Membership Preferences


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Setting Membership Preferences

1Choose Tools > Preferences, or click the Preferences toolbar button.
2Expand the Membership section.
3The following preferences are available:

 Clear Dues Entries on Expire - if this setting is active, when a record is updated by the system to an inactive status (based on status code settings), all of the record's associated dues entries will be deleted.

 Default End Date - controls the default entry in the End Date field on all new membership records.

If you choose to set a number of months to add to the Start Date, the End Date will be blank until the Start Date is entered.
If you choose to set a month and day combination, the system will check to see whether the day has already passed before using it. In such a case, the date will be moved to the following year.  If the selected date is February 28th, and the current year is a leap year, the date will be changed to February 29th.

 Default Sex - controls the default entry in the Sex field on all new membership records. The entry can still be changed after it is defaulted.

 Default Start Date - controls the default entry in the Start Date field on all new membership records.

If you choose to use the Current Date, the Start Date will always be set to the current system date at the time the record is created.
If you choose to set a month and day combination, the system will always set the year to the current year, even if the date will be in the past.  i.e., a setting of Feb. 15 will always be entered as Feb. 15, 2004 for every record created anytime in 2004.

 Delete Action - controls what happens when a membership record is selected and deleted. There are two possible outcomes:

If you choose to Delete Immediately, after you confirm the deletion the record will be permanently removed from the database. This is the normal behavior of the system.
If you choose to Change to (Delete) Status, then rather than removing the record from the database, the system will only change it's status to "(Delete)". Any record set to this status will be permanently deleted by the system when you exit MemberTies (unless you have set the Auto-Delete preference to prevent this). Thus, the Delete Action preference essentially gives you a chance to change your mind, because prior to exiting the system you can still change the record to some other status and prevent it's deletion.

 Enable Driver License Scan - controls whether the "Scan" button is displayed on the Member window to allow using a magnetic card scanner to import driver license data into the member record. Note that only the AAMVA (American Association of Motor Vehicle Administrators) specification is supported. See http://www.aamva.org/ for the current specification.

 Member ID Prefix - if specified, the system will automatically begin each new Member ID with the desired prefix text. If Member IDs have been preloaded, the prefix value will be added to the preloaded ID value when it is selected for use.

 Note that if this preference is used, the Require Numeric IDs preference will automatically be turned off.

 Recycle Preloaded IDs - controls whether a preloaded member ID that has been used will be marked as Unused if the corresponding membership record is deleted. For example, if preloaded ID number 100, was automatically assigned to a membership record (and therefore marked as Used), it would normally remain unavailable for reuse forever. If this preference is enabled, then when the membership record using that ID is deleted the ID will be marked as Unused and will be selected again when a new record is created. This can be helpful if your organization has a finite pool of ID numbers and the order in which they are used does not matter (i.e., if it is ok that ID 100 might get assigned to a new record that would otherwise have been number 1923 had ID 100 not been marked as Unused again).  This preference also affects the behavior of the "Synchronize" action available on the Preloaded ID list.

 Reset End Date on Expire - controls what happens when the expiration behavior of a Status Code is based on the End Date, and it causes the system to change the status of a membership record. By default, the system will reset the End Date of the affected record to the date the status change occurred. This is designed to allow the grace period of a subsequent status to begin calculating from the date the member actually changed to the new status.  If you would prefer to have all calculations use the original End Date, turn this preference off. Other status expiration behaviors, by Age or by Days do not affect the End Date.

 Require Numeric IDs - if this setting is active, it prevents the entry of non-numeric data into the Member ID field on membership records. In addition, if numeric IDs are required the Member ID column will use a numeric sort when it appears on the Membership List or a report. Otherwise, the column will use an alphanumeric sort. (To understand the difference between a numeric and alphanumeric sort, consider the following list of numbers:

         1, 5, 11, 12,14, 100

 A numeric sort will maintain this numerical order: 1, 5, 11, 12,14, 100

 But an alphanumeric sort will change the order to: 1, 100, 11, 12, 14, 5

 You will need to close and reopen the Membership List for sorting changes to take effect.

 Note that if the Member ID Prefix preference is used, this preference will be turned off.

 Set Flag on New - controls whether the system automatically selects the Flag checkbox when creating a new membership record.  This can enable you to easily query for new records if you need to run a special report or mailing list for new members.

 Starting Field - controls where the cursor begins in new membership records: the First Name field or Prefix.  If the Prefix field is rarely used, choose the First Name option to speed data entry.

 Tab Order - controls the visible tabs and their display order for the details window.  For a tab to display, it must be set to Active and be given a tab order greater than zero. (The Order numbers themselves are not significant. Use whatever numbers you need to put the tabs in the order you desire. i.e., 10, 20, 21, 25, 56, 110 is no different than 1, 2, 3, 4, 5, 6)
 
Note: The General/Status tabs cannot be turned off, and are always the first tabs displayed.

4When you're finished changing preferences, click OK.