Member Portal¶

MemberOrganizer includes a Member Portal where individual members can log in and serve themselves.

In the Member Portal, members can sign up for various teams, events, and so on. All enrollment options are described separately under Online enrollment.

The Member Portal is activated by choosing “Configuration -> Club -> Choose modules”, ticking “Member Portal”, and clicking Save. Then go to “Configuration -> Member Portal -> Choose modules” and tick the modules in the Member Portal that you want to enable.

The modules/functions below are available.

For members:

Enrollment: Members can enroll in various events, teams, training sessions, and so on. Read more under Online enrollment.
Booking: Members can book badminton courts, tennis courts, rooms, or boats — resources typically rented by the hour.
View and optionally edit master data: Members can edit their own master data. Read more below under Edit own master data.
View invoices: Members can view their own invoices.
Member chat: Members can independently start a chat with one or more other members directly in the app without going through the association’s administration. Read more here: Member chat
Calendar: Shows activities with a scheduled date, and also bookings if the booking module is used.
View previously sent emails: Members can view previously sent emails from the association.
View subscribed activities: Members can view, but not unsubscribe from, subscribed activities.
Unsubscribe from activities: Members can unsubscribe from subscribed activities — used especially for team training.
Change membership: Members can change membership themselves.
View completed courses: Members can view completed courses — i.e. activities of type “Course” that the member is or has been subscribed to over time.
View and download membership card: Members can view and download a membership card. You can set a restriction so that only paying members can view and download the membership card. The function is also available in the App.
Member list for all members: Can be used to make a member list visible that all members can see. The member list can be protected by login, but can also be made visible without login if you wish.
Resignation/cancellation: Members can resign/cancel their membership themselves without the association having to do anything.
View own documents: Members can view their own documents — i.e. documents the association has uploaded for the individual member.
Document archive for all members: Members who are logged in to the Member Portal can view all documents in the document archive in the folder named public. Note: The folder must be named with a lowercase “p” in “public”. It will not work if the folder is named with a capital “P”.

For instructors:

Online attendance: Instructors can mark participants present online via smartphone, tablet, laptop, and so on.
Time registration: Instructors can register the hours they teach on the various teams.
Communication: Instructors can send emails and/or SMS messages to the teams they are linked to.
Member list that selected members can see: Selected members can be granted access to view a list of members from selected activities.
Document archive for instructors: Instructors who are logged in to the Member Portal can view all documents in the document archive in the folder named instructors. Note: The folder must be named with a lowercase “i” in “instructors”. It will not work if the folder is named with a capital “I”.

For the board:

Document archive for the board: Board members who are logged in to the Member Portal can view all documents in the document archive in the folder named boardmembers. Note: The folder must be named with a lowercase “b” in “boardmembers”. It will not work if the folder is named with a capital “B”.

Members log in to the Member Portal with email address (or member number) and password. When a member is created in MemberOrganizer, the system automatically assigns a random password. This password can be sent to members via a newsletter where member number and password are merged in, for example. Member number and password can also be merged into invoices — including invoices sent via Betalingsservice — so there are several ways for members to receive their password.

The Member Portal works on smartphone, tablet, laptop, and so on.

Give members access¶

If you want to inform members about the possibilities in the Member Portal, it can be a good idea to send them an email about the Member Portal and how to log in.

When a member is created in the system, the system automatically assigns a password, and this system-generated password can be sent in an email to the member so the member can log in. If the member later changes this password, the password can no longer be sent/viewed in plain text, as it is hidden from everyone.

This is how to send mail to members so they can get access:

Choose “Communication -> Text templates”.
Click “Create new text template”.
In the field “Base on a system text”, choose “Login to Member Portal for members”.
Adjust the text if needed and click “Save text template”.
Choose “Communication -> Emails and letters to members”.
Click “Create new email”.
Choose the members who should receive the mail — typically all members.
In the “Text template” field, choose the text template you just created.
Optionally use the “Send test email to myself” button at the bottom of the page to check that everything looks correct. The system will then merge information from a random member into the email.
Click “Send” at the bottom of the page, and the email is sent to the selected members.

Enrollment¶

The Member Portal makes it possible for members to enroll in various things in the association. There are many different configuration options, and therefore this is described in a separate chapter here: Online enrollment.

Booking¶

Here the member can make bookings of badminton courts, tennis courts, rooms, or boats — resources typically rented by the hour.

If the association uses card payment, the member can only make a booking if payment is made at the same time.

Edit own master data¶

The association decides which fields the member should be able to see and edit. You can choose that some information should only be visible to the member, but not editable by the member.

Which fields the member should be able to see and/or edit is configured under “Configuration -> Member Portal -> Member login”.

View own invoices¶

Here the member can view the invoices that have been created for the member over time via MemberOrganizer. The member can see whether the invoices are paid or not, and the invoices can be downloaded as PDF.

View previously sent messages¶

When you send a message via email from the system to members, the message — in addition to being sent to the member’s email address — can be viewed by the member in the Member Portal and the App. Messages are stored for 60 days, after which the content of the message is deleted.

This is configured under “Configuration -> Member Portal -> Choose modules”, where you tick “See messages”.

Online attendance¶

If you create your instructors, teachers, or coaches in the member list in MemberOrganizer, you can subsequently grant these people access to mark members present online via the Member Portal. Read more under Online attendance

Time registration¶

If you create your instructors, teachers, or coaches in the member list in MemberOrganizer, you can subsequently grant these people access to register their teaching hours via the Member Portal.

When the instructor logs in to the Member Portal, the activities/teams the instructor is linked to can be selected, and the instructor can enter a date and a number of hours. From the administrative part of the system, consolidated reports on hour usage can be pulled on a monthly basis, for example, which can be used as a basis for payroll calculation.

Read more about time registration here: Time registration.

Communication¶

If you create your instructors, teachers, or coaches in the member list in MemberOrganizer, you can subsequently grant these people access to send emails and/or SMS messages via the Member Portal to the teams they are linked to for online attendance.

This can be used if there is a last-minute cancellation, for example, where you can quickly notify members via SMS.

Instructor list and committee lists¶

The system can be set up to show instructors and committee members. By default, profile picture (if this member field has been made visible) and the instructor’s name are shown.

Profile picture can be made visible under “Configuration -> Members -> Member field configuration”, then look for a field called “Portrait photo”. Note that use of profile pictures means the document archive module is used, and the document archive is an add-on module.

The system automatically creates the instructor list from members who are linked as instructor on an activity, or are assigned online attendance on an activity.

In addition to showing instructors, the system can also be set up to show committee members. You can define what the various committees should be called, and whether a title and/or description should be shown.

Display of instructors¶

Go to “Configuration -> Member Portal -> Display of instructors and committees”. Tick “Show instructors and committees”. The system will then automatically show an extra menu item in the Member Portal. If you use the homepage module, you must add an extra system page to the menu yourself — this is done under “Homepage -> Menu structure”, where you choose system pages and then choose the page called “List of instructors and any committees”.

Display of committee members¶

Display of committee members requires that you first change one of the extra member fields to be called “Committee”, for example, and change the field to a checkbox field.

This is done under “Configuration -> Members -> Member field configuration”. Find a free member field and change the name to “Committee”, for example, and the type to “Checkbox”, and then enter values such as:

1=Board,2=Youth committee,3=Senior committee

You can then go to the various committee members in the member list and tick the committees each member belongs to.

You must also tell the system that this extra member field is now the field used for this purpose. This is done under “Configuration -> Member Portal -> Display of instructors and committees”, where you choose this member field in the “Committee field” field.

You can also use a title and a description, configured in the same place as the committee field. Title is used for a board, for example, where you can enter “Chair”, “Treasurer”, and so on for the various board members.

Member lists¶

There are various options for displaying member lists in the Member Portal. You can grant selected members access to view a list of members from selected activities.

You can also create a member list that all members can see — and you can set it up so that members must be logged in to the Member Portal to access these lists.

Selected members with access to member list

This is particularly suited to local branch chairs who should have access to a subset of the member list and not the entire member list.

Setup is as follows:

Choose “Configuration -> Member Portal -> Choose modules”.
Tick “Member list for instructors”.
Then choose “Member Portal -> Members with access to member list -> Assign access to members”.
Now choose the activity whose members should be visible in the Member Portal.
Finally choose the member (or members) who should have access to view the members in the selected activity.

All members with access to member list

Setup is as follows:

Choose “Configuration -> Member Portal -> Choose modules”.
Tick “Member list that all members can see”.
Create a member report under “Members -> Member reports” and click “Create new member report”.
In the field “Visibility in member portal”, choose whether the member report should only be visible to members logged in to the Member Portal.
In the “Columns” box, choose the fields that should be visible in the member report.
In the “Sorting” box you can optionally specify a particular sort order for the member list.
In the “Criteria” box, set up any criteria so that only selected members are shown in the member list, for example.

If a member report is made visible in the Member Portal, make sure you have obtained consent from members so they have actively agreed that their member data may be shared.

Change activity/team¶

You can enable members to change activity themselves. This is particularly suited to associations with many teams where members should be able to switch one team for another.

A prerequisite for this to work is that the member has exactly one activity in the group of activities that the association has opened for switching. If members typically have more than one activity that can be switched, the system will not allow changing activity. Here the member must contact the association, which can move the member.

To enable changing activity/team, choose “Configuration -> Member Portal -> Choose modules” and tick “Activities: Member can change membership”.

Caution

The activities that can be switched between should be in roughly the same price range. Otherwise a member could enroll in/buy an inexpensive team and then switch to a more expensive team. The system does not invoice/calculate any difference between the two teams.

The system does however have a built-in function to guard against exactly the above, namely the option to enable “Amount must match”. When this is enabled, a member can only switch to a team with exactly the same price as the team the member already has. This is enabled under “Configuration -> Member Portal -> Activities members can choose” in the field “Rules for changing activity”.

If “Amount must match” cannot be used because instalment payments are used (and the activities therefore appear to cost the same but do not), you can define which activities belong together via either standard prices (“Configuration -> Standard prices”) or the free-text field called price groups. The free-text field “price group” is a field under “online enrollment” for the individual activity. The field is only visible if you have enabled “Free-text field ‘price group’ must match” under “Configuration -> Member Portal -> Activities members can choose” in the field “Rules for changing activity”.

Unsubscribe from activities¶

If you have many teams/activities that members can sign up for, you can advantageously use unsubscribe from activities.

Here members can unsubscribe from the teams they have signed up for. Members can only unsubscribe from teams that have not yet taken place. Unsubscription is possible up to 2 hours before the team starts. After that it is no longer possible to unsubscribe.

Document archive¶

Members who are logged in to the Member Portal can view documents that the association has placed in a folder named public. Members cannot upload new documents to the document archive themselves.

The document archive must be enabled in the Member Portal as follows:

Choose “Configuration -> Member Portal -> Choose modules”.
Tick “Document archive: Members can view all documents in the document archive in the folder named ‘public’”.
Click “Save module choices”.

Also make sure the folder named public is created in the root of the document archive.

Note: The folder must be named with a lowercase “p” in “public”. It will not work if the folder is named with a capital “P”.

Instructor documents¶

You can also grant access to a special folder named instructors. Only instructors will have access to view documents placed in this folder.

It is activated as follows:

Choose “Configuration -> Member Portal -> Choose modules”.
Tick “Document archive: Instructors can view all documents in the document archive in the folder named ‘instructors’”.
Click “Save module choices”.

Also make sure the folder named instructors is created in the root of the document archive.

Note: The folder must be named with a lowercase “i” in “instructors”. It will not work if the folder is named with a capital “I”.

Board documents¶

You can also grant access to a special folder named boardmembers. Only members designated as board members will have access to view documents placed in this folder.

It is activated as follows:

Choose “Configuration -> Member Portal -> Choose modules”.
Tick “Document archive: Board members can view all documents in the document archive in the folder named ‘boardmembers’”.
Click “Save module choices”.

Also make sure the folder named boardmembers is created in the root of the document archive. Note: The folder must be named with a lowercase “b” in “boardmembers”. It will not work if the folder is named with a capital “B”.

Finally you must also tell the system which members count as board members. This is done as follows:

Choose “Configuration -> Member Portal -> Board members” (only visible if the module has been activated as described above).
Choose the activity or activities that contain the board members.
Click “Save”.

If there is no activity containing the board members, create this activity first and link the board members to it. Then the above can be configured.

Membership card¶

Members who are logged in to the Member Portal or the App can display a membership card. The association decides which information should appear on the membership card.

You can block members who have not paid from downloading the membership card.

Resignation¶

Members who are logged in to the Member Portal and have “resignation” enabled can resign themselves. Note that members can resign even if they have an unpaid invoice.

If the member has an invoice with an end date that has not yet passed, or if the member’s next invoice date is set and has not yet passed, the system automatically sets the resignation date to that date — i.e. a date in the future. The member therefore keeps their membership until the date they have paid for.

It is possible to set up a text template in the system and link it to the resignation function, and if this has been done, the system automatically sends an email to the member when the member resigns via the Member Portal. The text template is created under “Communication -> Text templates”, and can subsequently be chosen under “Configuration -> Member Portal -> Setup” in the field called “Resignation email”.

If you also want the association to receive an email when a member resigns, ask us to set this up.

The “resignation” function can be activated in the Member Portal as follows:

Choose “Configuration -> Member Portal -> Choose modules”.
Tick “Resignation/cancellation: Member can resign/cancel membership themselves.”.
Click “Save module choices”.

Integration with website¶

You may already have a website that works as a kind of business card about the association. If you want to connect your website to the Member Portal, this is typically done via a plain link — i.e. you place a link to the Member Portal on your website. This can be done where a member can enroll, or sign up for an event — wherever the member can do something.

The link to the Member Portal can be found under “Configuration -> Member Portal -> Integration with website”. Or you can click the menu item “Member Portal -> Show member portal” and copy the link from the browser address bar.

The menu items above are only shown if you do not use the homepage module. If you use the built-in homepage module, the Member Portal is a fully integrated part of the website.

Language¶

The Member Portal is available in 3 languages:

Danish
English
German

By default the Member Portal is shown in Danish only. You can activate the other languages under “Configuration -> Member Portal -> Choose language”.

Only the system texts are shown in the different languages. For example, the “Subscribe” button is called something else in English (“Subscribe”) and so on.

If you have created an event that members should be able to enroll in, this event will appear with the name you have given it. So if the event is aimed at both Danish and English-speaking members, for example, you should consider naming the event with an English text.

Likewise, you will need to provide any extra descriptions of the event in both Danish and English, or perhaps only in English.

Online marketing¶

If you use online marketing to attract new members, you also have the option to measure how effective your marketing is if new members pay for their membership with card payment on enrollment.

With card payment using Dankort or international cards, you can specify a special landing page that the member is directed to after payment is completed. The landing page is typically a page on the association’s own website. This can be used to follow up on online marketing via Facebook or Google, as on this landing page — which the association controls — you can place various tools from Facebook or Google, for example. The landing page is configured under “Configuration -> Member Portal -> Setup”.

Layout¶

The Member Portal layout can be customized so the layout matches the association’s existing website, for example. This is done under “Configuration -> Member Portal -> Setup”.

Here you can insert an image of your choice at the top of the screen, and you can also insert a logo at the top of the screen if the association has a logo. In this way the Member Portal can come to resemble the association’s existing website (if the association has a separate website).

You can also change the font color in the menu and the background color in the menu.

If you know CSS, you have even more options available. CSS stands for Cascading Style Sheets and is a mechanism for controlling fonts, colors, and similar. MemberOrganizer uses the Bootstrap library, so you also need knowledge of how Bootstrap can be customized.

Here is an example where the layout of buttons is changed from rounded corners to square corners:

.btn {
   border-radius: 0px;
}

As the example above shows, you need a good knowledge of CSS to use this tool.

If you want to customize CSS, insert CSS in the field called “Customize CSS”.

Webshop¶

You can use the Member Portal to sell physical goods, if you sell very simple products. There is no built-in stock management, shipping, or support for adding many product images or variants of different products.

The Member Portal is built to sell memberships or handle enrollment for an event — i.e. digital services.

But as mentioned, you can create an activity called “T-shirt” or “Mug” and use the Member Portal to collect information about the buyer and handle payment with a payment card or MobilePay, for example.

But subsequent handling of shipping, stock management, and similar is not something the system can help with. If you have many products and want product images, stock management, and similar, you need a dedicated webshop solution. Use that instead.