This is intended to be used by people serving as the membership chair. This explains the steps to process registration forms received by new members and renewing members. Each step below serves a specific purpose, and are completed by different people along the way.
Don't worry, it's not as bad as it looks because many of these steps are completed by someone other than the membership chair. But all steps are explained so that everyone is aware of the steps involved.
Summary
1. Registration Submitted
2. Wait for payment from paypal or verify manual payment
3. Check the Registrations Received Report. Are either the drupal or membership accounts created? Are the accounts linked?
4. Create the membership account. Update the payment date and expiration year.
5. Create the Drupal Account (the webmasters will do this)
6. Link the membership account to the drupal account if the drupal account has been created. Enter the website user id, also known as the drupal id in the membership profile.
7. Update the Registrations Received record. Update the date paid and possibly mark the registration as complete (only if the drupal account has been created and they are linked)
1. Submitting the registration (completed by new or current member)
When people register for the first time, or a current member renews their membership, when they hit the submit button on the registration form, you will get an email with the registration/renewal (r/r) information. Additionally, all of the information from the form is recorded in a database, so you can easily see all registration forms without having to search your email. It is much prefered to have all new members and renewals at least fill out the form online, even if they choose to pay in person. For new members, we can fill out the membership form for them and submit it (be sure you are NOT logged in when doing this), but for renewals, they really need to do it themselves because the renewal form itself looks to see if the person is logged in and uses that information.
2. Payments (completed by new or current member)
Once they make a paypal payment, you will get an email from paypal, and again, that information is stored in another database so you can easily review all past payments at any time. See the "Show Paypal Payments" link in the BMM. Do not attempt to create any accounts, or update a member's renewal until they have paid. You will need the payment information to process the registration. Manual payments and in-person registrations are handled slightly differently, and can easily become overlooked if they are not recorded and acted upon quickly. See the "Manage Manual Payments" link in the Board Members Menu (BMM) located on the left-hand menu on the front page of the website (right under the "Random Photo").
3. Registrations Received Report (Webmaster and Membership Chair)
The information from the r/r form is stored in a database that can be viewed by selecting the "Registrations Received" BMM. Once there, you can either view all registrations received, or you can choose to just see the registrations that are considered outstanding. You can mark any registration complete, but I would not recommend doing that until all the steps have been completed.
Therefore, the Registrations Received report serves two purposes. One, it is a place to review the information from submitted registration forms. Two, it serves as a checklist and tracking tool to manage what is required for each registration.
The Registrations Received report will attempt to see if there is a membership account and a drupal account associated with the submitted email address. If there is a match in either account, that is indicated by "Yes" in the respective column. It is possible that someone may change their email address, in which case the match may fail. In that case, we need to update the email address in the drupal and/or membership account(s). Matches would only occur in renewals because new members will not have either account at this point. For new registrations and for renewals, the date paid will be all zeroes, and the "complete" status will show "No". For new members, the drupal and membership accounts will need to be created. The webmasters, Skip and Mike will take care of the drupal registrations. You wil know if that the drupal accounts have been created by the drupalID column showing something other than 0, and the Drupal Acct column showing "yes". In either case, the next thing you need to do is create the membership account. The Registrations Received Report also looks to see if the drupal account and the membership account have been linked, which simply means has the drupal id been entered into the membership profile. The bottom line is, for renweals, the membership account, the drupal account, and the linking of the two accounts should already be done--you can jump to step 6. But for new members, all three of these items will need to be completed in steps 3, 4, and 5.
4. Creating the membership account (membership chair)
Click on the "Membership Info" link in the BMM. Click on "Add New Member" at the top of the page. Fill in the information (especially be sure to enter the expiration year) and click the "Add New Member" button at the bottom to complete the account creation. Next, click on "update user info" for the account you just created. Update the date paid and "website user id" (that's the same thing as "DrupalID") if the drupalid is known (this is step 6 below). If the drupalID is not known, then just leave it as 0. This is how the Drupal account is linked to the membership account. Click on the "Update Member" button on the bottom to accept the changes. Now, if you go back to the Registrations Received report, you should see the "Mem Acct" column has "Yes" to indicate that the membership account has been created and is recognized. After the membership chair completes this step, proceed to step 7 (steps 5 and 6 will be done by the webmaster).
5. Create the Drupal Account (usually done by the webmasters)
This is the page to add new members: http://vabeachphotoclub.org/admin/user/user/create. It can also be found by clicking "Users" in the left hand menu (second from the very botton of the left hand menu--not in the BMM). After clicking "Users", then choose the "Add User" tab near the upper right corner of the page. Fill out all the information on this page and then click the "Create New Account" button at the bottom of the page. Be sure to check the "Notify user of new account" checkbox.
6. Linking the Drupal and Membership Accounts (webmaster, if not completed in step 4)
If you weren't able to do this in step 4 above (probably because the drupal account hadn't been created at that point), then it should be done now. This step should be completed by either the membership chair or the webmasters, depending on whether the drupal account or membership account is created last. In other words, if the drupal account was created first, then this step should be completed after the membership account is created (and is so instructed in step 4 above). If the membership account is created first, the webmaster will link the two accounts after the creation of the drupal account. The bottom line is, this step will either be completed as part of step 4 by the membership chair, or will be done here in step 6 by the webmaster. The procedure to complete this step is described in the next paragraph.
To link the two accounts, first review the Registrations Recevied Report to get the drupal user id. Next, click on Membership Info in the BMM. Click on the member in question, the click on "Update User Info. Then enter the 4 digit drupal id in the "Website User ID" field. Submit the change by clicking the "Update member" button.
7. update the Registrations Received Report (webmasters and membership chair)
Now that the membership account has been created, we can possibly mark the registration as complete. I say "possibly" because it depends on whether or not the webmasters have created the Drupal Account. If both accounts have been created AND the accounts linked, then it is safe to mark the registration as complete. To update the "date payment rec" column, or to mark the registration as complete, click on either of those cells. Here you can edit some of the registration information, and update the date payment received, as well as mark the registration as complete.