Step by Step Guide to Moving to Member Level Management

Are you already managing your association in Atlas, and now want to place people on Member Levels? If so, this guide will help you make that transition in a step-by-step process designed to make sure yu add things appropriately.

Part 1: Getting everyone organized

  1. Create your Member Levels in name only
    1. Create the Member Levels using this guide, but only create the name of the level, not any additional items like Billing Records, Listing Levels, etc. If you add these to the level, they will get placed on each member's record as they are placed on the level. For now, we just want people to be organized by the level they deserve.

  2. Use the Profile Selector to apply your Levels in bulk
    1. Once your Member Levels are built, use the Profile Selector's search tools to highlight and select members that belong in a particular level. This might be by the Profile Status code they have, their Dues amount, their Listing Category, or any other piece of information your organization uses to identify their level. Once you find them, use the Bulk Assignment feature listed here to assign them all to a particular Member Level. Note: it may take a few batches to get all members on to their a single level, as it's not always possible to get them listed on the Profile Selector.

  3. Export your Member List from the Profile Selector or the DERT tool and review the list to ensure everyone is assigned appropriately
    1. Once you feel you have all your Members assigned to the right level, bring up all members in the Profile Selector and export this list to Excel so you can have other staff members help you verify that each one is assigned to the right level. You want to make sure you are comfortable with the level each Member has been assigned.

 Part 2: Adding items in bulk to Levels

Once you have people on Member Levels, if you edit a Member Level Atlas will offer to add the new information to every member assigned to that level. That can be very handy if you are confident that the information does in fact need to be added to each member record. However, if you already have your Members set up appropriately, or if you have situations where it's appropriate for a member to have information different that the default Member Level version (e.g., a member has a discounted dues rate for a particular level, and you want to keep it that way) then you can tell Atlas to not add this information to existing members. In this scenario, only new members will get this information when they are initially set up on a Member Level.

The following items can be added to the Member Records yuo have on each level. There's a description of how each item is applied, so that you can determine which ones to have Atlas dynamically apply to all members on a level. If you don't want these added, make sure each time you add this info to a Level, click the No option to only apply the change to the Level itself.

  • Profile Status - if you assign a Profile Status to a Level, this code will be applied to every member on the level. Only do this if you think there are members who don't already have the right Status code assigned.

  • Billing Records - When you apply a Member Level, Atlas will look to see if a Billing Record for the same Revenue item already exists. If it does, Atlas will leave that Billing alone. If it doesn't, Atlas would add a new Billing Record to that Member profile. Click No if you feel your Members are already set up with the correct Billing Records.

  • Listing Levels - Member Levels can ensure that each Member on a Level gets the appropriate amount of visibility by assigned Listing Levels to add or hide information on a Listing, and to assign placement when listed against other Members. Only click yes if you feel the Members on this level need their Listing records adjusted. When initiated, all the Listing Record a member has will be updated to this Listing Level Type.

  • Affiliation Codes - Member Levels will add all the Affiliation Codes to both the Member and any Primary  Related Profiles, if you've set them up to have them assigned. This is helpful when you want the employees of a company or the branches of a corporate member to get specific Affiliation Codes. This will not remove other Affiliation Codes assigned to the Member or Primary Related Profiles; only add ones that are not already assigned.

  • Benefits - If you use Benefits Management, this is a great way to assign those Benefits in bulk. Of all the items listed above, this one is usually ok to add while setting up your members on Levels, since they don't usually already have Benefits Assigned. Again, only do this if you are not concerned that it will change the Benefits already assigned to a member.

Part 3 - Make sure new members are always placed on a Member Level

Now that your Member Levels are set up, new members will be consistently be configured to have the same attributes each time. Remember, though, that you can always change attirubtes about a specific member if needed.

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