Member and participant maintenance on Club 1.0

1. Navigate to Settings > Uplifter Settings > Site Options
2. Toggle the Shared Accounts setting as desired
3. Click Save All

As an organization you will want to determine what works best for you when it comes to shared member accounts. Generally speaking, a member account means a single person. For families or shared accounts it is best that each user has their own log in. When two accounts are connected they are able to see each other's participants. However, by default they cannot see each other's invoices or tax receipts.

By enabling the 'Group members to share the account's financial details.' option this will no longer be true. Generally this setting is only advised for use by enterprise tier organizations.

1. Navigate to People & Accounts > Member Accounts
2. Select one of the members to be merged
3. Navigate to Account > Family within the member account
4. Select Merge Another Account
5. Search for and select the desired member account
6. Click Merge Account

To merge two accounts please navigate to People & Accounts > Member Accounts and select the one of the members involved. On their Accounts page select the Family tab. On the Family tab select the Merge Another Account from the toolbar. Search for and select the second member involved. Click the Merge Account to finalize.

Joining (or merging/linking) member accounts within Uplifter lets the joined member accounts see each other's participants. By default, they cannot see each other's invoices or tax receipts. This can be updated as noted in the Member Account Settings section. Reversing this action is not a single-click situation. Please be mindful of who you are merging.

1. Navigate to People & Accounts > Member Accounts
2. Select one of the members to be merged
3. Navigate to Account > Family within the member account
4. Click Unlink Member Account

please navigate to People & Accounts > Member Accounts and select the one of the members involved. On their Accounts page select the Family tab. On the Family tab select the Unlink Member icon next to the presently-linked member. Accept the prompt to finalize.

Note that this process will detach the secondary member from all of their participants, even those that may have originally been theirs. If any of these participants should be shifted over to the secondary member's account you can do so using the Profile Ownership feature as noted below.

1. Navigate to People & Accounts > Member Accounts
2. Use the Account Status drop down to select Inactive

To inactivate a member account please navigate to People & Accounts > Member Accounts and locate the member in question. From the member manager listings, use the Account Status drop down to select Inactive, then accept the system prompt. Note that you can also access the Account Status drop down from the member's account page as well. Please see Restoring Member Accounts below for more information on undoing this action.

Inactivating simply 'tucks away' the member's account and info from the most commonly used admin-side pages. Inactivated members will:

• still be able to access their accounts by logging into the system - this resets their account status to Active
• not show on your member manager page
• have their participants hidden on the participant manager page
• still be accounted for in reports

When/Why would I use this status? This status is most often used for past members who have not returned for some time. There is still a chance they may return but their presence in your day to day work is not required.

1. Navigate to People & Accounts > Member Accounts
2. Use the Account Status drop down to select Suspend

To suspend a member account please navigate to People & Accounts > Member Accounts and locate the member in question. From the member manager listings, use the Account Status drop down to select Suspend, then accept the system prompt. Note that you can also access the Account Status drop down from the member's account page as well. Please see Restoring Member Accounts below for more information on undoing this action.

Suspended means the user is restricted from accessing their account. Further more, the member's account and info is removed from the most commonly used admin-side pages. Suspended members will:

• not be able to access their account
• not show on your member manager page
• have their participants hidden on the participant manager page
• still be accounted for in reports

When/Why would I use this status? This status is most often used for members who have caused trouble for the organization. Be it overdue balances or other causes, the suspended status will ensure they do not register for anything further with their account.

Please note, the internet is an untamable wilderness. While suspending a user sends a message that most will understand, it in no way restricts them from creating a new account. Unfortunately, due to the nature of the internet, this would not be a viable feature to develop.

1. Navigate to People & Accounts > Member Accounts
2. Filter the page by Also Show Inactive/Suspended Members?: Yes
3. Apply additional filters as needed (such as first name)
4. Use the Account Status drop down to select Active

To restore a member account please navigate to People & Accounts > Member Accounts and filter the page using the 'Also Show Inactive/Suspended Members?' option, as well as any other filters you wish to apply. Next, locate the member in question. From the member manager listings, use the Account Status drop down to select Active, then accept the system prompt. Note that you can also access the Account Status drop down from the member's account page as well.

1. Navigate to People & Accounts > Member Accounts
2. Select the member listing
3. Click Delete

To delete a member account please navigate to People & Accounts > Member Accounts. Here, select the member in question to enter their account page. At the top of the page, next to their name, click the Delete icon. If the member has no participants, gift certificates, or invoices, then the system will remove them. If there is linked information that can still be reported on without the account then the account will be deleted with a notice of who performed the action. The account will then have links to the associated information.

Please note, deleting a member is permanent. It cannot be undone, even if it was by mistake.

• Select your primary account
• Connect any/all participants as required
• Recreate all invoices from the secondary accounts(s) on the primary account
• Delete the secondary profile(s)

To remove a duplicate member account you will first need to determine which account you would like to keep and which you would like to discard. The one to keep will be referred to as the primary account. The one to be removed will be referred to as the secondary account. Generally the primary account will be the one with more data attached - more invoices, more history, etc.

With the secondary account chosen you will need to determine which participant profiles will be kept (assuming there are any). This can be done by transferring ownership of the profiles to the primary account as needed, as noted below in Change Participant Profile Ownership. Note that you may need to resolve duplicate profiles as well. Actions for this can be found below in Duplicate Profiles On Different Accounts.

With your participants resolved and correctly assigned you can then begin recreating the invoices of the secondary account(s) under the primary account. This process involves creating a new invoice for the primary account and adding all the exact same items, at the exact same price, as an invoice found on the secondary account. This is then repeated for each invoice on the secondary account(s). During this process you will need to perform "refunds" on the invoices under the secondary account(s). However, these should be performed to Cash and copious notes should be added to both invoices to indicate where the money came from, where it went to, why it was being changed, and what invoice it can now be found on.

Once you have completed the transfer of invoice info from all secondary accounts to the primary account you are ready to delete the secondary accounts. This can be done by navigating to the account and selecting the Delete icon next to the account name.

1. Navigate to People & Accounts > Participants
2. Select the participant in question
3. Click Edit next to Family Members header
4. Use the drop down to select the desire member or associate a new member to the account
5. If associating a new member, be sure that "Make this member the account owner." is checked off
6. Optionally check off "Remove access to this participant from the original account owner." if applicable
7. Click Change Account

To change the owner of a profile please navigate to People & Accounts > Participants and select the participant in question. On the profile, select the Edit icon next to the Family Members header. In the pop-up, use the drop down to select the new profile owner. If the desired owner is not in the list, use the "Associate this participant to a new member account" option to find and select the desired member. If you are associating a new member then be sure to check off "Make this member the account owner.". Finally, click Change Account to update the account.

Note that you will also have the option of removing access to the profile for the original account when making these changes. To do so, select the new member account that should take ownership of the profile and check off the "Remove access to this participant from the original account owner." option.

1. Navigate to People & Accounts > Member Accounts
2. Select the member listing associated with the participant
3. Navigate to Participants within the member account
4. Click Delete

To delete a participant profile please navigate to People & Accounts > Member Accounts. Here, select the member account that is associated with the participant in question. It can often help to use the Participant filter on the left-hand side of the page for this. Enter the member account and select the Participant menu item within the account. Click the Delete icon next to the participant listing and accept the system prompt to complete the action.

Participants will not show a Delete icon if they have registrations or purchases in their name.

Please note, deleting a participant is permanent. It cannot be undone, even if it was by mistake.

1. Navigate to People & Accounts > Participants
2. Select the Analyze Duplicates

To access the analysis page simply navigate to People & Accounts > Participants and select the Analyze Duplicates option from along the toolbar. This will prompt the system to analyze all participants in your system and offer you suggestions on possible duplicates.

On the duplicate analysis page you will be presented with any possible duplicates and each will be listed in a single row. Each listing will have the option to Analyze And Merge Participants or Dismiss This Match .

1. Navigate to People & Accounts > Participants
2. Click Analyze Duplicates on the toolbar
3. Click Analyze Duplicates on the desired participant listing
   OR
4. Navigate to People & Accounts > Participants
5. Select a participant
6. Click Analyze Duplicates

You may access the merge tool in one of two ways. The first is to navigate to People & Accounts > Participants and click the Analyze Duplicates option from the toolbar. On the duplicates page you can then select the Analyze Duplicates icon. Alternatively, you can navigate to People & Accounts > Participants and select a specific participant profile. On the profile page you can click the Analyze Duplicates icon.

1. Navigate to People & Accounts > Participants
2. Select a participant
3. Click Analyze Duplicates next to the Participant Profile header
4. Use the Search For Participant field to find the desired match

To manually select a participant to compare and merge you will first need to navigate to People & Accounts > Participants. Here, select the base participant you wish to use. Click the Analyze Duplicates icon and enter the name of the desired secondary participant in the Search For Participant field, selecting the correct suggestion from the system suggestions. From there you can proceed as normal.

1. Click the Switch Participants icon

To toggle the base participant from one comparison listing to another simply click the central Switch Participant icon. The base participant will be the participant profile that remains after the merger.

Please note that this option will only be present for comparisons initiated through the Analyze Duplicates page. When initiating a comparison through a participant's profile the participant you start with will always be the base participant.

During the merge process you will be presented with data points comparing the two profiles to one another. These data points represent the basic participant information: first name, last name, birthdate, gender, participant since date. However, you may find that further data points are presented. These are conflicts.

Conflicts must be resolved by selecting the data you wish to keep, as noted below in "Selecting Data To Save". Note that if you do not see a data point here then the system has not seen this as a conflict.

1. Double-click the data you wish to keep

To select a data point to keep during the merger simply double-lick the data. When green, the data has been selected and will be the official data used for the merged participant. When red, the data is set to be discarded during the merge process.

Basic Data: Basic data is kept/discarded based on the information you select by double-clicking. Any data that is highlighted green will be kept, any data that is highlighted red will be lost/discarded. Basic data includes the participant's First Name, Last Name, Birthdate, Gender, and Participant Since date.
Custom Fields: Custom fields will only be shown if there is a conflict. Like the basic data fields above, the items you select and highlight in green will be kept and the red data will be discarded. Some fields may allow you to select both sets of data. This is dependent on the field settings you have in your custom field.
Category Levels: Category levels will merge based on the highest accomplished status. That is, if both profiles have a status in a single category level then the higher status wins and will be the resulting status. For example, two participants have the status of "In Progress" and "Completed" in the same category level. They are then merged. The category level would then say "Completed" as that was the higher status. From lowest to highest, the statuses are: Not Yet Attempted > Withdrawn > Failed > In Progress > Completed.
Goals/Achievements: Goals and achievements only have two status: not completed or completed. Thus if either of the profiles has a status of completed for a goal or achievement then the final resulting participant will too.
Programs: Programs will be handled by placing the remaining participant profile into all involved programs. Conflicts emerge when both profiles have registered for the same program. In these cases you may select which program registration to retain by double-clicking the listing. The discarded program registration will have note the merged participant with a withdrawn status. No financial actions are taken on the withdrawn program by the system.
Products, Tickets & Subscriptions: Products, tickets, and subscriptions do not create systemic conflicts. As such, you will never see them listed as conflict items during a merge. However, a merge may result in a participant having purchased multiple instances of the same item. In these cases you will want to review the past invoices to ensure they are correct. No financial actions are taken by the system on duplicate item purchases.

Merging two participants together will result in the base participant persisting while the secondary profile is removed from the system. During the merging process you will have selected the data you wish to keep. The data that was highlighted in green will have been saved and will now be present in the participant's profile. The data that was highlighted red will have been discarded.

For information that was not presented as a conflict, the system will have merged this information as noted above in the How Data Merges section.

If the participant listings were from two different member accounts then the remaining profile will be accessible to both members. Please see our Change Participant Profile Ownership section above to update member access to the profile if needed.

In the case where duplicate profiles exist you can use the Participant Merge feature to combine the two profiles. Once you have done so you will want to navigate to the resulting participant's profile and review their profile ownership (see Change Participant Profile Ownership ) to ensure they are accessible by any/all accounts that should have access.

In the case where duplicate profiles exist within your system on different member accounts you will need to connect both accounts to both participant profiles. This can be done using the Change Participant Profile Ownership. This connection can then be severed if/when required. After connecting both member accounts to both profile instances you can then proceed as noted in the below instance Duplicate Profiles On The Same Account.

• Select your primary profile
• Rename your secondary profile(s)
• Remove all invoice instances of the secondary profile(s)
• Delete the secondary profile(s)

To remove a duplicate profile you will first need to determine which profile you would like to keep and which you would like to discard. The one to keep will be referred to as the primary profile. The one to be removed will be referred to as the secondary profile. Generally the primary profile will be the one with more data attached - more registrations, more evaluations, etc.

With the secondary profile chosen you will want to rename the profile. We recommend adding [DUPLICATE] to the end of the last name and clicking Update to save the changes. With this done, they are now easy to identify on invoices. The next step is to remove them from all invoices. For this, navigate to Accounting > Invoices and search for the duplicate using the Participant filter.

For each invoice listed, select to Edit the invoice. You will then need to review the listings in the Invoice Details section to ensure there are no instances of the duplicate profile. This includes program, product, ticket, and subscription listings. This process may invoke a refund, as it may be the case that both profiles have purchased the same item. Be sure to click Post to save these changes.

Once all invoices have been cleared of the duplicate profile you can then navigate to People & Accounts > Member Accounts to enter the member account associated with the participant. From here, select the Participants menu and select the Delete icon to remove the duplicate listing.