Manage Your Member Database

How Do I Access My Member Database?

You can access your member database on the platform through the members module, as well as export your database to an Excel spreadsheet for full editing and sorting options for your data.

Features:

View your member database

View a member profile

Export to Excel

View your member database

1. On the left navigation sidebar, click Members

• This shows a searchable view of your member database. You can view members or contacts, as well as search and filter by Member Type and Status. These options allow you to easily target a specific member category.
• Member statuses define what members can do in your group and where they are in the join process. The definitions are clearly listed in the platform database along with column headers, so you and your admins can gain an understanding of how these affect the way that members interact with your group. The actions you have available in the database are also contingent on the member status. Hover over the question mark next to the Status header and the member status definitions will appear.

2.  Click the View All Members button on the right side of the page to view your member database

Admins can sort the database by clicking on any of the headings and view by alphanumeric, ascending, or descending order. They can also filter via the dropdown menu.

To sort members by status, including lapsed, click on the Status dropdown menu and select Status: Lapsed.

View the member profile

The database is the place where you can view a member's profile. The profile will list member information, such as email addresses, the date the person joined your organization, membership level, member activity, and more.

1. On the left navigation sidebar, click Members

Your database will display your active members as the default view.

2. Click the name of the member whose profile you wish to view

The member's profile will be displayed. On the profile, you can click through the tabs to view activity, notes, and documents. You can also edit a member's info or reset the password if needed.

Export to Excel

For more advanced sorting and filtering options, including pivot tables as well as a more expanded view, we recommend you download your member database as an Excel spreadsheet.

1. To download your database as an Excel spreadsheet, click View All Members in the upper right corner of your database

2. On the following page, click Download All Members

• A notification will appear to inform you that the system is preparing the file, and you will be notified by your email on file with it is ready to download. (Subject line: Your member roster file is ready)

3. Click Back to Member Database  and Back to Search on the following page to continue using memberplanet's tools while your file is generated

• • Dependent on the number of records, your file can take a little bit of time to be generated, please be patient

4. From your database, click View Downloads to view your downloaded file request. Your file will be date and timestamped

5. Click the Download button. The Excel file will download to your computer.

How to Create a Distribution List

We know group leaders don’t communicate with all members or other admins in the same way. Sometimes you only want to send an email to a specific set of people. Distribution lists give you the option to send customized content to each subgroup or grouping of people you create. Creating distribution lists of those you most frequently communicate with also saves time on email or text message sends. To use a distribution list for an email or text message, you must first create one.

1. On the left navigation sidebar, select Members
2. Click Manage Distribution Lists
3. Select Add a List button on the right side of the screen
4. Title your list and click Next
5. Populate your list by checking the box beside the name you wish to add

There are three tabs to populate a distribution list:

Choose Recipients: Select current members and contacts. Contacts don’t have the ability to log in to the group, and can’t engage with the memberplanet community. They are only available to receive information sent to them by the group admin.

Choose Lists: Use previously created lists to quickly select a batch of recipients.

Add New: Invite new members or add new contacts. You can upload a list of current members, which will be added to your distribution list; this will not create duplicate profiles. Learn more about the difference between members and contacts.

6. Finalize by clicking Add Recipients or Add Members/Contacts

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

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

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

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

Request Member Profile Updates

A member profile stores member information. Members can occasionally change their personal information, such as address, phone number, and name. This can be a hassle when trying to maintain an accurate database. We recommend periodically requesting profile updates from your members throughout the year. The Request Profile Update feature allows admins to request up-to-date information from members via email, sending them directly to their individual record page where they can edit their information fields. They won’t even need to log in, and the data will automatically populate to their member profiles in the database without any additional administrative management.

Generic fields like "phone," "email," and "address" will automatically be included, but you can also add additional custom fields to gather information your group may need, such as dietary restrictions, emergency contact, and the like. (Learn more about adding custom fields.) Admins who have necessary permissions can request member updates and edit member information.

Request a profile update from an individual member

Request member profile updates from all members

View profile update email history

Manually update member profile

Request a profile update from an individual member

1. On the left navigation bar, select Members
2. Type in the Name or Email of the member you wish to search
3. Click Search
4. Click on his or her name, or click the gear icon and select Member Details
5. Select Request Profile Update (located under his or her photo)

6. Customize your profile update email 
7. Send email

Request member profile updates from all members

1. On the left navigation bar, click Members
2. Click Request Member Profile Updates in the submenu

3. Customize any text in the subject or info sections by clicking on them

• In the pop-up that appears, make your edits, then click Save.

4. When you have finished customizing the email, click the Choose Your Recipients button at the bottom right

The next screen will list your members. 

5. Select the checkboxes next to the recipients or click Choose a List to use an existing distribution list

6. Click the Send Email button at the bottom right

View profile update email history

Full tracking available on Essentials, Pro, and Premium subscriptions

To view who has gotten your request, opened it, or has completed the request, follow these steps:

1. On the left navigation bar, click Members
2. In the submenu, click on Profile Update Email History

• From here, you will be able to see a general number of how many were sent, opened, and updated.

3. To view full tracking on the Essentials, Pro, and Premium subscriptions, click on the gear icon and select View Tracking Data from the dropdown menu

• This will open an expanded view of each individual’s profile update tracking.

4. To export the data to an Excel spreadsheet, click the Export button on the right side of the page

Manually update member profile

If you or any other admin is manually collecting updated member info and would like to update a member’s profile, you can do so by following these steps.

1. On the left navigation bar, click Members

• The page will display your member database.

2. Select gear icon to the right of the member name
3. Select Member Details in the dropdown menu

4. Click Edit in the section you wish to make updates

5. Make edits and click Save Changes when finished

Create a List Sign-up Form

Your List Sign-Up forms lets people sign up for your communication/mailing list. The lists allows admins to know who would like to receive email updates about the group. For example, a PTA may want to send announcements regarding specific information (carnival volunteer times, messages from the principal, etc.). This feature allows individuals (whether members of your group or not) to sign up for the announcements that pertain to them.

This feature uses distribution lists to specify what lists people can sign up for. If you haven’t already, you’ll want to create distribution lists for your group to make it easier to not only send announcements, but also to give your members the opportunity to sign up for them. Learn more: How to Create a Distribution List.

1. Hover over Members in the left navigation bar, then click Add a List Sign-up Form in the submenu
2. Give your form a name (Example: PTA announcements)
3. Select the distribution list(s) you want to allow members/contacts to sign up for

4. Click Next
5. Customize your page by selecting colors, adding a banner, and/or adding additional fields to your form

• Custom fields can be added by dragging and dropping your desired fields from the left-hand menu options.

Note: At a minimum, you must have required fields for first name, last name, and email address. Any addition information you choose to collect via custom fields can only be viewed in the form responses.

6.   When finished click Save & Publish Now

After you have published your list sign-up form, you'll be taken back to the screen that lists more features to manage and optimize your form. You can get the link to your form by clicking Copy or Customize the Form URL. You can share the link or put it on your website. 

Note: Those who choose to join your contact list will not be added to the member database and will not have member accounts on memberplanet or in your group.  

Edit Group and Member Privacy Settings

One of our top priorities at memberplanet is the security of our users. The privacy settings allow users, whether admins or members, to adjust the settings to match personal preference for themselves and the groups they manage.

How to change your Personal Privacy Settings:

1. Click on your profile name in the upper right corner to display your account menu
2. Select Edit My Profile
3. Click Manage Privacy on the right-hand side of the screen
4. Choose the fields that you wish to share or hide with other admins or members

5. Click Save

How to change your Group Privacy Settings:

1. On the left navigation sidebar, click Group Site for setting your group profile's privacy settings

Note: These pages will allow you to show or hide Group Site or member information.

2.    Click Edit Privacy and choose the visibility setting for your group

Group Settings: You may also remove membership requirements, enabling members to join without an invitation or approval by the group leader.

Data and payment processing security

At memberplanet, we take data and payment processing security seriously. Security is enforced on multiple levels. Only group admins with specific permissions have access to the Collect Payment function, and the payment information is transmitted securely via SSL, encrypted and tokenized on the memberplanet servers.

For more information, please our Privacy Policy, Terms of Use, and Partnership Plan.

Glossary - Manage Your Member Database

Member database: the core of your group where all variable data is stored and updated when an action is taken on the platform.  

Members: the people in your organization who have the ability to log in to the member portal of your memberplanet group, and can engage with other members in your group.

Contacts: people you communicate with but are not members of your group. Contacts don’t have the ability to log in to the group and can’t engage with the memberplanet community. They can only receive information sent to them by a group admin.