Use Add member for someone who joined by paper form, by phone or at an event. It creates the membership, its first term and its dues invoice in one step.

Before you start

  • Search the member list for their name and email first. Members does not check for an existing person with the same name or email when you add someone, so a second search now saves a duplicate later.
  • The level they are joining must exist and be active. Retired levels are not offered.

Steps

  1. Go to Members and click Add member.
  2. Under Membership level, choose the level. The list shows each level's price, type and term. If the level needs approval or has an eligibility note, it is shown under the field.
  3. Enter who is joining. What you see depends on the level's type:
    • Individual: First name, Last name and Email. Email is optional. A member without email can still be renewed by staff.
    • Household: the Primary member, then click Add a person for each other person in the household.
    • Organizational: the Member organization name, and a Primary contact who takes the first seat and manages the rest.
  4. Set the Join date. If you leave it blank, today is used.
  5. Add a PO reference (optional) if the member gave you one. It is shown on the invoice.
  6. If the level has a price and you already have the money, turn on Payment has been received. Then choose Received by (Cheque, e-Transfer, Cash, Card or Other), the Date received and a Reference (optional), such as the cheque number.
  7. Click Add member.

What happens next

Members opens the new member record. The term end date is worked out from your term rules in Organization Settings → Terms & renewal rules. On a fixed renewal date, a mid-year join is priced by your join-late rule.

If you recorded the payment, and the level does not need approval, the membership is Active and you see "Member added and active." Otherwise you see "Member added. The membership is pending." The membership stays Pending until the invoice is paid and, where the level requires it, until staff click Approve on the record. An application that is never paid or approved lapses after the number of days set in Unpaid applications expire after, days. A level with no price has nothing to pay, so it is active straight away unless it needs approval.

Adding a member does not email them. The invoice is not sent automatically, and if membership cards are turned on you send the card from the Membership cards section of the record with Send card.