A member visit is an interaction between your organization and one of your members.
To get started,
choose Membership > Member Visits - from the Argenta main menu on the left-hand side of the screen:
This opens the Member Visits screen where all your member interactions are logged. From here, click the “Add New” button:
This opens the Member
Visit Workspace window:
This workspace has two tabs of information to fill out. lets go tab-by-tab and field-by-field:
1. Member Visit Details tab:
On this tab you will enter these details about the member visit:
- Record Level Permissions - Set As View Only - Placing a checkmark in this box restricts this
record to view-only access unless the user is the user who created the record,
the user is a master admin, or the user is given specific permission to modify
this record on the Record Permissions tab of this
record. Permissions also work by assigning a department, district and/or
precinct. If you have users in your system who are restricted by these
permissions, they will only be able to see records in the
departments/districts/precincts you have granted them access to.
- Record Level Permissions - Lock This Record - Placing a checkmark in this box locks this
record so that users cannot view or update the record unless the user is the
user who created the record, the user is a master admin, or the user is given
specific permission to access this record on the Record Permissions tab
of this record. Permissions also work by assigning a department, district
and/or precinct. If you have users in your system who are restricted by these
permissions, they will only be able to see records in the
departments/districts/precincts you have granted them access to.
- Date of Visit - By default, the day you are inputting the visit will be entered. You can manually change this by typing in a date or you can use the date selector to choose a different date. This is a required field.
- Member ID - Click the Lookup
icon to search for and select the member that you are entering the visit for. This is a required field. - Visit Category - Use the drop-down list and select the category or reason for your visit. If an applicable category is not listed you can add a new one by clicking the Add New
icon. - Visit Description - You can enter a description of your visit here.
- Chapter - If this member visit belongs to a specific chapter within
your organization or you wish to restrict users by chapter, select the
appropriate chapter from the drop-down list. If you have users in your
system who are restricted by chapter, they will only be able to see records in
the chapters you have granted them access to.
- Division - If this member visit belongs to a specific division
within your organization or you wish to restrict users by division, select the
appropriate division from the drop-down list. If you have users in your
system who are restricted by division, they will only be able to see records in
the divisions you have granted them access to.
- Department - If this member visit belongs to a specific department
within your organization or you wish to restrict users by department, select
the appropriate department from the drop-down list. If you have users in your
system who are restricted by department, they will only be able to see records
in the departments you have granted them access to.
- District - If this member visit belongs to a specific district
within your organization or you wish to restrict users by district, select the
appropriate district from the drop-down list. If you have users in your system
who are restricted by district, they will only be able to see records in the
districts you have granted them access to.
- Precinct - If this member visit belongs to a specific precinct
within our organization or you wish to restrict users by precinct, select the
appropriate precinct from the drop-down list. If you have users in your system
who are restricted by precinct, they will only be able to see records in the
precincts you have granted them access to.
- Associated Team Member -Select the team member from the drop-down list who completed the visit with your member.
- Related Files - Like all other modules and sections in Argenta, you can also add an
unlimited number of related files to this member visit. If you need help adding a file please see our
other KB Article - Add
Related Files. Make sure to save your changes first before adding related files. If
you would like to add any related files to this member visit you can do so here.
Simply click the "Browse" button
to search for and select a file from your computer or drag and drop the file
into the "Drag & Drop File Box".
- Notes - If you would like to add any notes to the member visit you do so in the Notes section. If you need help adding notes please see our other KB Article - Add A Note to the Notes
Section. To add a note, click the "Add Note" button. This will
open the "Add A New Note" screen where you can type a note. Click the
"Save & Add This Note" button to save the note and be returned to
your member visit workspace.
With all of these fields completed, you should save your changes before moving on by clicking the "Save All Changes & Continue" button or the Save
icon from the top.
2. Record Permissions tab:
This tab controls the record permissions for the member visit.
2. A. View Only Access:
Sometimes you want users to be able to view a record but block
them from modifying that record. Individual records can be set to View Only so
only master admins and users who are listed here, can edit them. To grant users
permission to modify this record simply add them here. Select a user from the
"Select A User To Add" drop-down menu then click the "Add
Selected User" button to add the user to the view-only access permissions.
2. B. Locked Record Access:
Individual records can be locked so only master admins and users
who are listed here can view or edit them. To grant users permission for this
record simply add them here. Select a user from the "Select A User To
Add" drop-down menu, then click the "Add Selected User" button
to add a user to the locked record access permissions.