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welcome to this gift works video in this video i want to show you how you can do some basic membership management using gift works when we design gift works it wasn't designed to be a full-fledged membership management system but there are features and capabilities and gift works that will help you manage your members so let me show you a couple things first let's go over to our donors now how you manage your memberships i'm sure could be a lot different than what i'm going to be showing you today but i hope that with what i'm going to show you you're going to be able to adapt some of the things that i'm going to show you or modify it slightly to be able to meet your organization's methods of managing your members so first you'll see i have a number of donors in here and let me just go and right click on one of them and i'm going to edit one of them and show you a few things first what i want to show you is if i scroll down i'm going to first show you renewal date now in my organization i use renewal date as the date that the membership expires now some of you may choose the users renewal date that way some of you may choose to use it a different way in this case and in this video i'm going to show you it and the techniques that i'm going to show you will assume that this renewal date represents the last day or the date really that their membership needs to be renewed which would effectively make it their expiration date now if you don't want to use the renewal date that way you can adapt to things that i'm showing you today and you could use the you could use a custom field maybe create a membership expiration date for a custom feel but in this case I'm going to be using renewal date now I know some of you may also be using a group to manage your members but in this case instead of using the group I'm going to primarily be using the status field especially for those organizations who may be primarily deal with memberships you you may in this case I defined it i define a couple statuses as member and former member and that's going to account for both people who are active members and people who fall off my membership rolls and so you could once again adapt some of the things I'm going to talk about and use groups instead but in this case I like status it allows me to kind of better define for me better define my donors and the statuses of the donors that are involved with my organization so renewal date and the status or a couple key fields that are going to be used throughout this this video and how I'm going to I'm going to use that information to me my members and so I'm going to go ahead and click on save and with that I have all of these donors set up in different ways now with regards to managing my memberships here's the process that my organization is going to use for every donor their renewal date if they've paid memberships at one point the renewal date will come up a year later that renewal date will indicate when they need to renew their membership and if they pay a 100 maybe a minimum of a hundred dollars they can have another membership that's a hundred dollars five hundred dollars or a thousand dollars those are kind of like the three levels of my membership that I make available so what I'm going to need to do is I'm going to need to send these donors whenever their renewal is about 30 days out I'm going to want to send them a renewal letter to make sure that they send in their new membership fees or renewal fees or whatever you might call them so I'm going to go over to smart lists now I created three different smart lists that we're going to work with today and I'm going to break each one down so you understand first the first simple one is a members smart list and if i click on member smart less you're going to see that i have a list of five members now i'm going to edit the smart list so you can see what's in it and this one's very very simple it simply says show me all donors whose status is member and if you remember i showed you and my drop-down list of statuses either have i have member or former member and those are the statuses then i'm going to set my donors to so i know that if a donor has a status of member then they're a member so anyone has that status is in this list that there's no other don't show or options special options that are said it's really just show me everyone whose status is member and click on next and I save this as my member smart list and so at any point I can pull up a list of my active members the second list i want to show you is this membership renewals and this is where we get into managing some of the memberships so i'm going to click on membership renewals and what this is going to show me i'm going to see for donors and i'm going to see for donors who who as this list is defining these are the donors that i need to notify that their renewal date is coming up and if you look at these dates you're going to see a couple things first of all you're going to see some some donors whose renewal date has actually passed already as well and some show you let me go into the definition of the smart list so you can see what's going on edit the smart listen let me show you what it's showing you it can be a little it can look a little confusing at first but hopefully after I explained it it will make full sense so first thing I'm showing two sets of donors meaning there's two qualified qualifiers effectively that could allow a donor to appear in this list the first one is show me everyone that has a renewal date that is all to date which means everything up to including today so everything in the past and whose status is member so this is showing me everybody who is a member and the renewal date has passed already or is today so this is going to show me everybody who effectively whose memberships are overdue and you could break this out as an individual smart list if you wanted to but i'm just going to build one that incorporates both overdue memberships and ones that are coming up in the next 30 days so effectively these are all the ones that need to be reminded so you could break these out into two separate smart list so just have renewal datas all to date and statuses member that's going to show you overdue memberships and renewal datas in the next 30 days I combine them together just to make it a little bit more simple but one of the key parts is not only showing these so everyone that has all to date in his member or next 30 days in his member but also making sure I don't I don't show or hide people off this list whose period one donations is greater than ninety nine dollars and ninety-nine cents now let me explain that period one is defined over in this options tab so period one these are called customized smart lyst periods and so I'm going to go over period one is defined as the last three months i define that you can define that however you want so if you want to say in this case what I'm saying is if a person if a donor if a member has given a donation in the past three months then I'm going to qualify that as part of their membership so I'm going to assume that they've paid their membership dues so if they've given a donation of greater than ninety nine dollars in the past three months then they're gonna that that means they've paid their membership dues but one of the key things as well as if I scroll down you'll see that they had to have made a payment in the last three months and it had to go to the memberships fund so I does I created a fund called memberships and so if a person get in the last three months to the membership fund that I'm going to assume and that gift horse can assume that they've paid their membership dues so hopefully that makes sense so I'm showing everybody who's renewal date has is in the past or today and anyone coming up in the next 30 days and I'm going to hide anybody who's actually paid their dues so hopefully that makes sense and what I see is I have for donors who if I look at their active donors their renewal date and I can customize this a little bit more I should show the renewal date is the renewal date so I see the renewal date for these donors you bring this in a little bit so the renewal date for these donors is either in the past so I'm recording this video in the middle of January and so I have renewal date of the past and one January the beginning of January back in even in 2011 and they haven't paid anything and so I want to make sure they haven't paid anything over the last three months so I want to make sure that and actually just to be fair I'm going to actually in just be even a little more accurate I'm going to go yeah last three months giving so that's actually good that's correct so last three months giving that's showing you this period one and i'll call this the one and I changes to make a little bit membership period there we go so you'll see it updates there so membership period is really showing that giving so their membership payments over the past three months so once again to quickly review riya i'm showing all donors who their membership their renewal date has either past or it's coming up in the next 30 days and who are still members I'm hiding anybody who's made it who paid their membership fees and their membership fees are defined as people who've paid made a donation in the last three months to the membership fund so that's my member renewal membership renewals list and I can bring this up at any point simply by clicking clicking on you under smart list I've added as my favorite one but you cannot just come under view and say membership renewals and this is a list of people who I need to ensure that I'm sending a mailing so that's what I'm going to do right now on the left hand side when I bring up this membership renewal list I'm going to collect say send mail i'm going to say send mail to these donors it'll start the mailing process and I can come through and I'm not going to go through this a lot other than to say i'm going to pick the member renewal letter so you'd say has you it says your membership is due to be renewed if you could please send your membership dues that would be great somewhat of a brief on i talked about the three levels of membership that I have click Next and then I can go ahead and simply generate this and make sure I send us out and now I've sent this membership renewal letter out and now I'm waiting so now over the next 30 days or the next period now this is a process that as an organization you may want to go through and in my case I'm going to go through every 30 days so because I'm kind of look at the next 30 days I'm going to send that out that send these out once a month and then as part of my process so next month comes along and I'm going to hope that some of these people have paid their dues and so I know that lets say Steve's going to pay his dues so I get a donation from Steve it's going to be for two hundred dollars and it's going to be to the membership fund click on next next next I'm going to click on save great now if I go back to my membership if I go back to my membership renewals I'm gonna see that Steve has dropped off this list so if I were to run this next month I wouldn't see Steve anymore because he's paid his dues and that's great i'm kind of making sure that i'm only going to be targeting those people who haven't paid their dues now how much time you give people to renew their membership without because at some point you're going to have to cancel their membership and you can develop your own processes for how long that's going to be and you may need to adjust some of the dates that I've used and some of the time periods that I've used in this video to accommodate yours but you're going to have to think through when do you want to send them out reminders and then when you're going to want to cut them off or when you're going to want to drop them off your membership rolls and let's follow that process a little bit because I might get some of these people to pay but I know in this case this bar at the bottom her renewal date was back in October of last year that's a little bit long i'm sure some of you probably wouldn't wait that long to drop them off your membership rolls but what I'm going to do is I've created another smart list it's called membership dropouts or that's not sure if that sounds a heart like a harsh name but people who you need to remove from your membership rolls and in this case I've defined it i'll show you how I've define it in just a moment but I say I have one donor so let me edit the smart list click on edit the smart list link and I'm going to go in on my CV the criteria for this smart less and it's fairly simple in terms of showing me members that I need to consider dropping off my rolls and I've made this pretty simple first it's showing me anybody whose status is still a member so anybody who says hey they're still on the membership rolls but their most recent donation and I'm just looking at their overall donations now this isn't something that you might need to take a little bit further look at for your organization but in this case I'm saying if they haven't made any donation in and I had to hard-code this and i'm using a time that I felt was appropriate in this case it's about 30 days I'm saying anybody who's their most recent date was longer than 30 days ago means they haven't paid their membership fees and you may want to back this up a couple months or whatever but I'm gonna do so I'll even back it up another month and I'll say so anybody who's still a member but their most recent date is before you know over the past thirty sixty night whatever it might be for your organization you'll have to determine that cutoff date and so simply you're going to go in and you're going to look in your and say okay I have this donor so i can bring up the smart list at any point I can see membership dropouts or people I need to drop off the Roll and the key is you may get more than one person on this list if it's one person you can simply go in edit the donor scroll down and under status change them to a former member you can also use our smart update so if you had more than one it might be a little bit easier just to click on run a smart update and then say change the status for smart list members and that's this smart list so for membership dropouts I'm going to simply change the status to former member and I'll change the status and I've gone ahead and change that status it also reminds me I think I forgot to tell you one thing which is before for certain people we receive donations for so back on Steve when we received a donation when we received his membership fee so he paid this and it was to the memberships fund he paid his two hundred dollars I need to make sure I go in and do a couple things first of all I can update his renewal date I'm going to want to update it to the following year so that gives him another year of memberships there are other ways that you can do that so going back to our smart updates if you do had a whole list of people that you need to modify their renewal date so if you let's say you received a whole bunch of donations on one date so I can just look at all donations I'll just look at these and I received all these now I could i'm just gonna run a smart just to show you some of the basic thing but you'll see this change renewal date for smart list members so let's say you receive a whole bunch of donations on a day or on a week and you want to make sure you update the renewal dates now i would recommend just updating the renewal date manually but if you do get a whole bunch that you need to renew it one time you could change the renewal date to a specific time to a specific date for let's say for next year so 1 26 2013 and simply click on change or renewal date so you could use that as well but i would recommend a typical process of when you receive a donation for your membership so you right click so let's go check the current status and then we'll run through a couple more so click click on my members list so i see a list of members i see barb who i had taken off I changed her to be a former member she dropped off my membership role but I also do see that I have some people that still need to pay and I can check that by going to my membership renewals list membership renewals list I said still have Jonathan and Sue who haven't paid their dues so I'm going to right-click on Sue and add a donation for her and I'm going to say she's going to pay six hundred dollars and it's going to go to the memberships fund I'll actually want to do something quick i'll just say to the general fund and we'll see just to make sure that everything's working right if i go back to my smart lists and i still see my membership renewals i'm going to see that Sue is still there because remember her remember the donation she gave was not to the memberships fun so let's go and actually do that we'll up her donation now to the memberships and click on save just to make sure that she's dropped off the list I'll see that back in here great she's dropped off the list but make sure also that when you're receiving that when I let me go back to her donation so this is this is the donation that Sue had just given I'll also want to make sure I come over here click on edit this donor and update the renewal date for her up to 2013 click on save just to make sure that we're properly managing all our memberships so that's a quick overview of how you can use some of the features inside of gift works to manage your memberships and the last thing I forgot to show you this last one we have no more drop outs right now because no one is kind of overdue by that much but when they do and they don't pay their dues they'll drop down into that into that list and you'll see them coming up there so there's probably a lot that you might need to tweak or modify for your organization to help you deal with manage with help you deal with memberships and I hope that it helps you manage your memberships properly so if you have any questions you can feel free to contact us at our support and our customer care email address which is support @ gift works connect com thanks for taking time to watch bye-bye