You can get to the members' screen by clicking on the members link in the Membership section on the administration panel. You will see listed all of your members, past and present.
The filters are there to help you find a specific set of members. When you apply a filter, you will see that the list of members shown will change.
Filter by members details
Click on show filters next to member details. Most of them are self-explanatory, but here are some notes to help you:
- If you are looking for someone by name or email, you can type this into the quick search box instead. As you type a dropdown will appear with people who match. Once you see the person you are looking for, click on their name to be take to their member page
- Linked since. This is the date on which the person became linked to your organisation. Note: that won't necessarily be the same date as the date they joined the organisation (ie bought a subscription).
- List membership. This filter is for identifying who is on a particular email list (or not on any email list at all)
- Has signed in. This filter is useful for identifying members who have never logged in to WebCollect (if for example, you want to chase them to update their details).
- Authorised. If you have a membership approval process, you can filter by whether they are authorised or not. This is useful for checking whose membership application is in progress and has not yet been approved.
- Email valid. If you add a member (either via the administration panel or by importing your list), and they don't have an email address, we give them a temporaryWebCollect email address to enable them to login initially. If you are sending email to your members, you should tick "Email valid: Yes" - there is no point sending emails to their temporary email address as it won't reach them. Email valid: No (excl @temp) is a useful filter for identifying those who have given you an email address which is not valid.
- Has address. Useful if you are planning to send a snail mail letter.
- WebCollect roles. Useful to see who has access rights to the WebCollect administration panel for your organisation. Click here for more information on WebCollect roles. If you tick more than one box, then the members that will be shown in the list below will be members who match any one or more of the checkboxes you specified.
Applying multiple filters: If you select multiple filters, the members that will be shown in the list below will be the members who match ALL of the filters you specified. For example of you select Authorised: Yes and Email Valid: yes, your list of members will only show those that are authorised AND have a valid email address. If one of the filters you have selected is a multiple checkbox, the members listed will be those that have ticked any one or more of the multiple checkboxes selected AND match the other specified filters.
Filtering with partial names: In the name and email fields, you can type in part of the name or email. So if you type in Smit or mith, you will see all the Smiths. Click here for details on custom searching for partial names (e.g. all members with surnames beginning with A).
Once you have selected the filters you want, click on the filter button below to update the list of members below. Click on clear filter to view all members again.
Filter by Family details
Click on show filters next to Family/Group details.
- Family membership type. This is an old filter that the techies need to tidy up, so please ignore..
- Family name. This will give you all members whose Group Name includes the word you type in. So typing in "Smith" may give you members with the Group names Smith and Blacksmith
- Family admin. Tick yes, to restrict your list of members to just those who are a family/group admin. Note, this will not show members who are not in a group.
Filter by membership form details
If you have set up a membership form for your organisation, you can filter by any of the questions in your form.
You will see the full list of form questions that you asked. How you use the filters depends on the type of question you asked:
- Short text. Typing text in this field, will give you all members whose response includes that text. Click here for details on custom searching of results.
- Number. Typing a number in this field, will give you all members who responded with exactly that number
- Date. Complete both boxes to filter for dates within a specified period. Dates are inclusive (e.g. if you type in "Between 1st January 2012 and 10th January 2012" your results will include members that have 1st January 2012 completed for the date, and members that have 10th January 2012 completed for the date. If you leave the first date field blank, it will include all members with dates up to and including the date in the second field. If you leave the second date field blank, it will include all members with dates on or after the date in the first field.
- Long Text. Typing text in this field, will give you all members whose response includes that text. Click here for details on custom searching of results.
- Check box. Select from Yes (they ticked it), No (they unticked it) and Empty (they haven't completed that part of the form).
- Radio. Currently filtering by responses to radio buttons is not available (it's to do with some complicated techy stuff relating to sub-questions of radio buttons). Hopefully they will have it sorted soon, and we will put a note on the Home page once it's available.
- Dropdown. This will be displayed as a dropdown. You can select from the dropdown the answer you wish to filter by.
- Multiple check box: If you tick more than one option, you will see members who ticked any one (or more) of those options. For example, if you tick option 1 and 2, you will get a list of members who ticked option 1, plus those who ticked option 2, plus those who ticked 1 and 2.
Applying multiple filters: If you select multiple filters, the members that will be shown in the list below will be the members who match ALL of the filters you specified. (Note - see special rules re multiple checkboxes above).
Filter by Subscriptions held
This section allows you to quickly select e.g. "Show me the members with a current subscription". However, if you want to filter subscriptions more precisely, or you want to send subscription renewal emails or letters, then you should start by filtering your subscriptions on the Subscriptions page (from the Admin panel, click on Subscriptions top left).
Show other family members
If your organisation has family groups, you can use this section to display other family members in addition to the ones that match your filters. This is quite useful for junior memberships, where you want to have the parents listed as well. You can choose between:
- include all their family members
- include their family admins (useful if you just want the parents, not the siblings).
