Options

Name or Email

Enter a full or partial value for the first name, last name, full name, username or email address of the user whose information you want to view, or leave this field blank to see all users who meet your search criteria. To increase the number of potential matches, expand the search by entering a partial value in this field and consider leaving other search fields set to the default values. To reduce the number of potential matches, provide more complete values in this field and consider setting other fields to further restrict the search.

Because the Kavi Members search functionality can perform partial matches, it is flexible and can serve many purposes. Here are a few examples:

• Want to find all users who share an email domain? Enter just the domain portion of the email address.

• Unable to find a user by name or email address? Perhaps it has been misspelled. Enter the first few letters of the name or email address and try the search again.

• Not sure if the person for whom you are searching is named Dan Johnson or John Danson? Try entering 'Dan'—or 'John'—to find this individual.

Membership Type

Set this value to search for a particular membership type. If set to the default value, 'Any Membership Type', the results will not be restricted by membership type.

Membership State

Set this value to search for a particular membership state. If set to the default value, 'Any Membership State', the results will not be restricted by membership state.

The membership state may be one of the following default values:

Pending Bill Payment

Select this membership state to find memberships that are pending because the membership fee has not yet been paid. This option only applies to fee-based membership types on sites where Kavi® Billing is installed.

Pending Moderation

Select this membership state to find memberships awaiting moderation. This option only applies to moderated membership types.

Pending Start Date

Select this membership state to find approved memberships that are awaiting their start dates.

Pending Prerequisites

Select this membership state to find memberships that are on hold due to pending prerequisites.

Current

Select this setting if you want to find current memberships.

Expired

Select this setting if you want only expired memberships to be displayed.

Archived

Select this setting if you only want to view memberships that have been archived.

Denied

Select this setting if you only want to see memberships that have been denied.

Start Date

Set these fields to search for memberships by start date. Select whether you want to search for memberships where the start date occurs exactly on, before, or after the date you set.

Expiration Date

Set these fields to search for memberships by expiration date. Select whether you want to search for memberships where the expiration date occurs exactly on, before, or after the date you set.

Edit Membership

Company Name

Enter the company's full name as it should be printed on a roster or mailing label.

Membership Type

The name of the membership type. The membership type can't be edited, but this membership can be replaced with a membership of a different type. If you want to replace this membership, click the link to the Replace an Individual Membership tool.

Membership Creation Date

The date that the membership was created.

Membership State

The state of this membership in the membership workflow process (e.g., 'current', 'archived', 'pending moderation', etc.).

Bill

If Kavi® Billing is installed and this membership type has a fee, then the billing information for this membership is displayed in this field:

• The status of the bill, as defined in Kavi Billing. This can be one of several default values.

• The amount of the membership fee.

• The Complete Payment link is displayed if payment is pending. Click this link to complete the payment process.

Membership Status Page

A link to the Membership Status Page. This page exists in the Public Area of the website so it is always accessible to users, even those who lack login privileges because their membership is not yet current or has been allowed to expire. Visit this page for an overview of this membership's status, or send the URL to the member so they can monitor their membership status and pay any membership bills.

Term

The 'Start Date' and 'Expiration Date' currently assigned to this membership by default are displayed. Reset one or both of these fields if you wish to manually override these dates.

If this is a Fixed Duration membership that has not yet gone current (i.e., is in a pending state), two options are displayed. These fields are prefilled intelligently under rules that behave differently depending on whether this is a first time or renewed membership.

First time membership

For a first time membership, the first option 'Reset dates when membership goes current, but no earlier than the following Start Date' is selected by default. The Start Date field is initially set to the Creation Date by default. The actual Start Date of the membership term will be reset on the date that the membership is approved. So, if a membership is currently pending bill payment, the start date would be reset when the payment for the membership bill is received.

Here is an example of how this would work. Imagine a one-year Fixed Duration membership is created on June 1st. The Start Date displayed here is set to June 1st. Payment for the membership bill is made on June 15th. The Start Date is reset to June 15th and the membership expiration date is set to June 14th of the following year.

If this default behavior needs to be overridden for any reason, the administrator can leave the first option selected and set a different minimum start date, or select the second option and specify both the start and end dates of the membership term.

Renewed membership

Different rules apply to renewed memberships. When a member renews an expiring membership with a new membership, the second option 'Do NOT reset dates when membership goes current, and use the following dates' is selected by default. The Start Date field is initially set to the day after the member's old membership expires so that there will be no lapse in membership. When this option is set, the Start Date is NOT reset if the membership bill is paid after the default Start Date.

Here is an example of how this would work. Imagine a member's first one-year Fixed Duration membership expires on May 31st. The Start Date for the new membership is set to June 1st by default. Payment for the renewed membership is made on June 15th. The Start Date of the renewed membership is June 1st, even though the membership went current on June 15th. This option prevents members from using the expiration grace period as a free membership.

If this default behavior needs to be overridden for any reason, the administrator can leave the second option selected and set different start or expiration dates, or select the first option if a lapse in the membership sequence is acceptable.

Renewal Information

All of the default renewal information fields are editable through this tool.

Renewed With

If this is membership was renewed, the name and term of the new membership is displayed. Click the link if you want to edit or view this membership.

Renewed From

If this is a renewed membership, the name and term of the old membership are displayed. Click the link if you want to edit or view this membership.

Renewal Intention

If this membership has not yet been renewed, set this option to indicate whether the company intends to renew their membership. Use the pulldown list in the 'Renewal Intention' field and select the appropriate value (e.g., 'Undeclared', 'Intending to renew', 'Not intending to renew').

Scheduled email renewal reminders are NOT sent to member whose intentions not to renew are recorded here.

Comment About Renewal

Use this field to add information such as a member's intention to upgrade at renewal time, who to contact if the member is undecided or an explanation of why a member has elected not to renew. This comment is displayed when viewing the member's renewal intentions.

Note

This field should not be confused with the Activity Notes field. Any information added here is stored with the membership record, rather than the member's activity history. Information in the Comment About Renewal field can be edited whenever the membership is managed, whereas information in the Activity Notes becomes a permanent part of the member's record and the organization's audit trail and can never be edited.

Automated Notifications

Send Email

Send all email notifications

If this is selected, all scheduled email notifications for this event will go out.

Do NOT send any email

Use this setting to suppress scheduled email so that no email notification will go out.

Activity Note

This field allows you to add a free-text comment to this members's record. Administrators can view this Activity Note through Activity History tools. Once saved, the Activity Note can't be edited and becomes a permanent part of the organization's audit trail.

Most fields are self-explanatory, but those that may not be include:

Membership State

Important

This field will alert you to any changes in membership state that may occur as a result of this edit. Changes in membership state have many potential consequences and may commonly affect user permissions and access to protected areas of the web site.

Send Email

It's a good idea to check this field one last time to be sure the Send Email option is set the way that you want it. If not, you can use the Back button to return to the previous step and set the option as desired, since the email isn't sent out until you click the Save button at the bottom of this page to commit your changes.

Activity Note

If you entered an Activity Note on the previous step, that text is displayed here.