Creating a Member Group

To create a member group:

1. From the Personify360 main toolbar, select Membership/Product Set-up > Product Central.
The Product Maintenance search screen displays.

2. From the Product Related Tasks task category, click Define Membership Structure.
The Membership Structure Maintenance search screen displays.

3. On the Membership Structure Maintenance search screen, click Create New Membership Group.
The Membership Structure Maintenance screen displays, as shown below.

4. Enter the Member Group Acronym.

5. Enter the member group Name. This is the long name of the acronym.

6. Select if this member group is Active.

7. Select the Primary checkbox if this member group is the highest level of membership that the association has to offer.

Only one member group can be designated as primary per organization unit.

8. Select whether or not this member group should Include in CRM360.
This option gives organizations a way to identify memberships of non-primary member groups that should be displayed in the Involvement section on the CRM360® and Donor360® screens. In addition, this flag is used to limit output for the MBR700 batch process. When checked, the MBR700 batch process will generate member count records (stored in the MBR_COUNT table) for memberships in the member group. As of 7.5.2, this checkbox is defaulted as checked for ALL new member groups (primary and non-primary). By defaulting this checkbox to checked, there is less risk that expected data will be missing when running MBR700.

9. Select the Can Change Start Date checkbox if the member group start date can be changed during the creation of a new membership order. This is usually performed as an override to the Start Mask setup.

10. Select the Can Change End Date checkbox if the member group end date can be changed during the creation of a new membership order. This is usually performed as an override to the End Mask setup.

11. Select the Prorate Amount checkbox if your association has any of the following rules:

12. The membership period is on a calendar basis and those who join after the first of the year will get charged less than the full year rate.

· A first year membership could be less than 12 months, which would be accomplished by changing the start date or end date.
If the Prorate Amount checkbox is checked, this prorate amount setting can be changed for any specific member product rate code.

· If the Prorate Amount checkbox is checked, choose the Proration Interval from the drop-down.
The interval options are Day, Month, or Year. The dues amount calculation will break down the total dues amount by the day, month, or year to give the reduced dues amount.

13. Select the Start Mask and End Mask from the drop-downs.

14. Enter the Grace Months. Keep the default of zero if there are no grace months.

15. Click Add New Level 1 Element (Dues, Chapters, etc).
A row is added to the table and the Level 1 Membership Structure fields are enabled.

16. Enter a Level 1 structure.

17. Select a Record Type from the drop-down.

18. Enter a Description of the structure.

19. Check the appropriate checkboxes. Valid choices include:

· Active

· Primary

· Include Zip Links

· Zip Linked

20. Click Save.

Screen Element	Description
Member Group Structure
Member Group Acronym	Text box. This is the designation for the member group, i.e. ACP, AAOS, etc.
Name	Text box. The long name for the member group acronym.
Active	Checkbox. When checked, it signifies the member group is active.
Primary	Checkbox. When organizations want to differentiate between multiple organizations, this checkbox indicates whether the member group is primary for this system. Only one group can be primary per organization unit. Primary group is used in all reports. If an individual is only a member of a non-primary group, then in the Essential Information section of the Customer Central screen, the non-primary group displays. On the web for group management, in order for a value to display on the Membership column on the Roster control for Committee Management and Chapter Management and in the Status column for Corporate and Staff Management, on the General Setup screen define the following: 1. From the Parent Product drop-down, select a Membership Group that was defined as "Primary" on the Membership Structure Maintenance screen. 2. From the Level 1 drop-down, select "National Membership". 3. Enter a Description. This is the name that displays in the Membership column. See the Roster control for more information.
Defaults used for Product Creation
Can Change Start Date	Checkbox. When checked, indicates that you can change the default start date on the Product Specifics tab of the Line Item Details screen (in the Order Entry subsystem). When unchecked, the date is locked and cannot be changed.
Can Change End Date	Checkbox. When checked, indicates that you can change the default end date on the Product Specifics tab of the Line Item Details screen (in the Order Entry subsystem). When unchecked, the date is locked and cannot be changed.
Prorate Amount	Checkbox. When checked, indicates that if the date range is changed from the default, or a short year is defined, the price should be prorated accordingly. If checked, you must select the Prorate Interval.
Proration Interval	Drop-down. Enabled only if the Prorate Amount is checked. This tells the system at what interval to prorate the amount. If you select "DAY", the system will calculate the actual number of days. Values in the drop-down are populated based on the fixed codes defined for the MBR "PRORATION_INTERVAL" system type.
Start Mask	Drop-down. This tells the system how the organization wants start dates on memberships to be set. The following values are populated based on the fixed codes defined for the MBR "DEF_START_MASK" system type: · BEG[month]: All memberships start on the beginning of the selected month. For example, BEGAUG memberships begin on the first of August. If the selected month has already passed for the current year, the system will set the Begin Date of the membership to the first of the month for the next year. For example, if the current month/year is October 2014 and the Start Mask selected is "BEGMAY", the Begin Date of the membership will be set to May 1, 2015. · BEGMY: All memberships start on the first day of the current month. · CUTOFFMON: All memberships start on the month after the calendar day specified in Option 1 of the system types and codes. For example, if Option 1 is ‘15’, all memberships joining on the 16th or later will start the next month. · CUTOFFYEAR: All memberships start on the next year after the month specified in Option 1 of the system types and codes. For example, if Option 1 is ‘6’, all memberships joining after June will start the next year. · NEXTMONTH: All memberships start on the first of the next month. For example, if your order is entered on February 1st or February 28th, the membership will start March 1st. · TODAY: All memberships start on the day the order is entered.
End Mask	Drop-down. This tells the system how the organization wants end dates on memberships to be set. You can override this at the product level. The following values are populated based on the fixed codes defined for the MBR "DEF_END_MASK" system type: · 1YEAR: All memberships end one day and one full calendar year after the membership start date. For example, if the membership started on March 14th, the membership will end on March 13th of the next year. · 1YRMINUS: All memberships end on the last day of the month prior to the current month. For example, if the membership starts on January 1st of the current year, the membership will end on December 31st of the current year. Or if the membership starts on March 15th, the membership will end on February 28th of the next year. · 1YRPLUS: If the membership starts in the middle of a month, for instance January 15, the cycle end date will be January 31. This is one year plus the partial month at the beginning. Note that when revenue recognition is done, there is an option to recognize the short month as the first of 12 months or the final month as the 12th month. If the membership starts any date after the 1st of the month, the cycle end date will be the end of that month. However, if the membership starts the first of the month (i.e., January 1), then the cycle end date will NOT be taken to the end of that month (January 31). In this case, the cycle end date will be December 31. · END[month]: All memberships end on the last day of the selected month. For example, ENDAUG memberships end on August 31st. If the selected month has already passed for the current year, the system will set the End Date of the membership to the last day of the month for the next year. For example, if the current month/year is October 2014 and the End Mask selected is "ENDMAY", the End Date of the membership will be set to May 31, 2015.
Grace Months	Text box. The default number of months for continuing member benefits prior to cancelling a membership for non-renewal. You can override this at the rate code level. When reporting membership counts, the memberships in grace months are included in the count. For a membership product order with sub-lines, if the sub-line has a different number of grace month than the master product, the sub-line retains its grace months. If the number of grace months for the sub-line is greater than the master product, the master product will be set to the grace months of the sub-line.
Membership Structure and Products
Add New Level 1 Element (Dues, Chapters, etc)	Button. When clicked, a row is added to the Membership Structure and Products table and the corresponding fields are enabled to add a Level 1 Membership Structure.
Level 1 Membership Structure
Level 1	Text box. Defines the highest level of the structure. Level 1 represents the major categories of membership. For example, Individuals, Companies, Chapters.
Record Type	Drop-down. This defines what kind of membership record that a specific Level 1 references. Examples include dues, chapter, etc. The following values are populated based on the fixed codes defined for the MBR "RECORD_TYPE" system type: · Chapter · Donation · National · SIG (Special Interest Group)
Description	Text box. The description of the Level 1 structure.
Active	Checkbox. When checked, it signifies the membership structure is active.
Primary	Checkbox. Within a structure, it is convenient to designate one value as being primary when describing a customer. For example, a member is known by his national dues designation more than his special interest groups. The system will ensure only one Level 1 is marked as primary.
Include in CRM360	Checkbox. This option gives organizations a way to identify memberships of non-primary member groups that should be displayed in the Involvement section on the CRM360® and Donor360® screens. In addition, this flag is used to limit output for the MBR700 batch process. When checked, the MBR700 batch process will generate member count records (stored in the MBR_COUNT table) for memberships in the member group. As of 7.5.2, this checkbox is defaulted as checked for ALL new member groups (primary and non-primary). By defaulting this checkbox to checked, there is less risk that expected data will be missing when running MBR700.
Include Zip Links	Checkbox. When this product is purchased, the system automatically includes a zipped mapped products with the same parent product code. This checkbox can only be selected if Zip Linked is not selected. For example, if you purchase a level 1 product that is marked as “Include Zip Links”, then any level 1 product that is marked as “Zipped Linked” should automatically be attached to the membership order if you meet the criteria of the postal mapping, based on zip code, country, or state.
Zip Linked	Checkbox. This product contains a zip mapping to allow an automatic population of the order record with an appropriate chapter. This checkbox can only be selected if Include Zip Links is not selected. See example above.
Delete Unused Level 1	Button. When clicked, the highlighted row from the table and the information entered in the Level 1 Membership Structure fields are deleted.
Products within Selected Membership Structure
Master Product	Checkbox. When checked, indicates this product can stand alone. When unchecked, it implies that the product cannot be entered directly without already having another product with the same parent product but different product code.
Recalculate	Checkbox. Determines if the renewal should be recalculated from the dues schedules or if it should simply accept last years amounts. This is important for negotiated rates in trade association situations. When a product is renewed and this checkbox is checked, the system looks for the new pricing and calculates it.