail at localnetwork@worldatwork.org. Review an individual s membership history. Select a member s mailing address by checking Send mail to this address. Click Save to store any changes made or Cancel to exit the screen without saving changes. 9
Export Membership Information A designated Leader can export the entire membership list or select individual members to export by checking the empty checkbox located in the gray bar to select all members in the list or checking individual checkboxes and clicking Export. (Please note that for this function to work properly, you must allow pop-ups through your Web browser.) Select All Box 10
To export: Choose the desired file format (Excel, CSV, or text) using the drop down menu. Select the records to export by clicking in the white boxes to the left of each field name or select all by clicking in the white box next to Field Name in the gray bar. Click Top, Up, Down, Bottom to move the fields in an order that would be most useful for your export. Click Export to complete or Go Back to cancel. 11
EXAMPLE In this example, all fields were exported into an Excel spreadsheet. The result immediately appears in a new window on the computer screen. Now you have the ability to save the file to your desktop and use it as you need. 12
Print Labels Designated Leaders and Board Members can print a variety of labels from the membership list by clicking in the white boxes to the left of each first name or select all by clicking in the white box next to First Name in the gray bar and selecting Print Labels. Select All Box 13
To print Avery labels: Select the desired label format. Use the Labels to be skipped drop down menu to designate which label to begin printing. If you are using a full sheet of labels, use the default setting of 0. This option is designed for used label sheets and lets you designate which label to start printing. Click Generate Labels to complete or Go Back to cancel. 14
An Adobe PDF file will be created and displayed on your computer screen containing the labels you requested. Load the Avery label sheet(s) in your printer and print the file. Close the label window to return to the Local Network Membership Management Program. 15
Renew Members A designated Leader can renew members by clicking in the white boxes to the left of each first name or select all by clicking in the white box next to First Name in the gray bar. Click Renew Members. The program will automatically renew membership of the selected members for one year* and will instantly update the Status column to reflect the membership renewal. * Membership length can be given for any duration necessary. To renew a non-annual membership, open the individual record by clicking on the member s name. Enter the appropriate end date as necessary and save. Note: Membership status is not maintained by WorldatWork. It is imperative that each leader maintain membership status. Once expired, a member cannot access the tools of the directory. Select box 16
Add a New Member A designated Leader can add a new member to the membership list by clicking the Add Member button. 17
Complete the fields with the data you have available on the customer. Required fields include: First Name Last Name Begin Date (of their membership with your association) End Date (of their current membership with your association) Company Name Address 1 City State Zip Click Save once you have entered the available data. WorldatWork will send you an ID and default password for each new account. 18
Contact a Member By selecting Contact a Member from the Main Menu all Member Groups (i.e., Leader, Board Member and Member) will be able to: View member contact information (e.g., name, job title, company, business address, business phone, etc.). Sort membership list by name or company. Contact other members through blind e-mail messages. The information contained in the membership list is for use by your members for networking purposes only. Use of member information for solicitations or any other business activity is strictly prohibited. 19
View Member Contact Information Click on a member s name to view their contact information. A Member Details screen will pop up, containing business contact information for that member along with a privacy and use disclaimer. Please note that only business contact information is shown, and that home contact information is never made available. If minimal information appears in the pop-up screen, it is because that record contains only home contact information. 20
E-mail a Member To send a blind e-mail message, click on an envelope icon located under the Email Member column. The sender will not see the e-mail address of the person they are e-mailing. The receiver of the e-mail message will see the requestor s name on the From Line, not your association or WorldatWork. To send an e-mail message: Type a subject in the blank Subject field. Type your message in the blank Message text box. Click Send It. 21
Member Directory By selecting Member Directory from the Main Menu all Member Groups (Leader, Board Member and Member) will be able to: View a real-time member directory. Print a real-time member directory. Scroll to the bottom of the screen to see the total number of members and to select the Print function. The information contained in this list is for use by your members for networking purposes only. Use of member information for solicitations or any other business activity is strictly prohibited. Note: Only members with a Current membership status will appear in the directory. 22
Partners By selecting Partners from the Main Menu all Member Groups (i.e., Leader, Board Member and Member) can view a complete list of all members of the and a contact representative. Advisory Board By selecting Advisory Board from the Main Menu all Member Groups (i.e., Leader, Board Member and Member) can view a current list of Advisory Board members and their contact information. 23
Contact WorldatWork By selecting Contact WorldatWork from the Main Menu all Member Groups (i.e., Leader, Board Member and Member) can view WorldatWork contact information for questions or comments regarding the and its available programs and resources. Update Your Profile By selecting Update Your Profile from the Main Menu, all designated Members can update their membership contact information. 24
Headquarters 14040 N. Northsight Blvd. Scottsdale, AZ 85260-3601 Phone: 480/922-2020 Toll-free: 877/951-9191 Fax: 480/483-8352 Toll-free fax: 866/816-2962 www.worldatwork.org In Canada P.O. Box 4520 Postal Station A Toronto, ON M5W 4M4 About WorldatWork The Total Rewards Association WorldatWork (www.worldatwork.org) is the association for human resources professionals focused on attracting, motivating and retaining employees. Founded in 1955, WorldatWork provides practitioners with knowledge leadership to effectively implement total rewards compensation, benefits, work-life, performance and recognition, development and career opportunities by connecting employee engagement to business performance. WorldatWork supports its 30,000 members and customers in 30 countries with thought leadership, education, publications, research and certification. The WorldatWork group of registered marks includes: WorldatWork, workspan, Certified Compensation Professional or CCP, Certified Benefits Professional or CBP, Global Remuneration Professional or GRP, Work-Life Certified Professional or WLCP, WorldatWork Society of Certified Professionals, and Alliance for Work-Life Progress or AWLP. Copyright 2006 WorldatWork. All rights reserved. Registered Trademark Marca Registrada. Printed in U.S.A. No portion of this publication may be reproduced in any form without express written permission from WorldatWork.