Membership Management

MemberSmart is the Contensive Add-on that extends the functionality of the standard Contensive members data store. It is designed for those associations who do not have a legacy system in place or want to upgrade. MemberSmart's flexibility makes it the ideal solution for rapidly building highly scalable and reliable online association member management solutions. The seamless integration of Contensive Server 3.0 with Microsoft .NET technologies makes it easier than ever to manage and build powerful XML Web services–and online association member solutions quickly and affordably.

Member Company Information

The member Company records can contain as much or as little information you wish to maintain. Below are some examples of the data fields are clients are using:

Membership Number - A unique number, system generated, given to the Member Company
Company Name
Address - unlimited additions
Zip + 4
Country
Phone
Fax
Contacts - unlimited additions
Company Description
Parent Company - Single Selection
Web Address
Company Products - unlimited additions
Referred by - Referring Person of a Member Company
Company Type - Single Selection, this defines the annual due amount ability to add multiples by the Content Administrator
People Source for Contract Growers - further explanation needed

People Information

The member records can consist of both Organizations (Member Companies) and Individual’s (People). The fields associated with the “people” record can be customized for your associations needs such as:

Username
Password
First Name
Last Name
Name
Title
Address – including city, state and zip
Phone - unlimited listings
Contact - ability to add multiple bindings
Email - should be tied to a group-based e-mail merge
Committees/ Committee assignments - ability to add people to specific groups
Mail Preference - single selection, selections created by the Content Administrator
Topic Categories - unlimited additions (topics)

Potential Members

Organizations or Individuals who are recognized by the association through meeting registrations, online forms, purchases, or other predefined business rules can be classified as Prospect Members, this group will be available for additional mailings and promotions.

Search function, enabling any data entered through MemberSmart to be accessible. Only active members will be reflected in the MemberSmart search. Listed below are the main search functions, but these can be customized to suit your needs:

By People - will search and return a single person and details, if found
By Company - will search and return a Member Company and details, if found
By Committee - will search a specific committee and return all members and details, if found
All People within MemberSmart grouped by state and city

Reporting

Data collected from MemberSmart, will be accessible through a series of reports. Only active members will be reflected in the Reporting, again any of the reports can be customized to suit your needs:

By Committee - will return all members of a specific committee with detailed information
About each member including-
- First and Last Name
- Committee Position
- Company Information
- Phone Number
- Email
- By email - will return all Member Companies sorted on employees email alphabetically
- By State - will return all Member Companies sorted by state alphabetically
- Company Type - will return all Member Companies sorted by type alphabetically
- People by Company - will return all Member Companies sorted alphabetically and display people within the specified company with detailed information
- By Contact - will return specified contact type sorted alphabetically by company

Member Export

All Reporting tasks should be easily accessible to export for internal use. In order to minimize repetitive data entry, MemberSmart will integrate with the existing Contensive web data. MemberSmart is considered the interface for creating and maintaining Member Companies along with their employees.

MeetingSmart

At the task level, MeetingSmart assists the Content Administrator in creating both a meeting details and it’s corresponding registration form. The result is automatically displayed on the current web site using current Contensive RDS technology. Members will have the choice of registering on-line, by fax, by mail, and telephone. The Content Administrator should be able to manually register members if they choose any method other that on-line registration. Manual registration will allow the Content Administrator to classify the registration type i.e. Member, non-Member.

Meeting Information

The general information collected regarding the meeting

Meeting Code - defined by the system
Meeting Name
Meeting Description
Meeting Dates
Hotel Information – Name, Address, Room Prices

Registration Information

Confirmation Date - if available
Cancellation date - cancellation available though NTF
Refund information - available though NTF
Badge Information - nickname etc.
Sessions - along with accompanied fees (multiple allowed) Descriptions of the session will be available to the online web users -if no sessions are available, the user experience will not be affected.
Confirmation Letter - form letter that is e-mailed to the user when registration is complete and payment has been received.
Guest Registration - if available
Registration Fee

Billing Information

A member is not considered registered and will not display on the meeting attendee list, until payment is received. The member’s registration data will be available for updates as needed, but it will be the content Administrator’s responsibility to maintain received payments as well as the meeting’s attendee list.

Payment information will be collected by one of the following means.

Credit Card - can be posted to a clearinghouse for automatic approval (additional resources required) or saved to a data source for later processing.
Company Check – allows payment by check
Personal Check - the check number and amount will be entered and saved for later reconciliation.

The registration form will reflect the payment method(s) selected at the time the meeting is created. Once a member has settled payment, they will be added to the attendee list, displayed on the members only site.

MemberSmart and MeetingSmart are built within the Contensive Server framework, so while the functionality we discussed above is out-of-the-box, the system is designed to be flexible enough to allow customization to meet most association criteria. To obtain more information regarding MemberSmart contact your Contensive Association Representative, below.

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