Add Members

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A Member is any individual, organization or household who belongs to your organization through a membership. Members are first created as Constituents in Argenta and then assigned as members.

To get stated, choose either Constituents > Members or Membership > Members - from the Argenta main menu on the left-hand side of the screen.

 
 
 
 

This will open your organizations full list of Members. From here, click the "Add New" button.

 

This will open the Add A New Member by Designating A Constituent As A Member screen.

 
 
 
 
 

To avoid duplicates in your database select the "Lookup" button behind the Constituent ID field. This will open a window for you to select your Member from the list of constituents within your database. 

 

Type in the name of your member to search through the database. You can type a full name or a partial like "Jane Doe" or just "Jane."  If your constituent is in the system click the pink check mark  to select this constituent. This will return you to the Add A New Member by Designating A Constituent As A Member screen for you to select the Active Date for this member. Click the "Add Member & Enter Details" button to add this member and go to the details screen.

If the Constituent is not in the system, you can add them by clicking the "Add New" button, after the constituent ID field. If you need help adding a constituent, see KB Article - Add A Constituent.

This will open the Workspace for Member screen.  Here is where you will enter the details about your member. Let's go over each field and tab in detail:
 
Member Details
 
1. Record Permissions - You can choose to lock the record by placing a checkmark in the "Lock This Record"  box. Choosing to lock this record prevents users from viewing or updating it, unless they're either a master admin or given specific permissions on the Record Permissions tab. 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.
 
2. Open The Full Constituent Card - Selecting this will open the constituents full card allowing access to all the constituent tabs.
 
3. Membership Status - Set the members status by selecting the appropriate one from the drop-down list. Your options are: In Process, Active or Inactive.
 
4. Assigned To (Team Member) - If the member should be assigned to a specific member of your team, you should designate them here.
 
5. Active Date - Enter the active date for the member. You can do so by manually typing in a date or by using the date selector.
 
6. Application Date - Enter the date the member turned in an application to you here. You can do so by manually typing in a date or by using the date selector.
 
7. Nomination Date - Enter the date the member was nominated here. You can do so by manually typing in a date or by using the date selector.
 
8. Approval Date - Enter the date the member was approved here. You can do so by manually typing in a date or by using the date selector.
 
9. Membership Start Year - Enter the start year for their membership here in 4-digit form. Ex. 2020.
 
10. Membership End Year - Enter the end year for their membership here in 4-digit form. Ex. 2021.
 
11. Membership Term Start Date - Enter the members term start date here. You can do so by manually typing in a date or by using the date selector.
 
12. Membership Term End Date - Enter the members term end date here. You can do so by manually typing in a date or by using the date selector.
 
13. Renewal Date - Enter the renewal date for membership here. You can do so by manually typing in a date or by using the date selector.
 
14. Inactive Date - If you selected inactive for the members status, then this field would be active. Set the inactive date for the member here. You can do so by manually typing in a date or by using the date selector.
 
15. Is Suspended? - Yes or No.
 
16. Suspension Start Date - If your member is suspended, you can enter the suspension start date here. You can do so by manually typing in a date or by using the date selector.
 
17. Suspension End Date - If your member is suspended, you can enter the suspension end date here. You can do so by manually typing in a date or by using the date selector.
 
18. Inactive Reason - If you selected inactive for your members status, then you can select an inactive reason from the drop-down list here.
 
19. Suspension Reason - If you selected suspended for the member, you can select a suspension reason from the drop-down list here.
 
20. Department/Chapter - If this member belongs to a specific department or chapter or was brought in by a specific department or chapter select it from the drop-down list. If the appropriate department or chapter is not listed you can add a new one by selecting the "Add New" button.
 
21. Member Type - Select the type from the drop-down list. If an appropriate type is not listed you can add a new one by selecting the "Add New" button.
 
22. Member Category - Select the category from the drop-down list. If an appropriate category is not listed you can add a new one by selecting the "Add New" button.
 
23. Membership Level - Select the level from the drop-down list. If an appropriate level is not listed you can add a new one by selecting the "Add New" button.
 
24. Acquisition Source - Select a source, that is how this member became a member for your organization, from the drop-down list. If an appropriate source is not listed you can add a new one by selecting the "Add New" button.
 
25. Associated Campaign - If the member is related to a campaign, or was brought in due to a campaign, select the campaign by using the drop-down list.
 
26. Membership Number - If you use membership number you can list it here.
 
27. Preferred Payment Method - You can set the members preferred payment method here, by selecting it from the drop-down list.
 
 

You should save your progress by clicking "Save All Changes & Continue" or the Save Icon at the top or to complete the process, click the "Save All Changes & Exit" button. 

You can add related files, contact or notes.
 
 
For help adding a related file, please refer to KB Article - Add Related Files
 
For help adding a contact to the contact log, please refer to KB Article - Add Contact to Contact Log.
 
For help adding a note, please refer to KB Article - Add A Note to the Notes Section.
 
Groups Tab
 
This tab will display any groups that the member belongs to. This is controlled by the Constituents > Constituents Groups area.
 
Skills/Experience Tab
 
Clicking into the Skills tab will open the full constituent card record. If the constituent has any skills assigned they will be listed here. You can add a new skill to your constituent by selecting the "Assign A New Skill" button.
 
Training Tab
 
Clicking this tab will open the Training Record for the constituent. Any Trainings that the member attended would be listed here.
 
Payments Tab
 
Clicking this tab will open the Member Payments screen. Any payments the member has made will be listed here. You can also add a member payment from this screen by selecting the "Add New" button.
 
Mission Projects Tab
 
This tab will list any mission projects the member has been active with.
 
Visits Tab
 
This tab will display any visits that have been logged. You can log a visit to this member by selecting the "Add new" button.
 
Status Log Tab
 
This tab will show the members status activity log and suspension log.
 
Follow-Ups Tab
 
This tab will show any follow-ups you have created for this member. You can create a follow-up for the member by selecting the "Add New" button. Sometimes Members need follow up communication. You may need to remind them of something or give them additional information when it becomes available. Use Member Follow Ups to keep track of those dates and times. 
You can set a notification time where Argenta will send you an email to remind you the follow up is due. Follow Ups will also display on your personal calendar, accessible from the Dashboard.
 
Record Permissions Tab
 
Individual records can be locked so only master admins and users who are listed here can view or edit them. To add user permissions for this record simply add them here by selecting the user from
the drop-down list, then click the "Add Selected User" button. This will add the user to the record permissions and allow the user to edit and view the record.