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Members Tool Database

George Hirsch
Updated

Create groups and manage members with the Members Tool Database in Church Sites.

*Note: This database works in conjunction with the Members Celebrations Tool. Information must be entered in the database before this tool can be placed on a page.

Add a Member

  1. Go to Site Manager.
  2. Click People.
  3. Click Members.
  4. Click Add Member.
  5. Type the Member Name, First Name, and Last Name in the required (*) fields.
  6. Type any additional information that you would like to include in the optional fields. 
    1. Select a US State/Canadian Province or type a State and Country in the For Other Countries fields. 
    2. Click to select from the following options: 
      1. Do not show member's phone number in Member Search results on website/Show member's phone number in Member Search results on website
      2. Do not receive weekly emails/Receive weekly emails
      3. Do not receive mass emails/Receive mass emails
      4. Do not show member's email in Member Search results on website/Show member's email in Member Search results on website
    3. Select Event Categories for Weekly Email: All Categories or Select Categories from the available options.
    4. Click to select a mass email option:
      1. Member cannot use mass email tool/Member can use mass email tool 
      2. Select which group(s) this member can send mass emails to. If you leave them all unchecked, this member will be able to send emails to all groups.
    5. Select an Image.
    6. Type a User Name and Password and Confirm Password.
    7. Type any additional information in the Notes field.
    8. Select the groups the member is associated with under Belongs to these groups.
  7. Click Submit New Member(or click Back on the top right to discard changes and return to the Members screen).
  8. The new member will appear in the Members list.

To edit, simply click on the member's name. To delete a member, click the trash icon to the right of the member's name. 

Actions Menu 

Select from the Actions menu on the Members screen to:

  • Add a Group
  • Approve New Member Requests
  • Add User Defined Fields 
  • Import Members
  • Manage Account Management Settings 
  • Add Member Birthdays
  • Add Member Anniversaries

Add a Group

  1. Go to Site Manager.
  2. Click People.
  3. Click Members.
  4. Go to Actions.
  5. Select Groups.
  6. Type a Group Name.
  7. Click Add Group (or Cancel to return to the Members screen).

Registration Requests

  1. Go to Site Manager.
  2. Click People.
  3. Click Members.
  4. Go to Actions.
  5. Select Registration Requests.
  6. Review requests pending approval in the Approve New Member Requests screen.
    1. Approved/Not Approved
    2. Rejected/Not Rejected
  7. Add Notes.
  8. Click Submit Changes (or Back at the top right to discard changes).
  9. The user will receive an email regarding their approval status.

User Defined Fields

  1. Go to Site Manager.
  2. Click People.
  3. Click Members.
  4. Go to Actions.
  5. Select User Defined Fields
  6. Select Add Field to add a custom field

Import Member Data

  1. Go to Site Manager.
  2. Click People.
  3. Click Members.
  4. Go to Actions.
  5. Select Import Member data.
  6. Click download your members. Make sure the columns in the Excel spreadsheet are in the correct order and that the first and last columns (Filler "x") do not contain any blank entries.
  7. Save the Excel file as a .xls or a .xlsx file.
  8. Click Choose File.
  9. Select from these options: My file does not have a header row or My file has a header row
  10. For new records that do not have a matching ID already in the database, select from the following options:
    1. Do not create random User Names and Passwords if those fields are left blank in the import file
    2. Create random User Names and Passwords if those fields are left blank in the import file
  11. For existing member records that have an ID match already in the database, select from the following options:
    1. Do not overwrite the User Name and Password if new values are included in the spreadsheet or if the Random User Name and  Password box above is checked and the import file doesn't include a User Name and Password or Overwrite the User Name and Password if new values are included in the spreadsheet or if the Random User Name and  Password box above is checked and the import file doesn't include a User Name and Password
    2. Do not delete members that are not in the import file or Delete members that are not in the import file
    3. Do not replace children with the children in the import file  or Replace children with the children in the import file
  12. Click Submit (or click Back on the top right to discard changes and return to the Members screen).

Account Management Settings

  1. Go to Site Manager.
  2. Click People.
  3. Click Members.
  4. Go to Actions.
  5. Select Account Management Settings.
  6. Type a Default Reply-To Email Address for Mass Email Tool.
  7. Type a Logout URL.
  8. Select Display link on member login page that allows members to request a new password via their email or Do not display link on member login page that allows members to request a new password via their email.
  9. Type a Change Password Return URL.
  10. Select No, do not allow members to login using their Email Address as their Username or Yes, allow members to login using their Email Address as their Username.
  11. Type a Login Message.
  12. Click Submit (or click Back on the top right to discard changes and return to the Members screen).

Add a Member Birthday

  1. Go to Site Manager.
  2. Click People.
  3. Click Members.
  4. Click on a member name.
  5. Select a birthday date.
  6. Click Update Member (or click Back on the top right to discard changes and return to the Members screen).
  7. Go to Actions.
  8. Select Birthdays.
  9. Select the Month and Year of the member birthday you added.
  10. Select a View option: Calendar or List.
  11. Select a Show Age option: Yes or No.
  12. The member's birthday will display in the calendar. (If Show Age is Yes, the number of years will display in parentheses after the member's name.)
  13. Click Back on the top right to return to the Members screen.

To edit a birthday, simply click on the member's name in the Members list.

Add a Member Anniversary

  1. Go to Site Manager.
  2. Click People.
  3. Click Members.
  4. Click on a member name.
  5. Select a birthday date.
  6. Click Update Member (or click Back on the top right to discard changes and return to the Members screen).
  7. Go to Actions.
  8. Select Anniversaries.
  9. Select the Month and Year of the member anniversary you added.
  10. Select a View option: Calendar or List.
  11. Select a Show Age option: Yes or No.
  12. The member's anniversary will display in the calendar. (If Show Age is Yes, the number of years will display in parentheses after the member's name.
  13. Click Back on the top right to return to the Members screen.

To edit an anniversary, simply click on the member's name in the Members list.

Search for a Member

  1. Go to Site Manager.
  2. Click People.
  3. Click Members.
  4. Click Search Members.
  5. Search using the following fields:
    1. First Name
    2. Last Name
    3. Email 
    4. City
    5. Groups
  6. Select Search Options:
    1. Show Address/Hide Address
    2. Show Phone/Hide Phone
    3. Show Children/Hide Children
    4. Show Email Settings/Hide Email Settings
  7. Click Show Results (or click Back on the top right to discard changes and return to the Members screen).

You can also Download a CSV (comma-separated values) file on the top right of the Members screen if you would like a list of your members.

Send a Mass Email

  1. Go to Site Manager.
  2. Click People.
  3. Click Members.
  4. Click Email These Members on the top right of the Members screen.
  5. Click Click here to view the email list.
    1. Select Included/Excluded to update which members you would like to receive the email.
    2. Click Submit Changes.
    3. Click back to email.
  6. Choose an Optional Logo.
    1. Click Choose File.
    2. Select an image.
    3. Click Choose.
  7. Type a Reply-To Email Address.
  8. Type a CC Email Address.
  9. Type a Subject line.
  10. Type a Message.
  11. Add optional Attachments:
    1. Click Choose File.
    2. Click Add Another Attachment to add additional files.
  12. Select:
    1. Include member's username in email/Do not include member's username in email.
    2. Send this email to the children of the members that will receive it/Do not send this email to the children of the members that will receive it.
  13. Type an optional Send Test Email To.
    1. Click Send Test.
  14. Click Send Mass Email(or click Back on the top right to discard changes and return to the Members screen).
  15. Screen will display Mass Email Complete.

 

If you have any questions or need help, send us a note at communitysupport@factsmgt.com!

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