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Member/Participant Maintenance

 

Overview

Uplifter works best when each member and participant has a single account/profile. However, member accounts and participant profiles can be created and changed by your user base. Because of this, there can be some unexpected outcomes! It is important that you and your admins perform account and profile maintenance on a consistent basis.

 

Webinar

Membership Management & Participant Maintenance Wed Nov 6th, 2019: Get all the details about creating, editing, deleting, and managing both member and participant profiles. Need to merge member profiles? We’ll teach you that too. Plus, learn how to use Uplifter’s email tools to keep your membership updated!


This webinar covers:
  • Members vs. Participants: 1:11
  • Creating Members: 2:45
  • Editing Members: 8:32
  • Deleting Members: 13:03
  • Basic Member Maintenance: 14:34
  • Creating Participants: 22:32
  • Editing Participants: 25:39
  • Deleting Participants: 29:21
  • Inviting Members & Participants: 36:34
  • Final Test Situation: 39:27

 

Member Maintenance

To correct for duplicate member accounts, please find your instance below and click on it to expand the section and find the steps to resolve.

I Have...

Multiple member accounts of the same member

To resolve this issue you will want to:
  • Find all of the member accounts

    If you suspect there may be a duplicate member account or participant profile on your site, the easiest way to find out is to use page filters. To check for members, navigate to People & Accounts > Member Accounts and use the Member filter to search for the suspected duplicates. For participants, navigate to People & Accounts > Participants and use the Participant filter to search for your suspected name.

    In either instances the system will suggest a name or names as you type. Should you find the system suggests multiple instances of a specific person you have found a duplicate!

  • Discern the main account

    Once you have found your duplicate(s) you will want to select a 'main' instance of the listings. To do this, you will want to find the most active version of the duplicates. That is, the member account with the most invoices or the participant profile with the most registered programs.
  • Rename all other accounts

    Now that you have your main, you will want to differentiate the rest from your 'preferred' instance. To do so, navigate to each duplicate account/profile and rename the user. You can append their names with number, write gibberish, whatever you would like to do in order to be able to tell the duplicates apart from your desired main instance.
  • Recreate all invoices from non-main accounts under the main account

    In instances where you need to recreate an invoice (or invoices) you are looking to shift purchases from one member account to another. To do this you will want to open the erroneous member account's invoices, one by one. For each you will make a new invoice for the correct member account.

    Copy each item from the old invoice to the new, exactly how you find them, making all required adjustments to make the pricing match. Once done, you will set the new invoice to the same payment status as the old (usually paid) and set the payment type to 'cash'. Be sure to also add an invoice note which includes the original invoice number.

    Once done, you are ready to clear the old invoice.

  • Clear the invoice from the non-main accounts(s)

    Now that you have recreated the invoices from the erroneous account(s) under the main account, you are ready to clear the old invoice(s). To do so, navigate to the invoice edit page for each invoice in question. Select to Delete​ each item. That is, each program, product, subscription, and payment line on the invoice. If the payment line is set to Paid, select to Refund the line. Be sure to refund to 'cash'! You will also want to make a note on the bottom of the invoice that notates why you are performing this refund and where to find the new version of the invoice.
  • Select to Delete any/all erroneous participant profiles

    As noted in the Deleting A Participant Profile section of the Participants article.
  • Delete or Suspend all duplicate member accounts

    As noted in the Member Account Status section and the Deleting A Member Account section of the Members article

 

Participant Maintenance

To correct for duplicate participant profiles, please find your instance below and click on it to expand the section and find the steps to resolve.

I Have...

Multiple participants on the same member account

To resolve this issue you will want to:
  • Find all of the participant profiles

    If you suspect there may be a duplicate member account or participant profile on your site, the easiest way to find out is to use page filters. To check for members, navigate to People & Accounts > Member Accounts and use the Member filter to search for the suspected duplicates. For participants, navigate to People & Accounts > Participants and use the Participant filter to search for your suspected name.

    In either instances the system will suggest a name or names as you type. Should you find the system suggests multiple instances of a specific person you have found a duplicate!

  • Discern the main profile

    Once you have found your duplicate(s) you will want to select a 'main' instance of the listings. To do this, you will want to find the most active version of the duplicates. That is, the member account with the most invoices or the participant profile with the most registered programs.
  • Rename all other profiles

    Now that you have your main, you will want to differentiate the rest from your 'preferred' instance. To do so, navigate to each duplicate account/profile and rename the user. You can append their names with number, write gibberish, whatever you would like to do in order to be able to tell the duplicates apart from your desired main instance.
  • Review the member's invoices, swapping any erroneous instances for the main profile

    As you find instances of the duplicate profile(s) being used, select to Edit the item in question and use the participant drop down to select the correct participant. Once the whole invoice has been reviewed, Post the invoice to save your changes. After you have removed all instances of the erroneous profile(s) from the invoices you can then select to Delete these profiles.

  • Select to Delete erroneous profiles

    As noted in the Deleting A Participant Profile section of the Participants article.

Multiple participants on different member accounts

To resolve this issue you will want to:
  • Find all of the participant profiles

    If you suspect there may be a duplicate member account or participant profile on your site, the easiest way to find out is to use page filters. To check for members, navigate to People & Accounts > Member Accounts and use the Member filter to search for the suspected duplicates. For participants, navigate to People & Accounts > Participants and use the Participant filter to search for your suspected name.

    In either instances the system will suggest a name or names as you type. Should you find the system suggests multiple instances of a specific person you have found a duplicate!

  • Discern the main profile and main account

    Once you have found your duplicate(s) you will want to select a 'main' instance of the listings. To do this, you will want to find the most active version of the duplicates. That is, the member account with the most invoices or the participant profile with the most registered programs.
  • Rename all other profiles

    Now that you have your main, you will want to differentiate the rest from your 'preferred' instance. To do so, navigate to each duplicate account/profile and rename the user. You can append their names with number, write gibberish, whatever you would like to do in order to be able to tell the duplicates apart from your desired main instance.
  • Recreate all invoices from non-main accounts under the main account

    In instances where you need to recreate an invoice (or invoices) you are looking to shift purchases from one member account to another. To do this you will want to open the erroneous member account's invoices, one by one. For each you will make a new invoice for the correct member account.

    Copy each item from the old invoice to the new, exactly how you find them, making all required adjustments to make the pricing match. Once done, you will set the new invoice to the same payment status as the old (usually paid) and set the payment type to 'cash'. Be sure to also add an invoice note which includes the original invoice number.

    Once done, you are ready to clear the old invoice.

  • Clear the invoice from the non-main accounts(s)

    Now that you have recreated the invoices from the erroneous account(s) under the main account, you are ready to clear the old invoice(s). To do so, navigate to the invoice edit page for each invoice in question. Select to Delete​ each item. That is, each program, product, subscription, and payment line on the invoice. If the payment line is set to Paid, select to Refund the line. Be sure to refund to 'cash'! You will also want to make a note on the bottom of the invoice that notates why you are performing this refund and where to find the new version of the invoice.
  • Select to Delete​ erroneous profiles

    As noted in the Deleting A Participant Profile section of the Participants article.
  • Resolve your member accounts

    As noted above in the Member Maintenance section.

 

Share Family Accounts

You can merge member accounts together to create a family account - the members can also do this themselves! Family accounts share participants but each member within the family account has their own account and log in. In this way you can let both mom and dad have their own accounts but share a single profile of their child. 

For more information on merging accounts, please see the Family section of the Members - Accounts article.

 

 

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