How to populate a club with members?

Anonymous Blackbaud User

Populating the Club's Membership Group:

While the club owners are designing their site, you can go ahead and populate their membership group. The Club's membership group can be populated in the same two ways that the owner's group is populated: from the Club Information page and directly from individual contact records. These two methods are repeated below.

If the membership group is very large, however, you may wish to use a bulk-add method like query or data sync. Brief directions are given for these techniques as well, and more complete directions for data sync can be found on the Convio Customer Center.

Tip: You may wish to add yourself to the club membership roster, thus ensuring that you will receive all their email communications.

Populating Membership from the Club Information Page:

You can access the membership list and a form for adding club members directly from the Club Information page, just as you could with the Club owners group.

Access the membership list and add club members as follows:

1. If you have left the Club Information page, click Content on the top-level navigation bar, click Clubs on the second-level navigation bar, and then click the Edit icon beside the Name of your club on the Club List page to re-open the Club Information page.

2. On the Club Information page, click on the link called Manage the list of club members to access the Members page for your club group.

3. Click the Add Members link to open the screen for adding new members to the group.

4. Enter at least the following information for each member: First Name, Last Name, Email Address.

5. Click Save when your entries are complete.

Note: If your entries are already in the database, the system will locate them by matching names and email addresses and will add them to the member's group. If they are not already in your database, the system will create a new contact record for them (and add them to the member's group).

6. Click Done to return to a list of the club members.

Populating Membership from the Contact Record:

You may also populate the members group by going directly to the contact record for each member. This method may be preferable if you want to check or add other information about the contact, or if you are creating a totally new record.

1. Select Constituent360 on the top-level navigation bar to open the Contact Management application.

2. Try to locate the member by entering a name on the Find Contact screen and pressing Find.

3. If the member is found, click the View icon in the Contact List to open the contact Profile.

4. Select the Groups tab on the third-level navigation bar and add the contact to the member¿s group by placing a check mark in the box beside the appropriate Club Members group.

5. Save your changes.

6. Repeat these steps for any additional members, creating and saving a new contact record for any members who are not already in your database.

Populating Membership Using Query:

You can query your contact database and use the results to populate your club membership group. This technique may be desirable if your membership group is quite large and/or if members have characteristics in common (for example, a common city and/or state).

Note: You can also add to the Owners group using this same technique.

Use a query to populate the membership group as follows:

Build a query as follows:

1. Choose Constituent360 on the top-level navigation bar.

2. Choose Query on the second-level navigation bar.

3. Click the Create a new Query link at the top of the Query List.

4. On the Query Info page that opens, provide a Name, Description, and Security Category.

5. Click Save to open the Query Builder screen.

6. Build your query using the available fields and options.

7. Save the query.

8. Click the Run Query link and view the results.

Use the query to populate your club group as follows:

1. Click the Use Query link (shown on the Results page above).

2. In the dialog box that opens (shown below), click the radio button for "Add Query Results to an existing Group".

Note: Contact Convio support personnel for assistance if you do not have the option of adding to an existing group.

3. Choose a Group Type and a Group Name from the drop-down menus and click Go.

4. On the Group Information screen that opens, click Save to complete the process of adding the query results to the group.

5. Click on the Members tab to view the updated list of members if you choose.

Notes:

(1) You can also use an existing query to add members or owners to a club group.

(2) Do not use "Add Query Results to an existing Group" to add to other types of Groups that are set to rebuild periodically, since rebuilding will remove those members added with this technique.

Populating Membership Using Import/Export:

If you have the membership roster available in an external CSV file, you can use Convio¿s Import/Export application to add the entire list of members at once.

Use Import/Export as follows:

1. Choose Constituent360 on the top-level navigation bar and then choose Import/Export on the second-level navigation bar to open the Import/Export menu of operations. You will use the first two methods on the list:

Constituent Data Upload - use this option first to be sure all club members are in your Convio-powered database

Group Assignment Upload - use this option after using Constituent Data Upload to map the external group ID to the new club membership ID

2. Click the information link beside the operation you wish to use to access more complete directions on our Customer Center.