The only way to see your deleted members is to download a list on the 1-click function page. This will be explained in further detail below.

There are two ways to delete a member. Either changing the status on their Member Detail page or if they are on the Not Active list, changing the status there.

Member Detail page

Find the member you would like to delete. Click the pink Edit button. Under the Important Data section, find the Member Status dropdown menu and select DELETED.
Click Save Member.

Not Active page

Go to Member -> Not Active
Find the member you would like to delete. Under the Change Status column, select DELETED from the dropdown menu.
Then click the orange refresh button at the top of the page to save.

1 Click Function page

Once the status is changed to DELETED, their account will no longer be seen. As mentioned above, the only way to see your list of deleted members is to go to Setup -> 1 click function.
Select the Old Members to Excel button. A list of all your resigned, locked and deleted members will download to an excel spreadsheet.

The very last column of this spreadsheet is the Status column. You can filter out your deleted members from there.

Reactivating a deleted members account

If for some reason you would like to activate a member’s deleted account, the only way to do it is to know their member ID which you can find in the above excel list. Go to the Member Detail page of any member and in the Member id field type the id number in.

When their details appear, click the pink Edit button and change their Member Status to ACTIVE. Click Save Member.

The post DELETED status for members accounts you no longer want to see appeared first on MiBase New Zealand.

The member will be able to see their alert on the Member Website when they log in. It will appear on the Home page in a red box.

Admin can see the alert on the Loan page and the Member Detail page.

Member Alerts once added will also automatically be added to a list on MiBaseNZ’s Member Alert page.
To access this list go to Member -> Alert

From here you can check, edit and delete any information on the list.

• MemID: the member’s individual id. If you click the box you will be taken to the member’s detail page
• MemberName: self-explanatory
• Membership: self-explanatory
• Status: the status of the member’s membership
• AlertDetails: the information that will appear in the red alert box on both websites
• Delete: if this alert is no longer required you can just click the orange Delete button. The page will automatically update removing the alert. The alert will also be removed from the member’s detail page on both websites as well as on the Editing Member page
• Edit: if this alert needs to be edited in some way click the pink Edit button and you will be taken to the Editing Member page where you can make the changes. Remember to click Save

To sort or filter the list, click the arrows next to the heading you want to sort or filter the list by or type in the search boxes underneath the headings.

You can also download the list to PDF and/or Excel by clicking the Export to PDF or Export to Excel buttons. This will export the full list, not a filtered list. If you want to download a filtered list, export to excel and sort or filter through there.

The post Member Alerts page appeared first on MiBase New Zealand.

To view the waiting list go to Member -> Waiting Members.

The list is not much different from the Members List. The one main difference is that the waiting list has the Joined column which is the date the member joined the library. This is handy for finding out which member is next in line to be activated or to see how long a member has been waiting.

Adding a member to the waiting list

To add members to the waiting list is very simple.
Simply add a new member as per normal and save their details.
Go to their Member Detail page and click Edit.

Under Member Status in the Important Data box, select Waiting from the dropdown menu. Click Save.
The member will automatically be moved to the waiting list.

Activating a member from the waiting list

When a member has left the library and a space becomes available for another member, simply go to the waiting list to select the member who is next in line to join the library.

The list on the Waiting Members page is organised from the most recent member who has signed up to the library down to the earliest member which is at the bottom of the list. You want to select the earliest member.

Under the Status column next to this member select Active from the dropdown menu and refresh the page.
The member will no longer be on the list but will have been added to the Members List.

Note: something to be aware of, when you activate a member the Joined date does not change. You will need to change this date and the expiry date to reflect when they became an active member. To edit these dates you will need to go to their Member Detail page, click Edit, and make the changes.

The post Waiting Members page appeared first on MiBase New Zealand.

A locked member is someone who has potentially stolen toys from your library or who has not paid their fees. By locking a member it is letting all admin know to be aware of this member if they return.

All resigned or locked members can be viewed on the Not Active page and will also not receive any automatic or bulk emails.

There are two ways to resign or lock a member.
The first once set up is automatic, ongoing, and only applies to already expired members.
The second option is instantaneous requiring admin to manually make the change. This can be done for both current and expired members.

1. allow MiBaseNZ to automatically move them to the Not Active list by activating the cron job for the automatic email Resigned Members. Once this is set up you can choose how long after the membership has expired that they will be moved. An email will be sent to the member and their details will be automatically moved from the Expired Members list to the Not Active list.
   To set this up go to Resigned Members – Automatic Email.
2. Manually change the status of the member on their Member Detail page which will automatically move them from the list they are currently on to the Not Active list. The steps to achieve this differs slightly for current members and expired members.

Current Members

Find the member you would like to resign or lock either through the Active Members link on the home page or the Members List on the second menu bar.

Once you have found the member change their status to RESIGNED or LOCKED by selecting from the dropdown menu. Refresh the page.

This member will now be listed on the Not Active list.

Expired Members

Find the member you would like to resign or lock either through the Expired Members link on the home page or the Expired Members list by going to Member -> Mem. Expired.

Once you have found your member click the pink Edit button alongside their name.

On the right-hand side in the Important Data box, scroll down to the Member Status and select RESIGNED or LOCKED from the dropdown menu.

Click Save Member.

This member will now be listed on the Not Active list.

The post How to resign or lock a member appeared first on MiBase New Zealand.

When a membership expires and they choose not to renew it, their details are saved within MiBaseNZ but in the Members Expired page. As mentioned in the Members Expired article, you can decide how long you want your members to stay in the expired list before being moved to the Not Active list.
If you know for certain a member is no longer returning you can also manually resign them and move their details into the Not Active list by editing their detail page and changing their status to resigned.

Now, what happens when a resigned or not active member returns to your library and would like to become a member again?
The good news is they are already in the system so there is no need to create a new member ID for them.
This is what you do:

1. Go to Member -> Not Active
2. Search for the member’s name in the Full Name search field and change their status to RE-ACTIVE by selecting from the dropdown menu. Click the blue View button.
   
3. You will now be taken to their details page.
   Click the pink Edit button.
   
4. Change their membership type by selecting from the dropdown menu.
   Note: you can also change their status here instead of in the Not Active page as suggested in Step 2.
   
5. Check all their contact details and amend if necessary.
6. Click Save Member.
   (You must click Save Member first before clicking Renew Member otherwise the changes won’t be saved)
   A new page will appear with a Success! message. Click OK.
   This will take you back to the member’s details page.
   
7. Click the pink Edit button again and then click Renew Member.
   Another Success page will appear with the membership fee amount, new expiry date and the button Send Renew Membership Email if this option has been set up in your system.
   Follow this link Membership Renewal email if you would like to see how.
   Clicking OK will take you back to the member’s detail page.
   Clicking Send Renew Membership Email will take you to the send email page. Scroll down to the bottom you will see the button Send Renew Email, click that to send the email.
   The membership fee amount added will be seen in the member’s payment page. To see this click the Payment button in the top menu. You will see the fee added and the account balance will adjust accordingly.

The post How to renew a resigned member looking to rejoin appeared first on MiBase New Zealand.

1. With a new member, this is created once the details have been saved, a success message appears with a box saying OK, and once this is clicked it will take you to the page.
   Follow this link for more information on Adding a New Member.
2. Once a new member is added, in the second menu next to Members List, the member’s id number will appear, clicking that will take you to their detail page
   
3. With a member already in the system, click Members List, find the member you are wanting to view and click the blue View button alongside it
   
4. Throughout the various pages related to members in MiBaseNZ, you will come across member id buttons, when clicked will take you to their detail page, for example in a toy’s detail page, when a toy is on loan to someone
   

Once you view a member’s detail page, their ID number will appear in the second menu bar next to Members List, as mentioned above. If you decide to go to the Loan page or Payments page their details will automatically appear.

Once you are in the Member Detail page, you will see there is a lot of information. We will break it down into sections and explain it in more detail below.

Member Name

If this isn’t the member you were wanting to view, you can type in their id number in the Member id field if you know it or type in their name in the Select Member field and select from the dropdown menus.

Underneath this is the member’s id number and their name.

Below that is the pink Edit button. Clicking this will take you to the Edit Member page where you can change their details.
Next to that is the Send Welcome Email button. Clicking this will take you to the email page where you can view the email before scrolling down and clicking send.
If you have not set up this email yet or would like to make some changes, follow this link to see how.

Member Information

This is a list of all the information that has been saved for this member either when adding new or when updating/amending in the Edit Member page.
The section outlined in red you will not see in the New Member or Edit Member page. This question is listed in the online signup form in the Public Website if you are using it.

The green Send email login to Member button under this, allows you to send the member their login details to the Member Website (if your library is using it). Clicking this will take you to the email page where you can view the email before scrolling down and clicking send.
If you have not set up this email yet or would like to make some changes, follow this link to see how.

Party Location heading is only relevant if you are using the Party Pack module and a member has listed a different location to their address.

Roster

Whether the membership warrants the member to complete duties or not, the information will be recorded here.

• Start/End Roster Date: the length of the membership
• Rostered Duties. To Allocate: total number of duty hours the member still needs to complete
• New button: clicking this will take you to the Add New Roster page. This will actually generate a whole new roster. To add the member to an already existing roster, go to Member-> Duty Roster. Read this article for further information Adding a member to a duty roster.
  For information regarding rosters, read this article about the Roster System
• Roster Credit button: clicking this will add a completed roster to the list. Handy if a member volunteers at an Opening Day for example and not during a library session. Clicking the green Edit button allows you to change the details.
• Roster Debit button: does the opposite and will remove a roster as you can see in the second line under the hour’s column, it is a -1. Again clicking the green Edit button allows you to change the details.
• Complete button: when a member has completed a duty, this button needs to be clicked for it to be recorded as done in the system. This can also be done in the Duty Roster page
• Total Sessions: this is the number of duties this member needs to complete
• Booked/Completed: records the total number of duties already completed and the duties booked to be done
• Required: total number of duty hours this member needs to complete
• To complete: number of duty hours the member still needs to do

Member Card

This is where you can select from the dropdown menu a member card to print and give to your members. Select which one you would like from the menu then click Open membercard on pdf.

If you do not like these options and would like a different layout or other information on your member card, Open a ticket with details of your request.

Children

This is where the member’s children are listed. New children can be added here and their details can also be edited.

For further information on this, read the article How to add, edit or delete a child’s details.

Toy on Loan

This is a list of all the toys the member is currently hiring. By hovering your mouse over the blue button, the image of the toy will appear. Clicking the button will take you to the toy’s detail page. The member can also see this list in the Member Website.

Missing Pieces

A list of pieces the member has lost when hiring a toy. The member can also see this list in the Member Website.

Reservation Active

A list of current reservations for this member. These can be made by admin or the member can do it for themselves in the Member Website.

The reservation can be deleted by clicking the pink Delete button. It can also be deleted in the Reservation List page or the member can do it for themselves in the Member Website under the My Library page.

Toy loan’s history

A list of all the toys this member has hired out since starting with the toy library.

• #: number allocated for each loan made to this member
• id: the number allocated to identify/record the loan
• Date: day the toy was loaned
• Toy#: self-apparent. Hovering your mouse over the green button, the image of the toy will appear. If the button is white, it means the toy has no image. Clicking the button will take you to the toy’s detail page.
• ToyName: self-apparent
• Due: day the toy was due back
• Returned: the day the toy was returned
• Overdue: the number of days the toy is on loan. If the number is black, that is the number of days left till it is due back. If the number is red, that is the number of days the toy is overdue
• Delete button: clicking this button will permanently remove the toy from the list

The post Member Detail page appeared first on MiBase New Zealand.

There are two ways to access the Editing Member page:

1. When a new member has been added, in the second menu next to the Members List button, the member’s id number will appear, clicking that will take you to their details page
   
   In the member’s detail page there is a pink Edit button. Clicking this will take you to the Editing Member page
   
2. With a member already in the system, click Members List, find the member you are wanting to edit and click the pink Edit button alongside it
   

You will see all the areas that have been filled out by the member or admin. The only information that is mandatory for this page is the fields with the red asterisk (*) next to it; membership type and the first and last name. The rest is up to the member to disclose if they wish.
Your toy library will probably require much more information than that so it is up to you to ask for this information from your members when they sign up.

This page lists exactly the same fields as the Add New Member page. Follow the link for more detailed information for each field.
The difference between the pages, however, is the column to the right of the Editing Member page which we will explain in further detail below.

• Renew Member button: clicking this button will renew the member’s membership. Follow this link, Renewing a Membership, for further information
• Save Member button: click this button to save any updated member’s details
• Date Joined: date the member first joined the library
• Date Renewed: most recent date the membership has been renewed. This date will be the same as the date joined if it is a new member
• Date Expired: date the membership expires
• Last Update: the last date and time the member’s details had been edited
• Membership Type: if a member would like to change their membership type, select a new option from the dropdown menu. If a member is renewing their membership at the same time, the new membership type will need to be saved first before clicking the Renew Member button otherwise the new membership fee will not be added correctly to their payment page
• Member Status: a member’s status can be changed from active to locked or resigned by selecting from the dropdown menu. This is usually done if there have been issues with this member or you know this member has moved out of town and will no longer be returning.
• Alerts: this is specific for the member and will appear in their Member Website. It is good to use if you need to let the member know something specific for them
• Username/Password: the member’s login details for the Member Website. It is best to not change either the username as it is quite specific to the member or the password for privacy reasons.

The post Editing Member’s Detail page appeared first on MiBase New Zealand.

This list does not include the expired members, even though they are also deemed active. To see this list go to Members Expired page.  If you would like to see a list of all your Not Active Members, follow this link.

MiBaseNZ’s Members List page is easily located in the second menu bar allowing you quick access to the list.

The total number of members and the total number of children are displayed in the top right corner above the table.

At the top of the page, you can see two search boxes. The first is a dropdown menu where you can filter the list by membership type. The second box, you can use to type in a name for example for a more specific search. Click the blue Show All button for the full list to appear again.

You can also sort or filter the list by clicking the arrows next to the heading you want to sort or filter the list by or just type in the search boxes underneath the headings.

So, looking at the above list, you can see the following information for each member:

• id: the member’s id number.
• FullName: the member’s full name
• SecondContact: the full name of the second contact
• Status: all these members’ statuses will be Active however if you need to change a member’s status to locked or resigned you can select either option from the dropdown menu.
• Expire: the date the membership expires. If the date is blue, it means the membership will expire in a month or less
• Email address
• Mobile/Phone numbers
• MemberType: membership type
• Balance: this is the member’s account balance. If it is red, it means the member is owing money
• RosterDue: this lists the number of duties the member is owing. If the number is red, the member owes duties. If the number is negative, the member has completed more duties than expected
• OnLoan: this is the number of toys the member is currently hiring out

To view the member’s full list of details, click on the blue  “View” button.

To edit or update the member’s details, click on the pink  “Edit” button.

To download the list to PDF and/or Excel, either click the Export to PDF or Export to Excel buttons. This will export the full list, not a filtered list. If you want to download a filtered list, export it to excel and sort or filter through there.

You can also access the Members List via the homepage.

The post Members List – Second Menu appeared first on MiBase New Zealand.

Go to Member -> New Member

This page has a lot of areas to complete. Some are mandatory (*) and others depend on what your toy library would like to use/fill in.

Points to be aware of:

Primary Member Detail

• First Name and Surname – these are mandatory.
• Membership Type – this is mandatory. Select from the dropdown box the membership the member would like. If you have not set this up already, please go to this link Create a new Membership to do so.
• Ethnicity – choose an ethnicity from the dropdown box if applicable. If you have not set this up yet, follow this link Ethnicity – add or delete to do so.
• Language other than English (LOTE) – choose a nationality/language from the dropdown box if applicable. If you have not set this up yet, follow this link Language other than English (LOTE) – add or delete to do so.

Address

• Suburb – choose a suburb from the dropdown box. If you have not set this up yet, follow this link Suburbs – create, delete or edit to do so.
• City – choose a city from the dropdown box. If you have not set this up yet, follow the link Cities – add or delete to do so.
• Postcode – once you have selected a suburb, the postcode will auto-fill if you have added that on the Suburb page.
• Region – this is completed already based on the default region you have chosen in the admin setting. If you have not set this up yet, follow this link How to set up a Default Region to do so.
• Date Joined – this automatically fills in the current day’s date.

Other info:

• Roster Preference 1/2/3 – this applies to Duty members. From the dropdown menu, members can choose what times they would prefer to complete a duty. If you have not set these options up yet, go to this link Roster Preferences – add or delete to do so.
• Source – choose a source from the dropdown box. If you have not set this up yet, follow this link Sources – add or delete to do so.
• Admin Notes: these notes will only show up on the admin website, members will not see these notes
• Member Alerts: these alerts will appear on the Member Website. Good to use if you need to let the member know something specific to them
• Party Location – this is only relevant if your library has the Party Pack module. If it does, add an address only if it is different to the home address.

Once you filled in all the data, click the Save Member button at the top of the page. You will then see information relevant to the member you have added and that they have been successfully saved. The Membership fee added can be seen on the member’s Payments page.

If you click OK, you will be taken back to the Member Detail page.

If you click Send Welcome Email, you will be taken to the Welcome Email template. At the bottom of this page, click the button Send Welcome Email.

If you have not already set up this Welcome Email template for your library, follow the link to see how.

The post Add a New Member appeared first on MiBase New Zealand.

The reason being is that this is where the membership fee, the type of membership, the loan period, the maximum amount of toys members can have, the length of the membership, and the length of toy hire are all commanded from this page.

This page must be completed before you start adding in all your members and acquiring new ones.

To check all your memberships, go to Member -> Membership

Then check all info in the list, if you have any.

Detailed descriptions of each field

• id: it is automatically generated from the system and is a sequential number
• Name (mandatory): choose a membership name, not too long, which is simple to remember/use, for example, Duty or Full or Committee. The name will appear on your Public Website on the Join Now page
• Description: explains the type of membership and if there is a duty or not. The description will appear on your Public Website on the Join Now page
• NoToys: is the maximum number of toys that a member can loan. On the loan page when a member reaches the maximum number of toys allowed, the system will block the admin from loaning more toys
• Fee: the cost of the membership. Insert only numbers without the $ sign. When the admin adds a new member or renews a membership on an expired or due to expire member, the system will add the amount in the payment system. If it is 0 nothing will be added
• Duties: the number of hours of duty due during the membership time, not the number of sessions!  This is very important for duty membership. For example, 4 sessions will be recorded as 8 hours
• Return: the number of days that a toy can be hired, the default is 14 but it can be different for each membership. It’s VERY IMPORTANT to add the number carefully. Further information on its importance can be read further below
• Expiry (mandatory): the number of months of the membership, the default is 12 months. If you leave a 0, each time you insert a new member or renew an existing member, the expiry date will NOT change
• Exclude: in the Join Now page on the public website, a new member must insert a membership type. You can choose to show some membership types and hide others, for example, Duty or Full can be made public and Committee can be hidden. Choose No if you like the membership public and Yes to keep it private
• Reserve: would you like members with this membership to be able to reserve toys on the Member Website? Choose Yes or No
• Renew: would you like members with this membership to be able to renew their membership on the Member Website? Choose Yes or No
• Bond/Levy: insert the bond if the membership requires it. For example, for a duty membership, if a member misses a duty and the fine is $10, add 10 in this field
• Rent: you can choose a rent to be Free, Normal, Half, or Double on the toy detail page
• Due: if the membership has a specific expiry date, insert the date. We do not recommend using it. The system will NOT calculate any depreciation on the fee when a new member joins or renew the membership in the middle of the year
• Visits: if one of your memberships only entitles a member to a limited number of visits throughout its term, you can add that number here. When the member has reached their limit, an alert will appear on the Loan page stating ‘No more visits available’. A running total also appears in the Loan page so you can inform members of how many visits they have left. For example, Visits: 3 of 4
• #Mem: this is a calculation of the number of members using each membership. Remember, unless you change a member to be Resigned and/or Locked, you will have all the old members added to the calculation.

How important is the Rent field

The Rent field on the page is very important as it commands the rent cost when admin loans or renews a toy. If a specific membership has Free rent, the system will not charge any rent for loans or toy renewals. The initial cost comes from the TOY. If the toy has a $1.00 rent on the toy detail page the cost of rent will change as per the different types of membership. For example, the membership with Double will be charged $2.00 for this toy or the membership with Half will be charged $0.50.

How important is the Return field

The Return field is very important for two reasons.

1. It determines how many days the toy is hired. If the field is left empty or a 0 is added, the system will hire toys but the due date will be the same as the loan date
2. It is linked with the reservation system. If a 0 is added to the field, the reservation system will not work! This means admin and members will not be able to reserve toys

Deleting Memberships

If you are not using some of the memberships you can delete them. If you only have some members that are actually using the membership and you would like to move them, you can do this using 2 different ways:

1. Delete the membership and the system will automatically move all these members to the INACTIVE membership. Once you have done that, go into your members’ list, check who has the INACTIVE membership and change them to the correct membership.
2. Go into your members’ list, change the membership that you need to change to all your members, and then delete the membership from the Membership page.

When you are deleting a membership type, an Are you sure! message will appear. This prevents anyone from accidentally deleting a membership. Click OK if this is what you want to do.

Follow the article, Create a new membership, if you need to add a new one.
Follow the article, Creating Payment options, if you need to speed up your payment system.

The post How important is the Membership Page appeared first on MiBase New Zealand.