Offices Instruction Manual for the HCANA Online Members= hip Database
Search
for members by name, HCA number, or e-mail
Modify
member contact information
Change
boat and sail information
Verify
that the member does not already exist
Register
on behalf of the member
Enter
payment information for the member
As an officer, you can access extended capabilities in= the HCANA online database. This document describes how to use these features and perform the tasks assigned to various officers.
The Manage Accounts page allows you to perform the fol= lowing tasks:
· Search for members by name, HCA number, or e-mail
· Post membership payments
· Modify member contact information
· Change membership number
· Delete accounts
· Add family members
· Modify family members
· Delete family members
· Enter youth donations
· Change boat and sail information
To access the Manage Accounts page, log in and choose = Administration | Manage Accounts.=
You can locate a member by searching for a name, an HCA number, or an e-mail address. To view only one record for each membership, = make sure Show each family member is cleared. To view one record for each family member, check Show each family member.
If an account does not display, it might be a "ghost" account. A ghost account is one that has a membership and address record, but does not have any members. This problem occurs when a person completes only part of the registration process or if the person att= empts to register using a browser that does not support cookies.
If a member pays by cash or check or if you need to ma= nually adjust payment information, perform the following steps:
1.&n= bsp; Log on.
2.&n= bsp; Click Admi= nistration | Manage Accounts.
3.&n= bsp; Search to locate the member you need to change.
4.&n= bsp; Click View Details.
5.&n= bsp; If you are changing the payment for the current ren= ewal year (the record shown):
a.&n= bsp; Click Chan= ge payment for this renewal year.
b.&n= bsp; Enter the information. Make sure to check Paid.
c.&n= bsp; Click Upda= te.
6.&n= bsp; To renew a member for a different year:
a.&n= bsp; Click Add payment for next year.
b.&n= bsp; Fill out the fields.
c.&n= bsp; Click Inse= rt.
Here are some things to keep in mind.
· The Membership Code field accepts a single character. Here are the valid membership codes:
|
Membership
Codes |
Description |
|
S |
Standard |
|
F |
Foreign |
|
L |
Lifetime |
|
Y |
Youth |
|
W |
Web |
|
T |
Top Cat |
· The Check Number field is a numeric field. It accepts only numeric characters. Leading 0s are not shown.
· The Amount Comped field is used to document a complimentary discount.
· Renewal Amount + YouthD= onation + ExtraCardsPayment must equal Total Paid + Amo= unt Comped.
· Youth donations and extra family cards enter= ed here should not be entered in the other tables.
If you need to change a member's address, e-mail, phon= e number, or mailings received information:
1.&n= bsp; Log on.
2.&n= bsp; Click Admi= nistration | Manage Accounts.
3.&n= bsp; Search to locate the member you need to change.
4.&n= bsp; Click Edit= .
5.&n= bsp; Change the necessary fields.
6.&n= bsp; Click Upda= te.
Sometimes a member will incorrectly enter his or her membership number when creating an account for the first time. If you need = to change a membership number:
1.&n= bsp; Log on.
2.&n= bsp; Click Admi= nistration | Manage Accounts.
3.&n= bsp; Search to locate the member you need to change.
4.&n= bsp; Click Edit= .
5.&n= bsp; Change the family number (the part without the hyph= en).
6.&n= bsp; Click Upda= te. The change will be propagated to each member and each record associated that the member.
If you need to delete an account because of an error, perform the following steps:
1.&n= bsp; Log on.
2.&n= bsp; Click Admi= nistration | Manage Accounts.
3.&n= bsp; Search to locate the member you need to change. It = is recommended that you display only the member you plan to delete to avoid accidentally deleting the wrong member.
4.&n= bsp; Click Dele= te Member.
5.&n= bsp; Click Conf= irm Delete.
Sometimes a member might add a family member after pay= ing for a year's membership. Adding a new family member is a two-part process: =
1.&n= bsp; Create the account for the family member.
2.&n= bsp; Post the payment for the card.
To create the account for the family member:
1.&n= bsp; Log on.
2.&n= bsp; Click Admi= nistration | Manage Accounts.
3.&n= bsp; Search to locate the member you need to change.
4.&n= bsp; Click View Details.
5.&n= bsp; Enter the information for the new family member und= er the Add a Family Member heading. If the member is a Youth, you must enter a= birthdate. A youth must be 19 or younger on the date = he or she is added.
6.&n= bsp; Click Add = Family Member.
To post a payment for the family member:
1.&n= bsp; Under Family Cards added later, if the payment information fields are editable, enter the payment information. If the paym= ent information fields are not editable click Add Payment.
2.&n= bsp; Click Inse= rt.
You can also edit the payment record for a family memb= er who was added later. To do so:
1.&n= bsp; Locate the record by using the numbers at the botto= m of Family Cards Added Later.
2.&n= bsp; Click Edit= .
3.&n= bsp; Modify the data.
4.&n= bsp; Click Upda= te.
If you accidentally add a payment record for a family member, view it and then click Del= ete.
You might need to modify family member information. To= do so:
1.&n= bsp; View the record for the family member under Family Members.
2.&n= bsp; Click Edit= .
3.&n= bsp; Enter the new information.
4.&n= bsp; Click Upda= te.
To delete a family member:
1.&n= bsp; View the record for the family member under Family Members.
2.&n= bsp; Click Dele= te.
If you delete the primary family member, the other adu= lt will automatically become the primary member. If there is not another adult, you will need to set a family member to be the primary family member.
You can edit payment information for a youth donation = that has already been pledged or you can create a new youth donation record. It = is important to note that youth donations entered here should not be entered in the membership record.
To enter a new youth donation:
1.&n= bsp; Log on.
2.&n= bsp; Click Admi= nistration | Manage Accounts.
3.&n= bsp; Search to locate the member you need to change.
4.&n= bsp; Click View Details.
5.&n= bsp; If a youth donation record is displayed, click New.
6.&n= bsp; Enter the youth donation information.
7.&n= bsp; Click Inse= rt.
To post payment for a pledged youth donation:
1.&n= bsp; Log on.
2.&n= bsp; Click Admi= nistration | Manage Accounts.
3.&n= bsp; Search to locate the member you need to change.
4.&n= bsp; Click View Details.
5.&n= bsp; Locate the record using the numbers at the bottom of the Youth Donation table.
6.&n= bsp; Click Edit= .
7.&n= bsp; Enter the applicable information.
8.&n= bsp; Click Upda= te.
After viewing details for a member, you can also perfo= rm the following tasks:
· Change a boat's weight.
· Delete a boat.
· Add a boat.
· Delete a sail number.
· Add a sail number.
Sometimes you will need to create an account for a new member. Doing so involves three steps:
1.&n= bsp; Verify that the member does not already exist.
2.&n= bsp; Register on behalf of the member.
3.&n= bsp; Enter payment information for the member
There are two ways to verify that a member does not al= ready exist:
1.&n= bsp; Use the Search functionality on Manage Accounts (ma= ke sure to show ghosts).
2.&n= bsp; Use the All Members report on the Accounting Reports page.
You can perform these steps even though you are logged= on using your account.
1.&n= bsp; Click Memb= ership | Join or Renew.
2.&n= bsp; If the member already has an HCANA number, but is n= ot in the online database, enter the number and click Continue. Otherwise, click Join.
3.&n= bsp; Select the division and fleet.
4.&n= bsp; Type the primary family member information.
5.&n=
bsp;
Select the country. 6.&n=
bsp;
Enter the address information. 7.&n=
bsp;
Enter the phone numbers (optional). 8.&n=
bsp;
Click Add =
Member
Information. 9.&n=
bsp;
Enter additional family member information and clic=
k Add This Family Member, if applic=
able. 10.&=
nbsp; When
you have finished adding family members, click Continue without adding another family member. 11.&=
nbsp; (Optionally)
add boat and sail information. 12.&=
nbsp; Click
Continue. 13.&=
nbsp; Select
the membership type, youth donation amount (if any), and subscriptions. 14.&=
nbsp; Click
Accept Choices and Continue.
15.&=
nbsp; Click
Mail a check or money order. <=
/p>
1.&n=
bsp;
Log on. 2.&n=
bsp;
Click Admi=
nistration
| Manage Accounts. 3.&n=
bsp;
Search to locate the member you need to change. 4.&n=
bsp;
Click View
Details. 5.&n=
bsp;
Click Chan=
ge
payment for this renewal year. 6.&n=
bsp;
Enter the information. Make sure to check Paid. 7.&n=
bsp;
Click Upda=
te. The Reports page provides a flexible reporting system =
for
reports that do not include monetary details. You can type of report, the
fields to include, how you want the data sorted,
whether to include all family members or only the primary family member, and
the report format. You can also filter the report to include only members p=
aid
after a specified date. Note that this option should not be used to display
non-paid members! Report Type Description Possible Uses Women's International Mailing List Includes only members who want to receive Women's International
mailings Generating the mail-merge list Product mailing list Includes only members who want to receive product mailings Generating the mail-merge list for product mailings Paid members Shows all members with paid memberships Use with Paid Since Date to generate a merge list for membership
cards Non-paid members Shows members who have not paid for the current year Use WITHOUT Paid Since Date to generate a list of members who have
not mailed their check Not renewed Shows the members who have not yet renewed for the current year
Use WITHOUT Paid Since Date to show members who might need to be
contacted Women members Shows only female members Demographics Youth members Shows only youth members Demographics or youth-only events Division Chairs Shows members who are division chairs Officers Shows members who are officers Fleet Commodores Shows members who are fleet commodores Top Cat members Shows Top Cat members Unpaid Family Cards Shows family cards that have been added, but not paid for Follow up - Use WITHOUT Paid Since date Paid Family Cards Shows family cards that have been added and paid for Use with Paid Since date to generate membership cards Youth Donations Shows donors Use with Paid Since date to generate mail-merge list for thank you
cards All new membership cards Includes Paid Family Cards and Paid members Use with Paid Since Date to generate membership cards A note on the Excel file format. The file created is a=
.csv (comma-delimited) file. If it does not open with
multiple columns in Excel, you can use Text to Columns with a comma delimit=
er
to show each field in a separate column. The Accounting Reports page produces reports specific =
to
reconciling and managing payments of various types. You must specify a start
date and an end date when generating these reports. The available reports a=
re
described in the table. Report Description Membership payments by check Lists the primary member, payment date, renewal amount, youth
donation, extra cards payment, total paid, and check<=
/span>
number for membership payments made by check. Family cards added check payments Lists the primary member, payment date, total paid, and check num=
ber
for family cards added later and paid for by check. Youth donations check payments Lists the primary member, payment date, youth donation, total pai=
d,
and check number for youth donations paid for by check. Family cards added by payment type Lists the primary member, payment date, extra cards payment, total paid, and check number for family car=
ds
added later, and payment type, sorted by payment type. Membership by payment type Lists the primary member, payment date, renewal amount, youth don=
ation,
extra cards payment, total paid, payment type, and check number for
membership sorted by payment type. Youth Donation by payment type Lists the primary member, payment date, youth donation, check num=
ber,
and payment type, sorted by payment type. PayPal Resolution Details Lists all payments between the two dates received by PayPal or Cr=
edit
Card. Payments are sorted by payment type. All Members Shows all details for members and membership in a flat table. Used
for troubleshooting. CC or PayPal Pending Shows members who attempted to pay online, but the payment was not
processed because of an Internet, PayPal, or user error. Members without a member (ghosts) Shows members who attempted to register online, but experienced a
problem, possibly due to cookie settings. Memberships without login info Shows members who attempted to register online, but experienced a
problem, possibly due to cookie settings. The Manage Fleets page allows you to Add, edit, and de=
lete
fleets. You can also set the fleet commodore for a fleet through this page.=
You
must know the member id to set a fleet commodore. The Manage Officers page allows you to set division ch=
airs
and other officers. You must know the member id to set an officer. If a new type of boat is invented, you can add a boat =
class
by choosing Administration | Add B=
oat
Class. You must identify the class name and the number of sailors. The Manage Permissions page allows you to grant permis=
sions
to members who hold specific roles. To change a permiss=
ion: 1.&n=
bsp;
Click Gran=
t or
Revoke. 2.&n=
bsp;
Check a box to grant the permission. 3.&n=
bsp;
Uncheck a box to remove a permi=
ssion.
4.&n=
bsp;
Click Upda=
te.Enter payment information for the member<=
/h2>
Generating Reports
Report types
Accounting Reports
Managing Fleets
Manage Officers
Add Boat Classes
Manage Permissions