How to Edit a Distribution List

You can add or remove members manually from distribution lists at any time.

To add members to a distribution list:

  1. Hover over Members on the left-hand navigation sidebar
  2. Select Manage Distribution Lists from the menu
  3. Click on the gear icon on the list you'd like to add to
  4. Select Add To This List

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  1. To add current members to the list, locate the member you'd like to add and click the checkbox
  2. Click Add Recipients to complete the process

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Note: To add contacts or new members who, once they accept the invitation and join the group, will automatically be added to the distribution list, select the Add New tab and complete the invitation process.

To delete a member from a distribution list:

  1. Hover over Members on the left-hand navigation sidebar
  2. Select Manage Distribution Lists from the menu
  3. Click on the gear icon for the distribution list you're editing
  4. Select View from the drop-down menu

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  1. Click on the gear icon beside the name you'd like to remove from the list
  2. Click Delete to complete the removal process

 

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Creating and Assigning Admin Roles

These terms define how the platform rules work in relation to admin roles and permissions:

 

Full-access Admin: an admin with the ability to create, edit, and delete all information related to the group. There is at least one person within a group with this role, and it is initially assigned to the person who created the group.  This is the only role wherein the permissions are not editable.

Admin: a person who has been assigned an administrative role within the group with view and/or edit permissions.

Role: a set of permissions defined by the full-access admin or another admin with role management permissions, and assigned to admins of the group.

Feature: a distinct service relating to a set of actions that can be taken on the platform.

Permissions: rules within each feature that determine whether an admin can only view items within that feature or whether they can also edit the items.

 

How do I create and assign a new admin role?

Each group has at least one full-access admin. This role is initially assigned to the person who created the group.  A full-access admin can assign this role to other admins as well as edit others’ permissions and roles. To help manage your organization, you can assign an unlimited number of admins and create an unlimited number of roles.

 

Important note: users with the full-access admin role (or the role management feature as part of their role) are able to remove roles from other admins, which could inadvertently prevent them from being able to manage the group. Do not assign the full-access admin role or the role management feature to anyone unless you want him or her to have the ability to revoke other admin’s roles.

  1. On the left navigation bar, click on Admins
  2. Click the Add a New Role button on the top right
  3. Type the name of your role in the Role Name field
  4. Select the features you want the admin to have access to
  • When selected, the permissions associated with the feature appears. The default permissions is set to Edit & View.
  1. If you desire to only assign view permissions, select Only View
  2. Click the Save & Close button at the bottom

 

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Note: Membership is the only admin role with a third option besides Edit and View and Only View. This role has an Assign Offline Payments permission that can also be assigned. 

How do I assign and edit an existing admin role?

  1. On the left navigation bar, click on Admins
  2. Select the gear icon for the role you’d like to assign or edit

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  • A dropdown menu of options will appear. Select the appropriate option from the menu to either assign or edit a role.

To assign the role:

  1. Click on Add this role to members from the dropdown menu

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  1. Select which member or members to assign the role to
  2. Click on Assign role to selected members in the bottom right to complete the process

 To edit an existing role:

  1. Click Edit role from the dropdown menu

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  • You'll be taken to the Role Details page. Here you can change the role name, add or remove role features by checking or unchecking the box, as well as assign edit and view functions to the role.

 

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  1. Click Save & close at the bottom to complete the process

 

 

 

Manage Bank Access for Administrators

You can selectively allow or restrict individual administrators from accessing the bank account settings. This is a good option for groups with multiple administrators who want added security when managing payment processing.

 

Follow these steps to create an admin role specific to an admin’s bank access:

  1. Select Admins on the left navigation bar
  2. Click the Add a New Role button on the top right
  3. Title your role name

Example: You may want to make the title descriptive of an admin’s permissions, such as “Bank access view only” or “Bank access edit.”

  1. Select the checkbox next to Bank Accounts
  • When selected, the permissions associated with the feature appears. The default permissions is set to Edit & View.

 

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  1. If you desire to only assign view permissions, select Only View
  2. Click the Save & Close button at the bottom
  3. On the same row of the role you created, click the gear icon
  4. In the dropdown menu, select Add this Role to Members
  5. Select the checkbox next to the member you wish to assign the role to
  6. Click the Assign Role to Selected Members button at the bottom

For more details on creating, editing, and assigning admin roles, please see Assign and Edit Admin Roles.

 

How Do I Alert Admins When a New Member Joins?

Admins whose emails are listed in the New Member Actions – Alerts section will receive an email notification whenever a member has joined your group on memberplanet or is requesting to join. This set-it-and-forget-it feature helps to ensure that your designated admins are made aware of anyone trying to join your organization. They won’t have to constantly monitor the membership database.

 

To set alerts:

  1. On the left navigation bar, hover over Membership
  2. Click on Membership Dashboard in the submenu
  3. In the New Member Actions section, select Send an Alert When a Member Joins or Requests to Join

 

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  1. In the overlay, select the checkbox next to Send an Email Alert When Someone Requests to Join the Group
  2. Type in email addresses to receive the alert and click Save

 

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Member Portal Overview

As an admin it is beneficial to understand how the platform looks to your group members. Watch the video to get an understanding of the Member Portal.

 

How to Use Smart Search in the Directory

Pro and Premium subscriptions

Smart search is an advanced search of your directory. It allows you to search deeply through your group beyond just first and last name. For example, you can search by partial address, maiden name, date of birth, or any other field of information your group collects. Admins can use it to segment search results, and they can approve its use for members to help them connect, engage, and communicate with each other. 

  1. Click on Directory on the left-hand navigation bar
  2. Select which of your groups you'd like to search within
  3. Click on Smart Search

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  1. Select Add Field to choose the fields you want to be included in your search

 

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Note: You can add as many fields for searching as you need. You can set the field to either be searched for that exact term like an email address, or you can set it to contain that word such as first name.

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  1. Once you’ve added your search fields and information click Search

 

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  1. Your results will appear in the opposite window

 

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Create a ‘Join Our Group’ Button for an External Site

As a group admin, you have many options to reach potential members, including through an external website. You can add a Join Our Group button to your site, which is one of the most effortless ways to get the word out without emailing.   

  1. On the left navigation bar, click Membership
  2. In the Get the Word Out section, select Create a Join Our Group Button for Your External Website

 

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  1. Admins have one of two options to select:
  • Choose a Button: Use the dropdown menu to select the desired button text, then click on the color of your choice.
  • Upload Your Own Image: Click the Choose Image button, and drag and drop your desired image into the allotted area, or click to browse and upload. Complete the prompts to upload and crop your image if needed, then click Get Code Snippet

Note: Recommended image size is 580 px wide or smaller.

  1. Copy the entire HTML code provided and paste it into your website builder
  2. Hit the Save & Close button

 

Each external website builder is different. Check out the customer support for your website hosting company for instructions on embedding the code.

 

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How to View Circle Members Report

The Member Circles feature is an easy way to create a small grouping of individuals in your organization. It is a type of membership level that allows one person to manage the membership account for a group of people such as a family or company account. The circle members report lists each member within a particular circle.

  1. Hover over Members on the left-hand navigation bar
  2. Select Circle Members Report

 

Glossary - Administrator Tools and Resources

 

Full-access Admin: an admin with the ability to create, edit, and delete all information related to the group. There is at least one person within a group with this role, and it is initially assigned to the person who created the group. This is the only role wherein the permissions are not editable.

Admin: a person who has been assigned an administrative role within the group with view and/or edit permissions.

Role: a set of permissions defined by the full-access admin or another admin with role management permissions, and assigned to admins of the group.

Feature: a distinct service relating to a set of actions that can be taken on the platform.

Permissions: rules within each feature that determine whether an admin can only view items within that feature or whether they can also edit the items.



How to View and Edit Recurring Payments

Recurring payments are already enabled by default when your group is set up. Recurring payments can also be edited or disabled by individual module. For example, recurring payments can be enabled for membership payments, and disabled for donations.

View and edit recurring payments

Disable a member’s recurring payment

 

View and edit recurring payments

If you want to edit or view recurring for any module, follow these steps:

  1. Hover over the section on the left navigation bar you wish to edit, then click the manage link in the submenu (For example, hover over Donation Sites, then click Manage Donation Sites)
  2. Select which event, donation campaign, or member you would like to view or edit recurring payments for
  3. On the features list, click Manage Recurring and Installment Payment Options

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  1. Edit your recurring payment options
  • You can disable/enable recurring payment options in the top row by clicking the Disable or Enable button.

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  • You have the option to choose the frequency default/custom options available to the payer: Monthly, Quarterly, Semi-Annually, or Annually
  1. Click Save & Close

 

Disable a member’s recurring payment

Members are able to log on at any time to cancel or change the settings for recurring payments. Only the member making the payment has the ability to manage his or her personal recurring payments; administrators cannot act as a member's agent for this task. Below are the steps for members to access these options:

  1. Hover over History on the left navigation bar, then click Recurring Payments
  2. Click Recurring Payments tab
  3. Click the gear icon beside the appropriate form and select View/Edit Details
  4. From the form page, members have the option to edit payment amount and frequency, or to stop the payments