Annual Participant Database Management Tasks

Feb 1

A. Select all members whose Payment Status is Pending Renewal.*

* These folks have not renewed their current dues for five months. (This grace period is open for discussion.)

  1. Go to Dashboard / Participant Database / List Participants.
  2. Set Show only records with: Payment Status is Pending Renewal.
  3. Click Filter.
  4. Show 999 items per page (or any number equal to or greater than total number of all records in database.)
  5. Click Change.

B. Change all selected member’s Membership Status to Inactive.

  1. Select all displayed records (click small box in upper left corner of list.)
  2. Set With selected “mass edit” Field: Membership Status
  3. Set Membership Status: Inactive
  4. Click Apply.

C. Change all selected member’s CC Updated to No.

  1. Select all displayed records (click small box in upper left corner of list.)
  2. Set With selected “mass edit” Field: CC  Updated
  3. Set CC Updated: No
  4. Click Apply.

D. Change all selected member’s Payment Status to Unpaid. 

Important: This next step must be done last as changing the Payment Status to anything beside Pending Renewal (as defined in the filter) will cause the entire list to disappear.

  1. Select all displayed records (click small box in upper left corner of list.)
  2. Set With selected “mass edit” Field: Payment Status
  3. Set Payment Status: Inactive
  4. Click Apply.

Sept 1

Update Default Membership Year on New Membership Request Form

  1. Go to Dashboard / Participant Database / Manage Database Fields.
  2. Go to Administration Info Fields.
  3. Click on greater than symbol (>) on far left of Membership Year.
  4. Change Membership Year default value to new membership year.
  5. Click on “Update Fields” button at bottom (or upper right).

Update Participant Database for New Membership Year

Change each Paid* member’s Payment Status from Paid to Pending Renewal and Membership Year to new membership year.

*These are currently active members. Now their payment status is pending renewal.

  1. Go to Dashboard / Participant Database / List Participants.
  2. Set Show only records with: Payment Status is Paid.
  3. Click Filter.
  4. Show 999 items per page (or any number equal to or greater than total number of all records in database.)
  5. Click Change.
  6. Select all Paid member records (click small box in upper left corner of list.)
  7. Set With selected “mass edit” Field: Payment Status
  8. Set Payment Status: Pending Renewal
  9. Click Apply.
  10. Set With selected “mass edit” Field: Membership Year
  11. Set Membership Year: New membership year
  12. Click Apply.