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Member Manager Help/User Guide

Getting Started Customizing your Member Manager Site

Note: Print a copy of this Tutorial as a way to learn how to use the site customization functions.

Site Customization

The Site Maintenance dropdown is normally only seen and used by the Administrator. These are the functions that determine what the site looks like and how it works. These are set once and modified seldom.

We will go through them in the order you might use them instead of the order in the dropdown.

Site Settings

The Site Option Settings at the top of the screen are optional settings that apply to the whole site. The Site Color Settings the bottom half control the site color settings.

The Club Name field is used as the heading for reports and should be the name of your organization. It is also used in the site heading if you do not have Hide Club Name checked. If you have a full width banner, you will want to Hide the name.

Member Photo Height (100, 200, 300 or 400 pixels) controls the size the member photos which are automatically resized during upload. If the uploaded picture is larger than the specified size, then it is resized. If smaller, it is not enlarged, but shown as is because enlarged photos do not look good.

Checking Site Security causes all data transmissions over the internet to be encrypted via HTTPS as is used by all Financial sites. It is for use if secure transmission is a strong concern of your organization however it can cause your site to run slower than if it is turned off.

Club Alert Contacts - An administrator uses this to identify members to receive emails from Member Manager concerning things like feature additions, upcoming renewals, etc. At least one administrator must be identified, but any members can be specified. In the above two examples for instance, the club trainer might be identified for new features and the Treasurer identified in order to receive the site renewal emails.

The Site Color Settings allow you to tailor the look and feel of your organization's Member Manager site. Below are samples of different looks that can be achieved through use of Edit Site Settings and Upload Site Logo.

The Preview and Undo buttons (see below) allow you to make changes and see the changes without actually applying them. The Submit button makes the changes permanently. There is no Undo after Submit.

To change a color, click on the associated color palate icon to open an array of colors allowing you to click on the color you want.

The numbers in the fields are the Color Code. We do not expect you to know these color codes, so we have provided the color palate icon (to the right of the Color Code). The box to the right of the color palate icon displays the current color to avoid confusion as to which field is for which color.

If you want colors other than those in the palate, you can type in any color code you want. The code is made up of  three 2 digit numbers in "hexadecimal". Hexadecimal numbers work just like decimal numbers except each digit has 16 values (0-9,A,B,C,D,E,F). One is 01. Nine is 09. Ten is 0A. Fifteen is 0F and Sixteen is 10 and so on.

#000000 => Black  (Think of it as Black is "no" color, i.e. all zeros.)
#FFFFFF => White  (and White is each of the three colors turned on all the way, i.e. all F's.)
#FF0000 => Red
#00FF00 => Green
#0000FF => Blue

For example, note the settings in the example above.

  • The Main Background Color is set to a cream/tan color (#FFFF99).
  • The Club Name Color and the Menu Bar Background Color  happen to be set to the same green which is #337700. They could be different colors.
  • The Main Body Text Color is set to a dark blue (#000033) to stand out from the background.
  • The Menu Text Color is set to a white (#FFFFFF) to stand out from the menu bar background color.
  • The text in the Club Name box (Your Organization, Any Size...., etc.) is how you set the name that will be shown at the top of the screen next to the logo. If you supply a banner logo to go all the way across the top, you can leave this field blank.
  • The Border Color is also used for the color of "hyperlinks" in the middle of a page like the email addresses in View Members.
  • You can set the size of the Club Name and/or Main Body Text via the two Size Boxes.

Beware, if you happen to make the text color and the background color for a given area (i.e. Main Body Text Color and Main Background Color the same color) the text will be invisible. Just use the image to the left to see which field is which.

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Upload Site Logo

Use Upload Site Logo to upload the graphic you want to have in the upper left of the screen to represent your organization. To upload your logo, click on the Browse button and navigate to the location of the logo on your PC and click on Open and then Submit.

Note before you upload your logo: Member Manager will automatically resize your logo, but to improve download speed and quality, resize your logo first in a photo editor to a height of 150 pixels. If you want your logo to be a full width banner, create it with a width of 780 pixels and a height of 150 pixels or less. If you make a full width banner, check the "Hide Club Name" box on the Site Settings screen in the Site Maintenance dropdown.

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Custom Data Fields

This function allows administrators to create, edit and delete custom data fields. This is for fields that are not provided by default by Member Manager and will be needed for your type of organization. For some it could be the Date Joined (service club), Medications Taken (medical support group), Parent's Name (adolescent sports team) or Child's Names (PTA) (if you are not using Group/Families for that function).

To add a new field, click on +Add Custom Data in the menu bar above and then:

  • Name the data being collected
  • Specify whether the member can change the data
  • Specify whether the data in this field is visible to other members
  • Indicate whether you want the user to:
    • Type the data in
    • or Select the data from a list.

      If so, then:
      • Specify whether they may select only one or multiple items on the list
      • Click Add New Option to add each option and enter the name in the field
      • Click the box with the "x" to remove any extras
  • When finished, click on Submit in the menu bar.

Clicking on Submit causes the field to be created for all members but it is empty. To set values for the custom data field, use either Edit via Members or use Upload Member Data.

Custom Data Fields will be added to the bottom of the View Member screen. To specify the order of fields and whether they will show up at all or not, use the Reorder Fields function, below.

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Reorder Fields

The Reorder Fields function allows you to reorder the fields in the View Member and Add/Edit Member screens. When you create Custom Data Fields, you may not want them at the bottom of the list or you may want to replace existing fields with different fields. For example, some organizations will want to add business (or snowbird) addresses.

With Reorder Fields you can make your new fields appear interspersed with existing fields in any order you want. As another example, one organization may want the year to appear with the birth date and another may not want it to appear. Currently, at customer request, we show the year with the anniversary field but hide the year with the birth date field. In the example below, the organization hid (using Custom Data and Reorder Fields) our two date fields and replaced them with their own Anniversary Date and Birth Date custom fields. Note that with custom data fields you can replace fields with your own version (Birthday, Anniversary) and if you want the field to be Spouse/Partner instead of Spouse, you can do that too. Instead of renaming the standard fields, you just replace them with custom data fields you want.

In the Reorder Fields screen (shown below), use the dropdown to move the fields.  The fields move by swapping. For instance, the dropdown is on State right now in the picture below. If you select OfficeID from the dropdown, OfficeID would move to field 10 and State would move to field 13. It is very easy to set up your screen if you start in the upper left and work your way down and over. 

Note also that in the dropdown, there is an option "Do not display State". If that is selected, then State is not displayed and a blank line will appear there. In the case of replacing the birthday and anniversary fields, and if you wanted no gaps, you might put them at the bottom and set them to "Do not display". However, if you wanted a separation between Email Address and Office ID, you could put one of the non-displayed fields there.

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Upload Member Data

Use this option to quickly load members into a new Member Manager site from an existing database or spreadsheet or to make mass changes to member data. It can also be used to add people to a Group. If the Group does not exist or the Relationship does not exist, it is automatically created.

Note: You must be very careful using this function. The changes are irreversible except individually through Members or a correcting upload.

  • Whether a member record is updated or a new member is created depends on the First Name and Last Name fields. If the uploaded First Name and Last Name exactly match an existing member, the existing member is updated. If there is not an exact match in the existing members, a new member is created. A log is displayed indicating whether each one was updated or created.
  • When making mass changes or creating a group or adding people to a group, make sure you "skip" all columns you do not want updated and delete all the rows for members you do not want updated. Leaving a blank column selected or having blank values in rows (members) will cause that data to be erased.

Uploading Member Data is an easy three step process:

  1. Create a spreadsheet with the member data you want to upload and use "Save As" to save it as a ".csv" file or ".tsv/.txt" file.

    (Note for Mac Users: If you are using a newer version of Office for Mac, use "Save as:" = "Windows Format for text (.txt)".)

  2. Upload the file to your site using Upload Member Data which will process the uploaded file and add or change the member specified in each row.
  3. Lastly, send a "startup" email to all uploaded members

Step 1: Creating the spreadsheet:

Probably, someone in your organization already has a spreadsheet of names and addresses (with the first name and last name split out into two columns and the address split out into four separate columns: Address, City, State and Zip).

You can get a template/example file by clicking on download example file and saving it. This is a "Comma Separated Values" file (i.e. .csv) but you can also use a "Tab Separated Values (.tsv or .txt) file with Upload Member Data. To get one, you use the File -> Save As option in Excel or in your simple text editor.

Preparing the spreadsheet.

Your spreadsheet should have one row for each member and one column for each data value you want to upload into the Member Manager fields. The upload function takes the data from one column in the spreadsheet and puts it into one field in Member Manager. Therefore, it helps in preparing your spreadsheet to look at the fields in the View Member screen (or UploadExample file) and match your spreadsheet columns to those fields. It is easiest for you if the first row of the spreadsheet contains a column heading .

    Note: Another way to ensure the fields (columns) are correct is to first create a Custom Report with all the fields you will want to upload and then use Export Report to download a file to use as your template. See Export Report Data for more information.

    If you are trying to create or make changes to a Group, select "report on Groups" when creating your export report and in addition to First Name and Last Name, include the fields Group Name, RelationshipName and/or Family.

It is not a problem if extra columns exist since you will direct Member Manager to "skip" the columns you do not want to upload/update.

First and Last Name - You must have "first name" and "last name" columns, of course. Based on these two values, when the file is processed, if the member already exists, the data you selected will UPDATE the record for that member. If the member does not already exist (i.e. the First and Last names is not exactly the same), a new member will be CREATED.

The Date Columns - Upload Member Data accepts the Birth date and Anniversary date fields in several formats, but it is safest to use the yyyy-mm-dd format. In Excel, it is difficult to get Excel to keep that format. It is best to precede the field with a single quote, i.e. 'yyyy-mm-dd so that Excel treats the field as a text field instead of as a date field.

Usernames and Passwords - Note that in Member Manager, the Usernames and Passwords are restricted to alphanumeric characters, i.e. a-z, A-Z and 0-9 only. Having invalid Usernames and Passwords will cause the upload to halt with all the updates made before the invalid Username or Password was encountered. If you choose to not upload Usernames and Passwords when creating new members, the Password will be set to the word "changethispwd" and the Username will be set to the part of the member's email address before the @-sign and with all non-alphanumeric characters removed and with all characters set to lowercase. (i.e. an email address of "Tom.Thumb-Foote@MemberManager.Net" would result in the Username being set to "tomthumbfoote".

The Upload Member Data function can be very useful, for instance, if your local Area Code changed, you could download your data using a custom report, use a spreadsheet to update all the Area Codes to the new numbers and then turn around and upload the modified phone numbers without affecting any other member data. Only the members specified in the spreadsheet will be updated and only columns not "skipped" (see Step 3) will be updated.

Now you must save the spreadsheet as either a .csv or .tsv or .txt file.

  • Use FILE - SAVE AS
  • The bottom input box says "Save as type:". Set this dropdown to
    ".csv (Comma Seperated)" or "Text (.txt or .tsv, i.e. Tab delimited)".
  • Clicking on SAVE will save the file with the same name as your original file.
  • That's it. In the next step, you will direct Member Manager to upload this special file.

Step 2: Processing the uploaded tab delimited file:

The field names in the left column are from the first row of your spreadsheet. 

The right column dropdown fields are the fields available in Member Manager.

The existence of (a guess) indicates that the program thinks it has found the matching field. This is done to save you work. Be sure to check that the guesses are correct.

For each of your fields (the left column) select, via the dropdown, the corresponding Member Manager field that you want the data put into. For fields you have that have no corresponding Member Manager field, or that you do not want to ignore any data in that column, select "skip".

Note: Updating can wipe out data also. If you re-upload Usernames and Passwords, you may reset passwords already set by members. Usernames and Passwords are set to "skip" by default and need to be changed to upload them. If you are updating and you accidently select a column in the spreadsheet that is empty, the corresponding field in the member records will be wiped out. Make sure you set the dropdown to "skip" for any fields with "a guess" and other fields you do not intend to update.

If your spreadsheet does not have column headings in the first row, uncheck the box to indicate Member Manager should use the first row.

If you are not uploading a Password column and any members are "created" the initial/interim password is set to "changethispwd".

If you are not uploading a Username column and any members are "created", the Username for the new member is automatically set to the part of the member's email address in front of the "@" with all invalid characters removed.

Note: Member Manager Usernames and Passwords should contain only letters and digits, i.e. the characters a-z, A-Z and 0-9.

When you are ready, press Submit and your data from the fields you selected will be uploaded into Member Manager creating a new member (or updating an existing member) for each spreadsheet row.

Step 3: Sending the "New Member" Email:

The only time you need to do Step 3: is when you uploaded initial member information instead of creating them one by one.

When you manually create a new member, a question comes up saying "Do you want to send an email?". Because you used upload to create the new members, this did not happen,  so you need to manually send the equivalent email. To do that, follow these steps:

  • Use + Add Member to create a dummy new member (or really add a new member) with a dummy email address (i.e.
  • Say "yes" to sending the "new member" email.
  • When the "new member" email window is open,  temporarily save the email text into  Word, Notepad or something similar.
  • Complete the new member process.
  • Delete the dummy member.
  • Use Email Members to open an email addressed to all members using the To: button and Select All.
  • Copy the "new member" text from where you saved it, into the new email, personalizing as needed.
  • Then send this email and it will go to all members.

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Website Pages

The Website Pages feature allows an organization that does not currently have a public website to use Member Manager to provide a basic website in addition to providing the secured Member Area for their organization. Shown is an example of an organization with Website Pages having a Home page, an Officers page, an Events page and a How to Join page within a dropdown menu called Main Menu.

An Administrator can create as many Website Pages and menus ("Main Menu" in this example) as desired. Creating, Editing and Deleting Website Pages is very similar to other Member Manager functions. You select Website Pages under Site Maintenance and then pick a page to edit or delete or use +add Website Page to add a new page.

To create your Website Page, you specify a name for the page. Then you specify whether the page is visible:

  • Only before someone logs in
  • Only after someone logs in, i.e. Member only information
  • Both before and after logging in, i.e. you don't want to make your members log off just to see the page
  • Neither - Under construction - The administrator can use this mode until the page is perfected and then specify one of the other modes

You also specify the menu that the page should be shown under. To add more menus, use the + Add Website Menu button in the menu bar above. Pages are listed in the Menu dropdowns in the order created, so if you want to move the Officers page to the bottom of the list of pages in the dropdown:

  • Open the existing Officers page and use the Select All button to select all of the page
  • Use CTRL-C to copy the page into the clipboard
  • Select Website Pages and +Add a Page to add another page
  • Name it Officers2, for instance
  • Use CTRL-V to paste the clipboard (the whole page) into the new page
  • Press Submit to save the new page and verify the page is as you want it
  • Go to Website Pages and Delete the old page
  • While still on the Website Pages screen, select Edit to edit the Officer2 page and change the name to Officers and press Submit and you are done.

Moving Existing Website Pages

You can copy and paste existing web pages into Member Manager with good results, depending on how complicated the page was and what it was originally built with. In many cases, after the copy and paste, you may be all done. If the page was complicated, what follows may seem like a lot of work, but when compared to re-creating the pages from scratch, it may be a lot easier. Whatever you can salvage from the old page will make it easier for you.

  • In the original location, you use the Windows (or Mac or Linux) copy to get the content into your OS's clipboard.
  • You then use one of the three Paste buttons in the Member Manager Webpage Editor to paste the old webpage content into a Member Manager web page. The paste button tries to clean up the residue in the original page.
  • Note: the copied page may look good, but the Copying merely copied the links to items like images or pdf's, etc.. If the original webpages are going away (like your old website for instance), you also have to download these items to your PC and then upload them, one by one, into Member Manager.
    • To copy to your machine, right-click on the image and use "Save image as .." to save it to your machine - your Desktop for instance.
    • You then upload the image into Member Manager. (See the tutorials below for how to upload images, etc.) Once the images are inserted into the new webpage (i.e. are uploaded), you can then delete the image from your PC.
  • If the new page looks all screwed up you have several options:
    1. You can try to fix it in the Text Editor. This has a 50-50 chance of being successful, again based on what it was built with and how complicated the original page was.
    2. You can use the Text Editor's Source button and go into the HTML and fix it yourself, if you can edit HTML.
    3. You can use the Select All button and then the Eraser button (which means Erase-All-Formatting) and then re-apply formatting to the page. At least you have all the content. You can also select a part of the page and Erase, but that can get messy.
  • Success depends on what the original page was built using. If it was built using Word or a tool like DreamWeaver, you will likely have problems because they use so many of their own widgets that cannot come over. You just have to try.
  • In many cases, again, depending on what it was built with, you will try #1 and then #2 and give up and use #3.
  • Also, you have to individually upload all pictures into our web page files. After the pasting, the images will look good, but the pasting just copied the links which referenced them to the original location and when that goes away, there will be a broken link. To upload, you first have to go to the old webpage and to the image and using a right-click, select "Image save as" to save it to your machine for the upload.

Using the Text Editor

To create the HTML content for your page, you use the same text editor that Member Manager uses for other functions. You type in your content, formatted the way you want, just as you would in any word processor. After clicking on Submit, you can see what the page looks like without having to log out and go look. Note that your organization's default "Main Body Background" color and "Main Body Text" color (from the Site Settings screen) will replace the white background and black text color unless you actually set them to something else. If you want something else, set the "Style", "Font" and "Size" for your text.

As you probably already know, pressing ENTER creates a 2 line carriage return. If you want to have typing on the next line, use Shift-ENTER (as with most word processors).

If you already know how to create websites and write hypertext, you can use the text editor's Source button to get at the HTML code. You could also paste hypertext into the window from another web editor (the width of the available area is 700 pixels). If you paste formatted text from Word, use the "Word Paste" button in the upper row.

Here are some tips on using the text editor to format web pages in Member Manager:

  • If you make a mistake, use Undo. Once you press Submit, the changes cannot be undone.
  • If you are in a position where Undo or Redo won't help, do not press Submit, but instead, re-open the Web Page for editing and you will be back to the last saved version.
  • In general, formatting will be easier if you start with a blank page than it is if you paste in existing HTML from another page and then try to edit it. If you do paste in content from another page and are having trouble, use the Select All button and then (next to it) the Remove Format button which removes all formatting but leaves the content.
  • If you know HTML, you can directly edit the HTML code by clicking on the Source button (and click on it again to come back to the normal view).
  • If you do not know HTML, it is best to start with a blank page and just type in what you want, where you want it. Format the text just like you would format text in a program like Word.
  • Making your website pages be the same as all the other Member Manager pages.

    • Text not inside a table - If you do not specify any formatting, the font color, size and background will be the same as in other Member Manager pages.

      There are two text styles Body Text which is the Member Manager default and Body Text Lg which is the bigger one used in Member Manager. You can highlight the text and use either of these styles or you can use the font, size and color options to make it whatever you want.

    • Links - To make the links on your pages be the same as on our pages, do the following:
      • Type the text you want on the user to click on, i.e. "Click Here", "Main Website", etc.
      • Then highlight that text with your mouse
      • Then select the editor icon that is a globe with a chain link 
      • Specify the link, i.e., etc.
      • Press Enter.
      • Immediately, while the link is still highlighted, select the Style Body Link.
      • Done. After submitting the page, the link will look just like one of ours.

    • Text inside a table - Tables, by default, have a grey text after Submitting the page. To fix this:
      • Highlight all of the text inside one cell and then select the Style Body Text or Body Text Lg
      • You have to do each cell individually.
      • When you submit the page, the text in the table will be the same as on our pages.

    • Or, you can:
      • Click on the Source to switch into Source Code View
      • Find the start of the table <table ...>
      • Find the "<tbody>" after the <table ...> statement and make it <tbody class='bodytext'>
      • Press the Source button to return to the normal view

For information on inserting images into your Website Pages, click here.

The Website Pages feature is only intended to provide basic web pages for your organization. For more complex pages, use a web hosting service and make the site point to your Member Manager site as the secured Member Area.

When adding or editing a page, you can choose whether to have the page be visible outside the member area (normal and default) or inside the member area (you can add pages inside the member area other than the ones we provide, or both.

Welcome and Web Page Tutorials

The Welcome Page and the Member Manager Web Pages are created the same way. We have several tutorials to demonstrate different parts of creating a web page in Member Manager.

Click on the Tutorial you wish to view.

  • Web Page Basics -
    • How to add a Web Page
    • Inserting Text
  • Adding Links to a Web Page -
  • Adding Images to a Web Page -

That's it! A very simple, but powerful, feature!

If you still have questions, send a question to the