Using Multiple Addresses

With MemberTies Professional, you can assign more than one address to membership and group records. Each address can be given a unique name such as "Summer Home," "Winter Home", "Billing," "Mailing,", etc., and these names will appear in the Address Name dropdown so you can switch between addresses.

In the following example, the record includes a Main Address and a Billing Address. The Add, Open, and Delete Icons to the right of the address name dropdown enable you to add another address, rename the current address, or delete the current address. When you select a different address from the dropdown, the data in the rest of the address fields on the window change to show the data for that address. It's almost as if the various addresses are "stacked on top" of each other, and changing the dropdown changes the address in view.

Multiple addresses and the date ranges assigned to them can greatly simplify the task of keeping track of which address to use when members have both summer and winter homes. The primary rule involved with multiple addresses is that one (and only one) address must be "Current" at all times.

2	The address lines will appear to be cleared for the new address data, and a "New Address" dialog box will open so you can enter or choose an address name.

Notice that the text "New Address (2)" is displayed by default. This just means you are adding a new address, and it will be the second address on the record. You may either replace the text with a new address name, or select an existing predefined address name from the dropdown. After you enter or choose a name, click the "Use" button.

3	Since this is a new address, the "Current" checkbox is not checked. The system assumes the first address will remain the current, active address. If you want this address to be current instead, select the checkbox. See below for more information about the current address.

4	Complete the address fields appropriately. The record now has two addresses, and you can switch between them by selecting the desired address from the Address Name dropdown.

3	Modify the name, or select a different predefined address name from the dropdown, then click the "Use" button.

3	Confirm the deletion. The system will change to a different existing address if the record has one. If you are deleting the final address, the system will automatically create a new empty address for you (each record has to have at least one address).

When generating reports, the current address will always be used by default. However, many reports enable you to build your own criteria, in which case you can choose to select all addresses, or only non-current addresses. In addition, you may be able to further qualify the selection by requiring a specific Address Name. In general though, the Current Address should represent the address to which mailings should be sent.

For example, you could create report criteria that always uses the Current address, OR any address called "Additional Mail", which might represent people who have requested two copies of a newsletter, one to their home, and one to another address (the Additional Mail) address.

The current address can either be set manually by you, or automatically by the system based on date ranges.

•	Manual: Select the "Current" checkbox on the appropriate address on the record. In order to use the Current checkbox, there cannot be any date ranges assigned to any address associated to the record.

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Automatic: For each address on the record, create a date range within which the address is current (i.e., a person's summer address might be valid from June 1st to September 1st). Each time the application is started, all ranged addresses are checked and the appropriate address is made current. A record cannot be saved until all 365 days of the year are covered by an address range (February 28 and 29 are considered the same) without any overlapping. This ensures that on any given day, a single address will be current.

Note: Do not create date ranges unnecessarily. If a record only has a single address, don't create a range that covers the entire year. Doing so will cause the record to be checked by the system every time the application starts -- to see if it is current or not. Since it will always be current, this is a waste of system processing time.

Each address must have a unique name. To ensure consistent naming, you can predefine a list of address names and set one of them as the Default. The system will assign the default address name to the first address created on any record. See Maintaining Address Names for more information.

To change the name of an existing address, simply click the Open icon next to the name and choose or type a different name.

When searching for records, you can use the Addresses dropdown on the Search tab to restrict the search to only the Current address, Non-Current addresses, or all addresses. If a record has more than one address and you choose "All Addresses", the record will appear in the Results list once for each of its addresses.