Touchpoint Software Documentation | Organization Member Dialog

Organization Member Dialog

Member Dialog

This dialog box contains information relating to the organization member and their enrollment and attendance within that organization. This is also where you can edit and perform other functions relating to their Member Type, Sub-Groups, Fees, and Questions from an online registration. If you add the person manually to the organization you can also manually capture those answers from the online registration. The Questions and Sub-Groups are editable. You can also create and manage sub-groups apart from online registrations.

Access the Member Dialog from either the organization page when viewing People, or from the individual person’s record under the Involvement > Current tab, by clicking the Member Type.

While this is called the Member Dialog, you also have access to limited information / actions when you click the member type for Previous Members, Guests, Pending Members, and Prospects.

See Add Questions below.

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The following tabs are across the top of the dialog box:
  • Member
  • Groups
  • Questions
  • Notes

Each tab has action buttons at the bottom of the dialog box. The actions will be different for each tab. Also, some actions are protected by a user role.

Member Tab

Attendance String

If attendance is recorded for the organization, the Attendance String will be at the top of the box. Clicking on the string opens the Attendance & Transaction History. If there is no attendance, you can access the Transaction History by clicking the Attendance link.

Member Type

The Member Type describes the role the person serves in that organization - Teacher, Member, Inreach Leader, etc. Click Edit to change the Member Type. Do not confuse this with a person’s church Member Status.

Inactive Date

This date can be used as a reference for when a person will ‘rotate off’ from serving in that organization for a period of time. For example: Deacons serve actively for 3 years, become Inactive for a year, and then become active again.

Enrollment Date

This is the actual date the person was enrolled. However, that date can be changed if you are re-creating history. A member must have an enrollment date that pre-dates the meeting date in order to be recorded present as a member. Otherwise, they will be recorded as a guest.

See also

Update Members

Pending Flag

Pending is used during Promotion, if you are using the Annual Promotion process.

See also

Annual Promotion

Pending can also be used for those who will begin serving, for example, on a committee, starting on a date in the future.

See also

Pending Members

Register Email

This is the email address that was entered when the person registered online. This may not necessarily match the email address on the person’s record. When emails are sent from the organization, and if there is a Register Email, emails will be sent to both addresses if they are different. That insures that the person will receive email relating to that organization.

Important

If mail is returned for someone, and the email address is not the same as the email on their people record, look in the Member Dialog. If they registered with a bad email, remove it from the Member Dialog. TouchPoint sends to both the personal email address as well as the Register Email, if you send emails from the organization, of from a search that includes that organization.

Fees

If the organization is set up for online registration and has fees, these will display here. These also reflect any manual transactions that have been added. See Transaction under Action Buttons below.

Total Fee
This is based on the basic fee for the registration, as well as the person’s selections during the registration.
Amount Paid
This is a real-time accounting of what has been paid for that person
Amount Due
This is a real-time accounting how much is due for that person.
Fee-Related Links

For organizations with fees, there were be one or more links, depending on the type of online registration.

View Transactions
This is a link that will open the Transactions Log showing the transactions for that person and that organization. If this is a Mission Trip, you will also see sections under the Transactions for Self-Support and Support from others.
Paylink
This link can be copied and pasted into an email if someone as lost their paylink, and is used for a member to make subsequent payments online after paying a deposit.
SupportLink

If the organization is a Mission Trip, this link can be copied and pasted into an email to allow someone to make a tax-deductible support donation for this person.

Groups Tab

If there are any Sub-Groups inside the organization, they will display here. You can check or uncheck the boxes to add or remove the member from the Sub-Groups. If the organization is an online registration, some of the groups will have been created from the answers given during the registration.

Add New Sub-Group
You can also add a new sub-group while in the Member Dialog. Enter the name of the new group in the box labeled New Sub-Group and then click the green Add New button. This will automatically add the person whose Member Dialog you are viewing to the new group.

Sub-Groups can also be managed using Group Member Management or when using Update Members. Accessing Group Member Management requires the user role ManageGroups.

Questions Tab

This will display the online registration questions, and the person’s answers. If you manually add a person to the organization, obviously, they will not have these questions and answers displaying. However, you will still want to capture their answers. Here is how to do that.

Add Questions
  • Click the green + Add Questions button.
  • Answer Yes at the prompt.
  • Then, when you return to the Questions tab on the Member Dialog for that person, all of the questions from the registration will be listed.
  • Click Edit to enter the answers to the questions.

This will not include any questions for which sub-groups were created. You edit those on the Groups tab.

Note

Menu Items: If you use this type of Question in a registration, they create sub-groups. Therefore, they are not included when you click Add Questions. The details of these selections are stored on the Notes tab, so you can enter that information there.

Notes Tab

This will display the Extra Member Info from online registrations. It is basically a log of all online registrations for that person. You can extra notes above the log.

This tab also contains some information from certain registrations, such as Menu Items. See note above.

Action Buttons

Transaction

This allows you to add a manual transaction. This can be used if a person pays by cash or check; if you need to increase or reduce the total fee that person owes, or to give a discount (like a scholarship). User role of ManageTransactions or MissionGiving is required to make manual transactions.

If the organization is a Mission Trip type of online registration, the Transaction button allows you to Add Mission Trip Support donation.

Drop

Click this button to remove the person from the organization. They will no longer display as a Current Member, but will display as a Previous Member of the organization. To drop all members (or more than just a few), use the Update Members button on the organization.

Caution

Do NOT check Delete Enrollment History! The only time you want to delete history is if you were testing and do not want to retain that person’s history.

See also

Update Members

Move

Use this button to remove a person from this organization and add them to another organization.

Tip

Some of these actions can be performed for a group of people at one time by using the Update option under the Members, Previous Members, or Prospects tabs.

See also

Update Members

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