Membership Management

  • When a customer wants/needs to become a member:

    • Encourage them to sign up online on their phone or the provided tablet, it only takes a minute or two. Point them to the posted QR code. If they prefer to join later, give them a card with the QR code and website info on it.

    • If they are not keen to sign themselves up, offer to do it for them. If possible, encourage them to pay with a card. If needed, explain that if they use a card then renewal will be easier/automatic (they will get a notice 2 weeks before renewal so that it won’t be a surprise).

    • Herbalist, Business, or Sponsoring Members who are paying full price with a card (or Paypal) can be signed up by simply using the Sign Up page on the website (using the same form that they would sign themselves up with). You can of course sign them up using Membershipworks if you prefer.

    • To sign up growers or anyone who is paying with cash/check or is getting a free or discounted first year free, you will need to use MembershipWorks.

  • If someone comes in to renew and uses cash/check who’s billing type is Credit/Debit/Paypal:

    • DON’T change their billing type in their account. (Unless they request to stop auto renewals.)

    • Process their renewal using “create new entry” > Type = Renewal. That way they will still be set up for auto renewal on their card yearly.

    If someone comes in to renew who’s billing type is Cash/Check:

    • If possible, encourage them to pay with a card. If needed, explain that if they use a card then renewal will be easier/automatic (they will get a notice 2 weeks before renewal so that it won’t be a surprise).

    To renew them using their card:

    • Access their account and click “Membership Billing”

    • Click “Update”

    • Change their billing type to Credit/Debit/Paypal on their account.

    • Continue To Payment

  • You can search/manage member’s accounts by clicking “Members” on the admin menu on the left.

    If you need to find out if someone is in the system and/or need to search all accounts including members, donors, volunteers, and interns, you can access the Total (all) Accounts page this way:

    • Access any member’s account

    • Click “Profile”

    • Scroll to the bottom of the page for the link

  • Herbalist, Business, or Sponsoring Members who are paying full price with a card (or Paypal) can be signed up by simply using the Sign Up page on the website (using the same form that they would sign themselves up with).

    Otherwise, to sign up growers or anyone who is paying with cash/check or is getting a free or discounted first year free, you will use MembershipWorks.

    From MembershipWorks Members page:

    • Add (name, email, phone) > Add account

      Note: If the system says that they already have an account, find their account by searching the Total (all) Accounts page, then proceed:

    • Membership Billing > Select membership type.

    For Cash/Check

    • Select “Cash/Check”

    • Change “Payment due for current period” to zero or reduced amount if desired.

    • Select “Send new member welcome email”

    • Save

    • Click Renew. (Not required if payment due is zero.)

    • Select “Send Payment Receipt welcome email”

    • Save

    For Card/Paypal

    • Select billing type “One Year” or “Auto Renewing”

    • Change “Payment due for current period” to zero or reduced amount if desired.

    • Select “Send new member welcome email”.

    • Continue to payment.

  • If they are not in our system already (unlikely), create a donor account first using the directions on this page, then:

    • Select the donor’s account.

    • Click “Create new entry”

    • Type = Payment

    • Description = (example: Cash Donation)

    • Each = Donation amount

    • Select “Send payment receipt email”

    • Save

    Then, if they are not already in the Donor folder:

    • Click “Copy/Move” tab.

    • Add to folder > Donors > OK

  • If someone makes a donation who is not already in our system as a member, volunteer, or intern (very unlikely):

    Check to see if they already have an account by searching their name on the Total (all) Accounts admin page.

    If they do not already have an account:

    • Click “Folders” on the admin main menu.

    • select the donor folder.

    • Click “Add”.

    • Enter their name, email, and phone number.

    • Click Add Account

  • When cancelling a member, we don’t remove their account entirely, we just cancel their membership and move them into the “Cancelled members” folder. This retains any records of payments and donations in our system and financial records.

    From Members page:

    • Membership Billing > Update

    • Change dropdown to “Cancel My Membership”

    • Save