AS 106 Automated Membership Sage University

Transcription

1 AS 106 Automated Membership Sage University

2 Notice This document and the Sage Millennium software may be used only in accordance with the accompanying Sage Fundraising End User License Agreement. You may not use, copy, modify, or transfer the Sage Fundraising software or this documentation except as expressly provided in the license agreement. Visit our website at or call to learn about training classes that are added throughout the year Sage Software, Inc. All rights reserved. Sage Software, Sage Software logos, and the Sage Software product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks or registered trademarks are the property of their respective owners. 9/12

3 AS 106 Automated Membership Processing Contents Contents AS 106 Automated Membership Processing Welcome... 5 AS 106 Automated Membership Processing... 5 What You Will Learn The Membership Display Navigating to the Membership Screen The Membership Display New Terms Exploring Benefit Levels Looking at Subscriptions Membership Cards Enrolling a New Member Congratulations It s A New Member! Two Ways to Input a Membership Starting with a Dues Form The Automated Membership Process Linked Cards, Benefits and Subscriptions Linked Membership Cards Linked Membership Benefits Linked Membership Subscriptions It s Done! Renewing and Rejoining What s the Difference? Renewing a Membership Membership Cards Membership Benefits Changing the Membership Status from Active to Inactive Rejoining a Membership Upgrading and Downgrading Upgrading a Membership Downgrading a Membership Editing Membership Cards Sage Software, Inc. Student Curriculum 3

4 Contents Sage Millennium Adding a Membership Card Assigning A Different Benefit Adding a New Benefit Level Student Curriculum 2012 Sage Software, Inc.

5 AS 106 Automated Membership Processing Welcome Welcome AS 106 Automated Membership Processing Many organizations develop a variety of Memberships to encourage constituents identification with their institution. Membership in a particular club can be very helpful in confirming and maintaining a strong bond between an organization and its constituents. The prestige and benefits of a particular Membership club can be based on total yearly giving, or dues required, and can be reflected in the privileges, rewards, and subscriptions associated with a particular Membership. This workbook, Automated Membership Processing, encompasses the input and maintenance of complete membership information for your constituents. We will use a variety of examples to demonstrate how to input a new membership, renew a membership, and upgrade or downgrade a membership. Included in this instruction will be the assignment of membership cards, benefits and subscriptions as you experience hands-on several examples of Sage Millennium s best fit Automated Membership Process. This workbook builds upon the foundation established in Reading Data (AS 101), Biographical Data Entry (AS102), and Gift Processing (As103). Completion of those workbooks is a prerequisite for this course. You ll begin by learning how to log in to the system, and continue with a tour of Sage Millennium s file display screens. Once you ve learned how to navigate through the data, you ll expand on that knowledge by learning how to customize your screen to create your own personal display options! We hope this workbook will be beneficial as you begin using Sage Millennium to manage your fundraising efforts. We also hope you ll have a little fun while learning, too! 2012 Sage Software, Inc. Student Curriculum 5

6 Welcome Sage Millennium What You Will Need to Understand Logging In To enter the world of Sage Millennium, you must first understand how to log into the system. Let s begin with a discussion on the basic pieces of information that are necessary to access Sage Millennium. The three pieces of information needed to access the system are user name, password, and server name. This information is provided to you by your system administrator. If this information has not already been provided to you, please contact your system administrator before beginning. Your user name and password are case sensitive. This means you must reproduce the exact uppercase/lowercase combination of characters; otherwise, your system will not recognize your login. Notice that as you type your password into the text box, the characters appear as asterisks. This helps to protect the confidentiality of your password. NOTE: Remember your password! Only you and your system administrator should know your password. Passwords should be changed occasionally for security purposes. This is especially important for those with extensive access to Sage Millennium data. 6 Student Curriculum 2012 Sage Software, Inc.

7 AS 106 Automated Membership Processing Welcome Now that we have a basic understanding of the different pieces of information needed to log into the system, let s discuss how you actually log into the system. Logging into Sage Millennium To log into Sage Millennium via the internet, double click on the Internet Explorer icon located on your desktop or single click the Internet Explorer icon in your quick launch tool bar. Once Internet Explorer opens up, type the name of the server in the Address bar. Sage Millennium provides you with the login form. At this point, you enter your user name and password provided to you by your system administrator. 1. Click Submit or press Enter on the keyboard Sage Software, Inc. Student Curriculum 7

8 Welcome Sage Millennium Logging into Sage Millennium if you are logged on at another workstation If you attempt to log into Sage Millennium using the Internet Explorer, Sage Millennium will present the Sage Millennium Log On form with the message that you are currently logged on at another workstation. At this point, enter your user name, password and check Log Out then click Submit. Once the system logs you out of the other workstation, it will provide you with a blank form for you to input your information to log on from your current location. 8 Student Curriculum 2012 Sage Software, Inc.

9 AS 106 Automated Membership Processing Welcome Logging out of Sage Millennium To log out of Sage Millennium, you MUST select End Session in the Sage Millennium Explorer. If you select the in the upper right corner of the web page, the system will still recognize you as being logged into the system. Navigating within Sage Millennium The browser provides one area to navigate within Sage Millennium. The different subsystems and the tables available within each subsystem are available along the left-hand side of the browser page. To select a table from one of the three categories of information-- Biographical, Giving, and Prospect--the user selects the + symbol next to the area of information to expand the menu bar. Sage Millennium s Structure A short explanation of the structure of a database is necessary as background. Because many of the terms will be used throughout the program, we want to take this opportunity to discuss how Sage Millennium organizes and stores your constituent data, as well as provide you with some basic database terminology. We encourage you to read this section before you delve into the world of Sage Millennium. Let s first define some basic terms: 2012 Sage Software, Inc. Student Curriculum 9

10 Welcome Sage Millennium Term Also Known As: Definition Database N/A (1) A database is defined as a large collection of data stored together and organized for rapid search and retrieval. (2) A database may also be a program that manages data, such as Sage Millennium, and can be used to store, retrieve, and sort information. Table File A presentation of information organized in rows and columns each describing an entity, for example, address. The columns of a table represent characteristics of the entity and a row represents one instance of the entity. Row Record A table consists of many rows which may be defined as a standard unit of related information. For example, the address table consists of many rows belonging to different individuals. Columns Field Each individual column represents a certain characteristic of the table. For example, the address table may include such columns as: address line 1, address city, address state, address zip code. Sage Millennium Data Table Basic Data Now that we have defined some terms, let s begin to relate it to Sage Millennium! All of the data stored within Sage Millennium is collectively referred to as the database. The Sage Millennium database consists of many tables such as: Basic Data Names Address Employment Gifts 10 Student Curriculum 2012 Sage Software, Inc.

11 AS 106 Automated Membership Processing Welcome Tables Rows Columns As defined earlier, each table within the database stores a particular kind of information. For example: the Basic Data table holds vital statistic information; the Address table holds street, city, state and zip code information; and the Jobs table holds information regarding employment. Within each table, the way the information is stored may be envisioned as a set of divided shelves which make up a bookcase, or a grid made up of rows and columns. As defined earlier, within each table, the data is further organized into a standard unit of related information called rows. What is a standard unit of related information? Well, for example, the information, 15 Buford Road, is not very useful unless it is associated with the applicable city and state. Of course, the resulting address row has little meaning unless it is associated with a particular constituent. In most of the data tables, each constituent could own several rows. For instance, if a constituent obtained three different college degrees, then they could potentially have three separate education rows in the Schools table reflecting the information related to each degree. Each row within a table is divided into distinct columns. Columns structure the data for efficient data entry, storage, retrieval, and selection. For example, each table includes a column for the ID number of the constituent who owns the row, a column for the date on which the row was created, the logon ID of the operator who created the row, and so on. What You Will Need to Get Started Prior to beginning this workbook, make sure you have access to the Sage Millennium training database. If you need assistance connecting to the database, please see your System Administrator or contact our office. Ask your System Administrator for the user id, password and server you will need to conduct the training. Although printing is only minimally featured in this workbook, it is recommended that you establish some printing capability if you don t already have it. Sage Millennium uses the default printer as established by the Windows Print Manager. We recommend that you make your own copy of this workbook so that you may incorporate your own notes into the material Sage Software, Inc. Student Curriculum 11

12 Welcome Sage Millennium What You Will Learn How to read the Membership display How to create a new membership record The difference between renewing and rejoining How memberships can be upgraded or downgraded How to edit and add Membership information 12 Student Curriculum 2012 Sage Software, Inc.

13 AS106 Automated Membership Processing The Membership Display The Membership Display Navigating to the Membership Screen Let s take a look at Jeff Shure s Membership screen. To find Jeff s Membership screen follow these steps: 1. Select Profiles Giving Membership. In the Search Screen, enter ID #1 in the Name/ID field. Search Sage Software, Inc. Student Curriculum 13

14 The Membership Display Sage Millennium The Membership Display Let s look at a typical membership. Spend a few minutes looking over the screen and the following field names to become familiar with the Membership terminology. New Terms Membership Type Membership Status Classification Joined Your System Administrator may assign membership types into groups, based on such things as the office responsible for the entry, whether it is a dues-paying membership or gift level membership. The current status of the membership. Examples: New, renewed, lapsed, upgrade, downgrade. Your System Administrator may assign membership types into different classifications, such as annual, lifetime, corporate. The date this Membership began. 14 Student Curriculum 2012 Sage Software, Inc.

15 AS106 Automated Membership Processing The Membership Display Renewed on Given by Notify? Level Structure Initial Join Date Recent Join Date Type Join Date Expiration Date Card Number Source Benefit Level Benefit Subscription Level Membership Publication Benefits received Subscriptions received The date this Membership was last renewed. If the dues for this membership were paid by another constituent, their name would be listed here and a link established to the dues transaction. Based upon the purpose indicated in the dues transaction, this field will indicate Y or N. The level assigned to this Membership in the Lookup tables. Indicates whether this Membership is a Primary or Secondary one. The first date this Membership type began The most recent date the constituent renewed or re-joined this Membership type. The first date this constituent joined this Membership type The date this Membership will expire if not renewed The number of Membership cards available to this Membership. Describes the origin of the constituent s interest in this Membership. Most organizations offer a benefit package to a constituent as a token of appreciation for their membership. Different packages could be associated with different memberships and could range from minimal to generous. A specific item or privilege assigned to a benefit level. One or more Subscription packages associated with a particular Membership. A package may be made up of multiple instances of a particular publication. The name of the publication assigned to this membership. Benefits assigned to this constituent through another constituent s Membership. Subscriptions assigned to this constituent through another constituent s Membership Sage Software, Inc. Student Curriculum 15

16 The Membership Display Sage Millennium Exploring Benefit Levels In long view, the first Benefit Level section of the Membership Screen for Jeff s record looks like this: The Benefit Level is a detailed description of a benefit associated with a particular type of Membership. This information includes the name, the number and the value of the benefit, and whether the benefit was accepted by Jeff, the constituent. In this case, 4 Blue & Gold Box Seats, valued at $250 each, are part of the Blue & Gold Membership. In the Benefits area, you can see that Jeff kept all four of the Box Seats himself. If he had given one or more of these box seats to another constituent you would see their name in a cross-reference link. Looking at Subscriptions This is the Subscription Level section of Jeff s Membership Screen in long view. The Subscription Level is a description of a publication available for this particular type of Membership. The information includes the name of the 16 Student Curriculum 2012 Sage Software, Inc.

17 AS106 Automated Membership Processing The Membership Display publication, the number of subscriptions, and its value. In this example, one copy of the Blue & Gold Alumni News is included for Jeff s membership. The value of a single subscription and the total value of the subscription is listed. This section will also record whether the constituent accepted the benefit. In the Subscriptions area, you can see whether Jeff kept the subscription for himself, as the Membership owner, or assigned it to another constituent. Jeff wanted to keep the Alumni News, so no one else is linked to the subscription. Membership Cards Membership Cards are frequently included in a Membership. Some Membership types include several cards. The Membership Card section will list the name assigned to each card, any additional information included on the card, a flag to indicate whether the card has been printed and whether it is active or inactive Sage Software, Inc. Student Curriculum 17

18 The Membership Display Sage Millennium Notes 18 Student Curriculum 2012 Sage Software, Inc.

19 AS106 Automated Membership Processing Enrolling a New Member Enrolling a New Member Congratulations It s A New Member! Alice P. Smith has finally decided to join one of your Membership clubs. Let s take a step-by-step approach to entering her as a new member. Navigate to Alice P. Smith s Membership screen. Because Alice Smith does not currently have any memberships at our institution, the screen looks like this: Two Ways to Input a Membership There are two methods available in Sage Millennium when entering a new membership. The particular method you will used is based on your user group set up by your System Administrator. When you click on Insert you will either: Fill in a dues form which then takes you through the Automated Membership Process, or Go immediately to the Automated Membership Process display. In this workbook we will use Method A; through the Dues Form, because it covers both possibilities. If your organization does not start the Membership entry process with a dues form, you may skip over those sections dealing with dues and proceed to the sections dealing only with the Automated Membership Process Sage Software, Inc. Student Curriculum 19

20 Enrolling a New Member Sage Millennium Starting with a Dues Form 2. Navigate to Profiles>Giving>Dues Detail. Input a dues transaction as follows: (for assistance, refer to AS 103, Gift Entry Processing). Total Amount: $500 Campaign: Membership Year: 2009 Discount: Senior Citizen NOTE: Please refer to AS103, Gift Processing for additional details regarding input of transactions. The Dues Table is identical in structure and behavior to the Gifts Table. 20 Student Curriculum 2012 Sage Software, Inc.

21 AS106 Automated Membership Processing Enrolling a New Member Your screen should now look like this: Scroll to the bottom of your screen and select Insert. Now the magic begins! Your System Administrator has defined each type or level of Membership available at your institution by entering information in the Membership lookup tables. This includes: the different giving or dues amounts required for each level of Membership, the benefits and subscriptions available, the status of any previous Memberships, and the discounts available. Based on a combination of all these factors, the Automated Membership Process will determine the Best Fit Membership Type Sage Software, Inc. Student Curriculum 21

22 Enrolling a New Member Sage Millennium The Automated Membership Process NOTE: If your site does not start with Dues to input a Membership, you would navigate to the Membership screen and select Insert from the Title Bar. Selecting the appropriate Membership Type will also trigger the Automated Membership Process. The next screen you will see will be Sage Millennium s recommendation for the membership: Now we see that the best fit for Alice is the Family Membership. As stated earlier, this was determined by Sage Millennium analyzing several factors and comparing that information to what your System Administrator has placed in the Sage Millennium lookup tables. 22 Student Curriculum 2012 Sage Software, Inc.

23 AS106 Automated Membership Processing Enrolling a New Member 1. Review and verify the data. 2. Accept. Linked Cards, Benefits and Subscriptions Sage Millennium will now continue the automated process by moving through the selection of cards, benefits, and subscriptions this Membership is entitled to receive. You will have the option to not only accept the benefits assigned and but also assign the cards, benefits, and subscriptions to the constituent or to whoever the constituent requests. Let s review them one by one. Linked Membership Cards If the Membership entitles the constituent to a membership card or cards, Sage Millennium will automatically prompt you to create these cards. The first form will automatically default to the preferred name of the constituent who owns the Membership. So your next screen will look like this: This information can be edited and then saved. If there are more cards available to this membership, the next card will appear after you save the first card. Additional Cards 3. Select Save. Since Alice is not married, Ms. Alice P. Smith will also be the default for the remaining cards. If you know what name the constituent wants on the additional cards, edit this information now Sage Software, Inc. Student Curriculum 23

24 Enrolling a New Member Sage Millennium To edit the Membership Card information for the next card, place your cursor at the point where you want to edit. Type in the information as you would like it to appear. For example, Line 2 and Line 3 can be used for a company name or address information based on your institution s policy or the constituent s preference. Let s edit this card to be assigned to Alice s son (non-constituent), Pierce Smith. 1. Highlight Ms. Alice P. 2. Type Pierce. Sage Millennium will continue to prompt for the remaining cards. If you do not know what information to place in one or all of the remaining cards, you may either: Accept the card as Guest of and be able to edit it at a later time, or Select Finished indicating that no other cards are needed. 3. Select Finished. Linked Membership Benefits Sage Millennium will next present a form showing the Standard and Optional benefits available to this Membership. At this point, you may either elect to 24 Student Curriculum 2012 Sage Software, Inc.

25 AS106 Automated Membership Processing Enrolling a New Member assign the benefits, decline the benefits, or cancel the benefits. Let s discuss these options in a little more depth before making a decision Sage Software, Inc. Student Curriculum 25

26 Enrolling a New Member Sage Millennium The Difference between Declined and Canceled If you select Decline, the subscription information will show up on Alice s record as declined. If you select Cancel, the subscription information for that subscription will not appear at all in Alice s membership profile. NOTE: Be careful that you notice that the Optional Benefits default is set to Cancel. If the Optional Benefits should be included with this Membership, click Accept before continuing. Make sure both the Standard and Optional Benefits are marked Accept. Select Continue. Assignment of Benefits Selected Sage Millennium will now display a list of the Benefits and the number available that are waiting to be assigned. You can either: Assign each individual Family Football Ticket to Alice Smith (or any other constituent that Alice designates) by selecting the Assign button on the Family Football Tickets row, or Assign all instances of all the Benefits shown to Alice by using the Assign All button. For the Family Football tickets we will assign the tickets individually. 1. On the Football Season Tickets row, select Assign. You will now get the Assignment of Benefits screen. Each ticket may now be assigned to a specific constituent. 26 Student Curriculum 2012 Sage Software, Inc.

27 AS106 Automated Membership Processing Enrolling a New Member 2012 Sage Software, Inc. Student Curriculum 27

28 Enrolling a New Member Sage Millennium Important! First, edit the number of tickets to be assigned to this individual, then edit their name. Let s assign two tickets to Alice. 2. Edit the number of tickets from 4 to Click Save. 28 Student Curriculum 2012 Sage Software, Inc.

29 AS106 Automated Membership Processing Enrolling a New Member Assigning each ticket You will now be returned to the Benefits Selected screen. Alice wants to give two Football season tickets to her best friend, Holly Bussey and her husband. We will now assign these two tickets to them: 4. Click Assign on the Football Season Tickets row Sage Software, Inc. Student Curriculum 29

30 Enrolling a New Member Sage Millennium The Assignment of Benefits screen re-appears (with the Football Season Tickets benefit). 5. Type Bus in the space under Assign to 6. Click Search 30 Student Curriculum 2012 Sage Software, Inc.

31 AS106 Automated Membership Processing Enrolling a New Member If the constituent s name is only partially entered, a Select Constituent search screen will appear. Bussey/Holly is the only name the search produced. 7. Click OK Sage Software, Inc. Student Curriculum 31

32 Enrolling a New Member Sage Millennium You will now have the opportunity to review your choice before saving it. 8. Save. Your screen will now show the remaining benefits to be assigned. Alice wants all of the Omni tickets to be assigned to her. That s easy! 9. Click Assign for the Family Omni Tickets. 32 Student Curriculum 2012 Sage Software, Inc.

33 AS106 Automated Membership Processing Enrolling a New Member The Family Omni Tickets will be assigned to Alice with one quick click. 10. Save Sage Software, Inc. Student Curriculum 33

34 Enrolling a New Member Sage Millennium All benefits have been assigned. 11. Click Next. 34 Student Curriculum 2012 Sage Software, Inc.

35 AS106 Automated Membership Processing Enrolling a New Member Linked Membership Subscriptions If the type of Membership that was created includes subscriptions, Sage Millennium will now prompt you to assign the subscriptions. The Family Membership includes the Alumni News and the Annual Report. You can accept or decline one or both, as directed by the constituent. Alice has asked that we not send her the Annual Report, but she loves the Alumni News and definitely wants to receive it. 1. Click Decline on the Family Annual Report row. 2. Continue Sage Software, Inc. Student Curriculum 35

36 Enrolling a New Member Sage Millennium Now you are presented with the Subscriptions Selected screen, and prompted to assign this subscription. 3. Click Assign All to complete the Automated Membership Processing for Alice Smith. Sage Millennium will now return you to the Membership record for Alice. 36 Student Curriculum 2012 Sage Software, Inc.

37 AS106 Automated Membership Processing Enrolling a New Member It s Done! Since we started with Dues for this Membership, Sage Millennium will return to the Dues screen at the conclusion of the Automated Process. If you started with Membership, you will go back to the Membership Screen to see the completed membership information. NOTE: Notice the Quid Pro Quo items listed in the long display of the Dues. The quid values are assigned in the Quid Pro Quo Items Table. By clicking on the Linked to Membership hyperlink, we will return to Alice s Membership screen Sage Software, Inc. Student Curriculum 37

38 Enrolling a New Member Sage Millennium This is Alice s complete Membership record. 38 Student Curriculum 2012 Sage Software, Inc.

39 AS106 Automated Membership Processing Enrolling a New Member Notes 2012 Sage Software, Inc. Student Curriculum 39

40 Enrolling a New Member Sage Millennium 40 Student Curriculum 2012 Sage Software, Inc.

41 AS106 Automated Membership Processing Renewing and Rejoining Renewing and Rejoining What s the Difference? The difference between renewing a membership and rejoining a membership is very small. The only difference - Is the Membership still Active? If the membership has remained Active, the Automatic Membership Process will process an Insert in Membership as a renewal of the membership. If a membership has expired and the organization has changed the Membership to inactive, a constituent may send in dues to rejoin their membership. Let s see how this works. 1. Navigate to Mr. Joseph Jones membership screen. 2. Joe Jones membership began in what year? 3. Is it still active? 2012 Sage Software, Inc. Student Curriculum 41

42 Renewing and Rejoining Sage Millennium Renewing a Membership It is now January, You have received a check for $250 from Joe Jones. He wants to renew his membership. His membership is still active. 1. From the context menu of the Membership title bar, select Insert. If you process Memberships through dues transactions, you will now be presented with a dues transaction screen. Enter the following information: Total Amount: $250 Effective date: Jan 15, 2010 Process Date: Jan 15, 2010 Tender: Campaign: Check Membership Year: Student Curriculum 2012 Sage Software, Inc.

43 AS106 Automated Membership Processing Renewing and Rejoining 2. Insert 3. When the Post Matching Pledge form appears, click Cancel Sage Software, Inc. Student Curriculum 43

44 Renewing and Rejoining Sage Millennium The Automated Membership Process has determined the best match for this dues transaction is to renew Joe Jones Patron membership. The new expiration date is Jan. 04, 2011 because the Patron s Membership is a calendar year Membership Type. 4. Review the membership renewal screen. 5. Select Accept The remaining part of renewing this membership will be identical to a new membership. 44 Student Curriculum 2012 Sage Software, Inc.

45 AS106 Automated Membership Processing Renewing and Rejoining Membership Cards The Patron Membership qualifies Joe for one membership card. 6. Click Finished Sage Software, Inc. Student Curriculum 45

46 Renewing and Rejoining Sage Millennium Membership Benefits Notice the default is set to: 1. Select Continue You will now get the Benefits Selected screen so that you may assign the benefit to Joe or another constituent that Joe selects. Joe would like to keep this benefit for himself. 2. Select Assign All. 46 Student Curriculum 2012 Sage Software, Inc.

47 AS106 Automated Membership Processing Renewing and Rejoining Sage Millennium will now return you to Joseph Jones Membership screen. The first membership row is the original membership. What is the original membership still active? What is the Status of the second membership row? Go to short display. In Short Display, you can see the Active and Status columns as well as the join and expiration dates at a glance Sage Software, Inc. Student Curriculum 47

48 Renewing and Rejoining Sage Millennium Changing the Membership Status from Active to Inactive Your director has a report that shows a list of constituents with expired memberships. ABC Corporation is on the list. You must now go in and change the membership status to Inactive. ABC Corporation s current Membership short display looks like this (sorted by Expiration Date): 1. Select the context menu for the most recent Membership (Corporate, expiration date Feb 07, 2010). 2. Select Update/Delete. 48 Student Curriculum 2012 Sage Software, Inc.

49 AS106 Automated Membership Processing Renewing and Rejoining The membership maintenance screen will appear. 3. Click the Active check box to remove the check mark. 4. Click Update Sage Software, Inc. Student Curriculum 49

50 Renewing and Rejoining Sage Millennium Rejoining a Membership Holly Bussey has seen an announcement in the paper about the great exhibit our institution has scheduled for next month. She remembers that her membership included a free pass to the Exhibit Hall. What did she do with that membership form that was in the mail a few months ago? Found it... oops, her membership expired a over a year ago! Holly decides to send a check and see if she can rejoin. Let s go to Holly s Membership screen and see what Sage Millennium will do with an inactive Membership. 50 Student Curriculum 2012 Sage Software, Inc.

51 AS106 Automated Membership Processing Renewing and Rejoining 1. Select Insert from the Membership title bar. 2. Input: Total Amount: $150 Check Effective date: today s date Processed date: today s date Campaign: Membership Year: Select Insert 4. Cancel out of the Matching Pledge screen Sage Software, Inc. Student Curriculum 51

52 Renewing and Rejoining Sage Millennium The Automated Membership Process has determined that Ms. Bussey will rejoin the Patron s Membership. Again notice the new expiration date. NOTE: If necessary, this date can be modified. Please review your site s membership policy and guidelines. 52 Student Curriculum 2012 Sage Software, Inc.

53 AS106 Automated Membership Processing Renewing and Rejoining 5. Click Accept or Accept All. If you selected Accept, you will continue through the Membership Card editing and acceptance and Membership Benefits selection screens, just as if this was a new membership. When you have completed this process, Sage Millennium will return you to Holly Bussey s Membership Screen Sage Software, Inc. Student Curriculum 53

54 Renewing and Rejoining Sage Millennium Notes 54 Student Curriculum 2012 Sage Software, Inc.

55 AS106 Automated Membership Processing Upgrading and Downgrading Upgrading and Downgrading Upgrading a Membership Look up Nancye Smith s membership information. What type of Membership does Nancye currently have? Is it still Active? What is the expiration date of this Membership? Nancye Smith sent in her Membership renewal card with a check today. Looking closer, you realize that Ms. Smith decided to upgrade her membership this year. 1. Select Insert from the Membership title bar context menu. 2. Enter a dues transaction. Total Amount: $500 Effective Date: Jan 22, 2010 Process Date: Jan 22, 2010 Tender: Check Campaign: Annual Fund Year: Cancel any Post Matching Pledge screens 4. Click Insert 2012 Sage Software, Inc. Student Curriculum 55

56 Upgrading and Downgrading Sage Millennium The Automated Membership Process has determined that, based on the new dues amount, Ms. Smith s membership should be upgraded (Status) to a Family Membership. 5. Review the information then click Accept 56 Student Curriculum 2012 Sage Software, Inc.

57 AS106 Automated Membership Processing Upgrading and Downgrading You will now be led through the normal Membership Process, starting with Membership Cards. 6. Click Finished Next is the list of Membership Benefits attached to Ms. Smith s membership: 2012 Sage Software, Inc. Student Curriculum 57

58 Upgrading and Downgrading Sage Millennium 7. Accept the Standard and the Optional Benefits. 8. Click Continue Per her request, we will assign all of the benefits to Ms. Smith. 9. Click Assign all Next is Membership Subscriptions: 10. Select Continue for the Membership Subscriptions. Sage Millennium will now give you the opportunity to assign the subscriptions to someone else, if Ms. Smith desires. Ms. Smith wants both publications. 58 Student Curriculum 2012 Sage Software, Inc.

59 AS106 Automated Membership Processing Upgrading and Downgrading 11. Select Assign All. Notice the status of the old Red, White & Blue Membership now Sage Software, Inc. Student Curriculum 59

60 Upgrading and Downgrading Sage Millennium 60 Student Curriculum 2012 Sage Software, Inc.

61 AS106 Automated Membership Processing Upgrading and Downgrading Ms. Smith s upgraded Membership will contain the new benefits and subscriptions. Now let s look at an example of the flip side of this process downgrading a membership. Downgrading a Membership A membership becomes downgraded when either the dues amount submitted to renew the membership decreases or the level of the membership is decreased. Let s look at an example. Look up Nancy Milsner s Membership information. Nancy s current Membership type is:. This membership has a level of:. What is the expiration date of this Membership?. Nancy has decided that she will only budget $125 for her membership dues this year. Let s see what happens. 1. Select Insert. 2. Input a dues transaction: Amount: $125 Effective Date: Feb 1, 2010 Process Date: Feb 1, 2010 Tender: Check Campaign: Annual Member 2012 Sage Software, Inc. Student Curriculum 61

62 Upgrading and Downgrading Sage Millennium Year: Select Insert. 4. Cancel the Post Matching Pledge screen. Notice that the Automated Membership Process has determined that Nancy Milsner s membership has been downsized to a Family Membership. 5. Select Accept 62 Student Curriculum 2012 Sage Software, Inc.

63 AS106 Automated Membership Processing Upgrading and Downgrading You will now be asked to complete the membership processing with the Membership Card and Benefits selection screens. 6. Click Save. 7. Click Continue for the Exhibit Hall Ticket. This is the Membership Benefit accepted and now ready to be assigned. Ms. Milsner wants to keep the Exhibit Hall Ticket for herself Sage Software, Inc. Student Curriculum 63

64 Upgrading and Downgrading Sage Millennium 8. Click Assign All for the Exhibit Hall Ticket. There are no subscriptions attached to the Patron level of Membership. Therefore, the next screen you see will be the new, downgraded Membership. The old Membership has been automatically marked inactive. 64 Student Curriculum 2012 Sage Software, Inc.

65 AS106 Automated Membership Processing Upgrading and Downgrading Notes 2012 Sage Software, Inc. Student Curriculum 65

66 Upgrading and Downgrading Sage Millennium 66 Student Curriculum 2012 Sage Software, Inc.

67 AS106 Automated Membership Processing Editing Membership Data Editing Membership Data Editing Membership Cards 1. Search for Nancye Smith. 2. Navigate to Nancye s Membership screen. 3. Locate the most recent membership. 4. Locate the Membership Card row. 5. Select Update/Delete. 6. Click in the name area. 7. Edit the name to Nan Smith. 8. Source: constituent 9. Comment: written on dues statement Sage Software, Inc. Student Curriculum 67

68 Editing Membership Data Sage Millennium 10. Update. Your Membership Cards information should now look like this (long display): Or this (short display): 68 Student Curriculum 2012 Sage Software, Inc.

69 AS106 Automated Membership Processing Editing Membership Data Adding a Membership Card With a Family Membership, Nan Smith is entitled to four membership cards. She called you today to request that a card be made out to her daughter and son-inlaw. 1. On Nancye Smith s Family Membership, select Link>Membership Cards. The Membership Card edit screen will appear: 2012 Sage Software, Inc. Student Curriculum 69

70 Editing Membership Data Sage Millennium Type in the following information: Name: Garrett Austin Miami, Florida Active? Check Card printed? Check Source: constituent Comment: per phone call from Nancye Smith 2. Insert. The membership in Long Display should now look like this: 70 Student Curriculum 2012 Sage Software, Inc.

71 AS106 Automated Membership Processing Editing Membership Data Now let s get the daughter s membership card inserted. Type in the following information: Name: Anna Austin Miami, Florida Active? Check Card printed? Check Source: constituent Comment: per phone call from Nancye Smith Assigning A Different Benefit Ms. Smith called (again!) to find out if she could have four Exhibit Hall tickets instead of the Football tickets. Since the Exhibit Hall tickets have a much lower value and since Ms. Smith has just recently upgraded her membership, we would like to accommodate that request. The first step is to delete the football season ticket benefit. 1. Find Nancye Smith s Membership information. 2. In the most recent (Family) membership, find the Membership Benefit Level of Family Football Season Tickets. 3. Select Update/Delete Sage Software, Inc. Student Curriculum 71

72 Editing Membership Data Sage Millennium 4. Delete. The Membership screen will now look like this: Notice that the Football tickets are no longer listed in the Benefits area. Now we will link a new Benefits Level to this Membership. 1. On the Family Membership context menu, select Link>Benefit Level. 72 Student Curriculum 2012 Sage Software, Inc.

73 AS106 Automated Membership Processing Editing Membership Data On the Benefit Level edit screen, use the drop down menu to select the Exhibit Hall Ticket Membership Benefit. 2. Complete the remaining columns as indicated in the screen shot below. 3. Insert. The Membership screen benefits should now look like this Sage Software, Inc. Student Curriculum 73

74 Editing Membership Data Sage Millennium Now we need to assign these Exhibit Hall tickets. 4. On the Membership Benefit of Exhibit Hall Ticket, select Link > Benefit. You will see the Benefit assignment screen. Nancye wants all of the tickets to be given to her so she can present them to her family and friends herself. 5. Insert the information as shown on the following screen. 74 Student Curriculum 2012 Sage Software, Inc.

75 AS106 Automated Membership Processing Editing Membership Data 6. Insert. Nancye s membership Benefit Level row now looks like the following: If Nancye had requested that she only receive 2 tickets, and 2 be assigned to another constituent, the process of linking the benefit would be repeated for the remaining 2 tickets. For example, if Nancye had requested that her friend, Jeff Shure, be given the remaining tickets, you would repeat the process of linking the benefit, but this time you would type Shure/Jeff in the Benefits For space. Sage Millennium will respond with the following: 2012 Sage Software, Inc. Student Curriculum 75

76 Editing Membership Data Sage Millennium By clicking on one of the hyperlinks for Jeff Shure, you would complete the process of assigning the four Exhibit Hall tickets. Adding a New Benefit Level The process of adding a new benefit to a constituent s membership is very similar to replacing a benefit. By selecting the context menu of the Membership, you can continue to link Benefit Levels. After selecting a Benefit Level, you will complete the edit form just as we did earlier. You then access the context menu for the new Benefit Level to assign the Benefits. 76 Student Curriculum 2012 Sage Software, Inc.

77 AS106 Automated Membership Processing Editing Membership Data You can assign all, some or none of the benefits to the constituent that owns the Membership. By repeating the process of Link>Benefit, you can continue to assign the Benefits to other constituents until the total has been distributed. Congratulations! You have now completed AS Automated Membership Processing! 2012 Sage Software, Inc. Student Curriculum 77

78 Editing Membership Data Sage Millennium Notes 78 Student Curriculum 2012 Sage Software, Inc.