Membership application

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See also Member Application Data for information on printing a completed application.

The processing of a guest's Application for Membership or Transfer requires the user to have membership editor permission and involves the following steps:

Log-in

Log-in to the SIR 102 website

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Go to the CiviCRM back-end membership database

Drupal CiviCRM Link.png

Click the CiviCRM menu link, located in the upper left corner of the website, to access the membership database.

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Determining if the applicant is already in the database

The standard guest-to-membership process is for a current member to notify the Attendance Chair with the name of the guest he intends to bring to the next luncheon. The Attendance Chair will update the luncheon RSVP's and the guest's name will be entered into the CiviCRM database. Most guests at their first meeting will fill out and submit a membership application. However, often members fail to inform the Attendance Chair of their guest. If they do notify by phone the name may not be clear or spelled correctly in an email.
The challenge for the Membership Chair in processing an application is to avoid creating a new record rather than updating a guest's existing record, if one exists.
While CiviCRM has some powerful de-duping capabilities, typically only the guest's name has been entered in the database and there is a good chance it may have been misspelled. Therefore the CiviCRM de-duping tools are not effective and a manual search process must be used to determine if the guest has been previously entered.

Perform a Simple search

CiviCRM Quick Search Box.png The CiviCRM quick search text box is located in the upper left corner of the web-page
In the quick search text box enter at least the first three characters of the applicant's last name and review the search results list for the applicant. Should the list be long typing an additional character or more will narrow the list.
If guest is found, edit his information
Click on the guest contact name to navigate to his Summary display
See #Entering the information contained on their application into Branch 102's CiviCRM membership database below
Else if a sponsor is indicated, check his sponsorees
  1. Enter some or all of sponsor's last name in in the quick search box and select him from the search results to go to his Summary display
  2. Click on the sponsor's Relationships tab and review the list of "Sponsor of" relationships for the applicant's name
  3. If the applicant is found, click on his name to navigate to his Summary display
See #Entering the information contained on their application into Branch 102's CiviCRM membership database below
Else check prior luncheon guests
CiviCRM Events Find Participants Menu.png
  1. From the CiviCRM menu select Events and Find Participants
  2. In the Event Type box enter 'luncheon', although after the first three characters the lunch type should be displayed for selection
  3. In the Parcipant Role box enter/select 'guest'
  4. Click the Search button at the bottom of the form
  5. Scan the search results for the applicant's name
  6. If the applicant is found, click on his name to navigate to his Summary display
See #Entering the information contained on their application into Branch 102's CiviCRM membership database below
Else add new individual
At this point it's reasonably certain the applicant does not currently have a contact record in the Branch membership database, so a new contact record needs to be created.
CiviCRM Contacts New Individual Menu.png
  1. From the CiviCRM select Contacts and New Individual
  2. A 'New Individual' data entry from will be displayed for capturing the applicant's information
This is the same form which is displayed when Edit is clicked from a contact's Summary display

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Entering the information contained on their application into Branch 102's CiviCRM membership database

(see #1)

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Creating appropriate relationships

Typically there are two relationships (see #2) associated with a new member:
- Employee of
This relationship is automatically created when an entry is made in the Current Employer field.
Many of the branch members have had common employers: Water Resources, Aerojet, or the military as some examples. The Current Employer field is an automatic search field such that after entering a few characters a list of matching employer names will pop-up. So for example typing in "water" will bring up multiple companies, one of which will be "CA-Dept Water Resources" which is the system standardized name.
- Sponsored by

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Creating a branch membership

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Distribute Application Information

Create member pdf

  1. See Member Application Data for details on how to generate the report/s
  2. Save the report/s in pdf format in the member application folder you've created on your computer

Distribute the report/s

  1. Log-in to the SIR 102 website
  2. Create a new or reuse an existing scheduled mailing
    1. Set From to: Membership Chair
    2. Set Recipients to: #102 BEC Current Year and 102 Committee Chairs
    3. Set Subject and message body with appropriate text
    4. Append the appropriate membership application pdf/s
    5. Send message

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References

  1. "Contacts." in CiviCRM user and administrator guide v4.5. 5th ed. Published Sep 2014 under the GPLv2+ license. Read Contacts
  2. "Relationships." in CiviCRM user and administrator guide v4.5. 5th ed. Published Sep 2014 under the GPLv2+ license. Read Relationships

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