Set up your Organisation
When you first start using Member Wizard you have to set up your Organisation's details in the system.
Click Settings, Organisation Details.
You will see up to 5 tabs at the top of the form. The first tab - Contact is to enter details of your organisation such as address, ABN and web site etc. These details appear on receipts, reminders and other correspondence. If you do not have an ABN entered, you will not be able to record GST on your invoices, receipts or expenses.
The second tab - Money - is for entering details on your Organisations financial setup - such as the end of your financial year to help you prepare Profit and Loss Reports.
You can ensure your currency symbol is correctly identified and placed in the correct position and what Account Category you wish to store your GST transactions in. The system default is GST. Transactions recorded in this category will assist you to prepare your BAS.
If your organisation needs to send pro forma invoices (quotations) then check the box marked Use Pro Forma Invoice. Invoices will then be initially created marked Pro Forma Invoice instead of Tax Invoice but upon payment they will change to Tax Invoice. This feature is particularly useful in countries who's system for GST is based upon invoices and not receipts (accrual vs cash based).
If you wish your invoices to include any specific information you can enter it in the box marked Invoice Terms and Conditions.
The third tab - Members - contains information on when your membership year expires. There are two options. Choose Membership can end on any date if you have "rolling membership" so that anyone who joins, whenever they join have 12 months from the date they joined.
The other option is All Memberships end on the same date. These details are used when you are preparing Membership Reminders. You need to enter the day and month your membership year ends.
You can also arrange for each member to be given a membership number by checking the box Increment Member Number.
If you want your members to be able to print name tags from their Portal then check the box Name Tag Print Enabled. Note this will not prevent name tags being printed by users logged into Member Wizard administration.
If you wish to enable the Pay Renewal button in the Member Portal at this time then check the box accordingly otherwise this function will be greyed out to prevent members from renewing and possibly double paying for their membership for that year.
You should also enter here any Membership Renewal Instructions. This information will appear in any Member Renewals you email. For instructions which appear on Print Membership Invoices you need to enter them in Print Renewal Instructions.
The fourth tab Email is for you to nominate who will receive email bounces if you have incorrect email addresses recorded in your system. The default is to send them back to the person who sent the original email but you may wish to nominate someone in your organisation who will deal with sorting out the correct email address and updating the system. If so simply uncheck the tick box and enter their email address. It is also where replies to system emails such as receipts and invoices will be sent.
The fifth tab Classes contains a check box which will add an invoice for membership renewal to any class invoice if the member's Invoiced To date is in the past.
You can see their Invoiced To date in their membership record on the Organisation tab. If the member has already been sent a Membership Invoice then the Invoiced To date will be in the future and they will not be charged for a second membership payment.
This adding of a membership renewal invoice will only occur when the member is enrolling in classes online.
This is also where you can enter Universal Excluded Dates. These are dates when your organisation runs no classes. There is a place in the Class Edit page where you can set excluded dates for individual classes.
If your organisation limits either the total number of classes a member can enroll in or the total number of classes in a particular subject, either for the full duration of the period or for the initial enrolment period you can set these parameters on this page.
Firstly check the box marked Implement Enrolment Period. You will then be asked to enter the dates of the relevant Enrolment Period. This is the period in which the restrictions will operate. The purpose of this is to prevent members from filling all spots in say exercise classes while others may not have had an opportunity.
There are two levels of restrictions. On this page you set the total number of courses a member can enroll in during the nominated period.
If you want the member to only EVER be able to enroll in a certain total number of classes in a Term say, then make the period for the full term. Otherwise you may only want to restrict them at the start of the enrolment period but when everyone has had an opportunity to choose a class and there are still vacancies, further class enrolments may be permitted.
The other level of restrictions is imposed at the Subject level in the Classes module and will be covered there.
Click Save when complete. See also Upload Logo