Adding a new member record
There are three ways to add member records to Wild Apricot:
Go to the Members section and click on [Add member]:
The resulting screen will contain a set of fields according to how you setup your member database (see Customizing your member database ) plus some system fields. Let's discuss the key fields:
Administration access
Administration access area allows you to set any user with administrative permission (See: Managing site administrators):
1. Account administrator (Full access) - has full access to all Wild Apricot account functions.
2. Limited access - can be set as a combination of the following 4 access types. (See: Managing site administrators) Note: this option is only available for $50 account plans and higher. (See: Pricing
)
- Website editor
- Membership manager
- Event manager
- Donations manager
System fields
System fields section contains a number of important system fields:
- Membership level - click on drop-down menu and select the appropriate member level. (See: Member levels and Group membership levels)
- Status - set it to 'Active' if you want this membership record to be activated. Otherwise you can leave it in Pending - New etc. Other statuses are usually only assigned by the system automatically depending on member record status. Note: if you assign 'Active' status, system will NOT send an automatic email with login information to the new user. In order for the system to send an automatic email first you have to save a user as 'Pending new' and then Edit user and change the status to 'Active'. In this case the system will generate an automatic email (See: Member application workflow and emails customization)
- Member since - - the join date (defaulted to today's date)
- Renewal due on - this date is automatically set based on the Renewal Policy of Membership level you have selected above. You can change it by hand, including setting Renewal to 'never' (which leaves this field empty)
- Password - is generated automatically for new records, you can change it as needed - or use [Generate password] button to generate a new one.
Mandatory fields
- Last name, First name and Email fields are mandatory fields in the system. The location and order in which these (and other) fields appear can be changed/adjusted through Customizing your member database
- Email is a mandatory field and has to be unique across all records. (If you need to enter a record without an email, a workaround is to add a dummy email like John.Amith@noemail.net and make sure to switch off all emails to this person).
Each member record has the following email options:
- Subscribed to emails - this option is available to the administrator only and it controls all automatic and manual emails
- Automatic event reminders - this option controls all automatic event reminders that are sent to the event attendees
- member e-Mails and e-Newsletters - this options controls emails sent to members manually (email blasts)
Email is the primary ID for each member and is used for members to login.
Public member profile
See Customizing member profile page for more information about it.
Other
Finally, last section has two fields: Created and Notes
Created is set automatically when you add this record
Notes field is a free-format field only accessible to the administrator. You can keep track of your phone calls, emails and faxes - or any other interactions with this person. System will also add some notes to this field for some transactions.
Once you are done, click on [Publish] button to save this record.
