May 2024: Managing Contact Groups Update

May 2024: Managing Contact Groups Update

New changes have been made in 2 areas related to contact group management:

  1. Managing a Group

  2. Managing a Contacts Relation to a Group

Groups may be an organization's membership or non-membership group.



Managing a Group

  • More specific tabs for functions

Add Group Member


  • Ability to create a contact when adding to a group

Future

  • Adding an option from this page to create a dues purchased record so that when adding a member a corresponding order is tied to this transaction

Designations


  • More intuitive layout of existing designated users for the group

  • Easier to add new designation types

  • Ability to create a contact when adding a designated user

Batch Operations


  • Option to clear society join date for contacts getting batched deleted from the group

  • Option to clear society join date for expired contacts getting batched deleted from the group

Notifications


  • Optional email notification message to users added to a group

  • Templated email will be sent automatically when a user is added to the group

Archive


  • Archive view of group members, filterable by year

  • Archive view of group designation holders

  • Data can be exported

Managing a Contacts Relation to a Group


Instead of a single page listing all groups, the user group management area has been separated into sections for easier management of member and non-member groups.



Membership Groups


Membership groups, if applicable for your system, will be the first tab.

From this page:

  • You can add membership groups

Future

  • Adding an option from this page to create a dues purchased record so that when adding a member a corresponding order is tied to this transaction

  • You can change the membership group

  • You can edit the membership group meta information: date added to the group, expiry date

  • You can remove the membership

    • There is then an option to create an archive record or not archive, and just delete the membership record

  • You can adjust the society member join date

    • This is a single date that corresponds to the first time the user joined the society

    • X-CD stamps this date the first time a member pays dues

    • If a user later changes membership categories - this value is not changed

    • You rarely need to adjust this - but just in case - the option is available

    • You can also remove the society member join date as long as the member is not in an active membership

      • If you do this:

        • X-CD logs the original member join date should this need to be re-discovered

        • the next time the member pays dues - they will be treated as a “new member” and have a new society join date stamped for their account

Other Groups


Non-Membership groups can be managed from this page.

From this page:

  • You can add a user to new groups

  • You will see a list of existing groups the user is in, sorted by expiry

  • You can edit a user’s group meta information: date added to the group, expiry date

  • You can remove a user from a group

    • There is then an option to create an archive record or not archive, and just delete the membership record

  • If a user is expired in a group it will be denoted in a red background

  • Existing designations will be displayed in the designation column if applicable

    • If the user is not in any groups that offer designations then the designation column will not appear

  • You can edit a user’s designations for a group


History


The history tab will display archived records related to groups a user has been in and designations a user has held within groups.

From this page you can:

  • View archived records for user’s groups and designation activity

  • Add historical records for periods of time where X-CD did not track your membership or designation information

Future

  • Displaying a timeline chart that provides a visual timeline of a member’s lifetime within your society

  • Displaying membership orders directly from this page

    • (currently available elsewhere in the system)


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