Summary:
Adding Child Members or Family Groups
Organisations with Membership Forms
Inviting the Member to Login to WebCollect
Members sharing email addresses
Adding a New Member
To add a new member to the WebCollect system, from the administration panel, click on the members link in the Membership section. In the top left hand corner, click on the link "Add new member". You will then be asked for the following information:
- Unique id. If you have a membership number system, add the member's number here. The message in green will tell you the next available number to use. Note: These numbers must be unique to the member, so if you use the same number for all members in a family, don't add that here (see below for information on membership numbers).
- Title. Select from the dropdown.
- First and last name. If the member is already a member of WebCollect via another organisation, we won't change the name we already have. You can't edit these once the member has logged into their account - only the member can.
- Email. We strongly recommend you add their email address. They will use it to login and we will use it to identify them. If you don't know or they don't have one, leave it blank and we will give them a temporary WebCollect email address, which they can use to login initially.
- Home, mobile and work phone numbers. Again if they are already a member of WebCollect, we won't change the numbers we already have for them. You can't edit these once the member has logged into their account - only the member can.
- Date of Birth. Again if they are already a member of WebCollect, we won't change the date we already have for them. You can't edit this once the member has logged into their account - only the member can.
Adding Child Members or Family Groups
Add the adult first (even if they are not actually a member of your organisation). After saving, click on the "Create group" link (top right). You will then be taken to the Family screen. For each additional group member, add their first and last name (and email address if they have one).
Once you have added all the group members, click on "proceed to family/group details". You will then be asked to complete their phone numbers, address and membership form details (if you have a membership form). When you have finished, click on the "Proceed" button (bottom right).
Hot Tip: Add family members as a family group, even if they have individual subscriptions. It makes life easier for the members as they can view / renew each other's subscriptions.
Family admins: The first member you add will automatically have administrative rights over the whole group. This means they can edit the details of other members of their group and buy/renew subscriptions on their behalf. If you want other members of the family to also have administrative rights, when you are adding them on the family screen, tick the box "Family Adm".
Adding a new member to an existing group
To add a new member to a group, first find the group by going to the members page for one of the existing members of the group . Then click on their group name (top right) to go to their group screen. Type in the new member's name and email address (if you have it).
Once you have added all the new group members, click on "proceed to family/group details". You will then be asked to complete their phone numbers, address and membership form details (if you have a membership form). When you have finished, click on the "Proceed" button (bottom right).
Membership numbers
For those organisations who use a membership numbering system, you can continue to use this in WebCollect. There are 2 types of membership numbers:
- Unique id. Use this if each indivdidual person has a unique number. You can assign new members their unique id when you add the members (see above)
- Membership number. These are tied to the subscriptions. Use this if you want each family membership to be given a number. When a member purchases a subscription, on the member's page in the administration panel, edit the subscription and you can assign the subscription a number.
In both cases, the system will tell you the next available number you have to use, so you know where you are up to with your numbering. Note: this only applies if your numbering system is numeric. If you use an alphanumeric system (e.g. AB0001), then the next available number feature won't be available.
Adding Addresses
Once you have added the member, after saving, click on the "new" button under Addresses to add an address for the member.
Authorising Members (if you have an approval process)
Once you have added the member, after saving, you will see a link (top left) to "authorise now". Click on this to authorise the member.
Organisations with Membership Forms
Add the member. After saving, you will see in the centre section of the page the membership form for your organisation. Click on the edit button to fill in the details.
If you want the member to fill out the membership form, you will need to invite them to login to WebCollect - see section below for details. When they click on the link for your organisation, they will be asked to complete the application process. At this point they will be presented with your membership form to complete.
Inviting the Member to Login to WebCollect
Once you have the member set up on the WebCollect system, ideally you want them to start using it! The best way to do this is to send them an invitation email.
Members sharing email addresses
We use email address as the unique piece of information to identify members. If you have members (e.g. couples) who share a family email address (e.g. family@thesmiths.com), when you add the members, put the shared email address on the person who you want to be the family admin for the group. Leave the email address blank for the other family members - they will be given a temporary WebCollect email address so that they can log in. For family groups, emails sent to remind members to renew subscriptions etc, are sent to the family admins.
