Starting with Member Wizard - Step by Step guide

Congratulations on deciding to trial Member Wizard. We are always here to give you any assistance you need so if you have a question or having any issues please email me at support@memberwizard.com.au or if you are ready to give it a go and want me to walk you through the system book a Zoom via our home page on the Book a Zoom menu or by following this link.  https://scheduler.zoom.us/claire-beck/book-zoom

1. First thing to do is create your account in Member Wizard here https://app.memberwizard.com.au/register . Remember your login name has to be unique amongst all login names in the Member Wizard and you can not have spaces in a login name. I usually recommend firstname last name first initial. Use the email address you want to be associated with your user name. We recommend using an "official" email address. One which will be passed on to the next person who takes your role in the organisation as any email you send out from Member Wizard, the reply to address will be whatever email address you enter when you create your account (you can however change your email address within the system at any time).

2. Then send me your spreadsheet of members. I will take a look and get back to you with any changes which need to be made to it in order for me to import your members. The main fields I need are Last name, Membership type and paid to date but of course you will have a lot more fields than that. The system will allow any fields you want as we have both Standard fields and Custom fields. Custom fields can be of virtually any type - text, long text, date, true/false, pick a choice or pick multiple choices and additional email fields. If you have any groups such as Committee then have a column called Commitee group and include the word Committee against the name of the individual's member record. If you want to also import Inactive members (we don't charge for those) then include a column called Active and put either True or False against each member record.

3. Once the data is imported I will advise you. You then need to log in and do the following:

a. Upload a Logo (Settings/Upload Logo)

b. Set up bank accounts (Money/Bank Accounts)

c. Put a cost beside all Membership types (Settings/Membership types)

d. Set up how your members can pay - direct deposit, online (Stripe) or both (Settings/Member Payment Details). If you are going to use Stripe (and most of our clients do) then please download the Stripe info sheet which contains instructions on the information you need to collect before starting the process. Here is the link https://support.memberwizard.au/knowledgebase.php?article=153 . When you have collected the information return to the Credit/Debit card tab in Settings/Member Payment Details and click the blue Connect to Stripe button. You will need to have set up your bank account first.

e. Create accounts for Users of your system - these are people who will be able to log into the Admin Portal so be careful of who you authorise. Tutors for instance can manage all their class activities via their Tutor Portal so they do not need Admin Portal access. You can create Roles for these users (Settings/Roles) which either allow or restrict their access to particular parts of the application. After creating the Role you can then create a user and select that Role for them. The system will send them an email to login and select a password. 

f. You need then complete all tabs of the Settings/Organisation Details page. Note all the tabs across the top of the page.  Each requires attention.

g. You can then go and set up your Settings/New Member Application form. Of particular importance is the Welcome letter. Everyone you add to your database or everyone who joins online will receive an email with whatever is in that text area. If you include a link to the terms and conditions on your website in the Terms and Conditions box a tick box will be added to the online form which requires the member to agree to the terms and conditions or code of conduct and the date and time they do this will be recorded against their member record. The Part Payment options is used to either offer Pro rata payments as the membership year progresses (not if you have selected Membership can end at any time in Settings/Organisation Details on the Member tab). Alternatively it allows you to nominate a number of months before the end of the membership year when members will be granted an additional year. Most organisations who choose this option select either 2 or 3 months as the period. It means that if someone joins in say December 1 when memberships end December 31 they don't get another year's invoice only a couple of weeks later. 

h. After you have done all this if you are using Member Wizard as your Finance System then you can go and set up your Chart of Accounts (Money/Account Categories). 

Please take time to firstly click the HELP button in the top right hand corner of every page mentioned above and read the help file. A complete list of help files and other useful information including videos, a change log and update register can be found by following the Help Files menu link in Help Resources at the bottom of the green menu list. 

You may also find this help file useful Using Member Wizard to Manage your Organisation

And congratulations again and welcome to Member Wizard!