How to use the Company as a Member module

If you are reading this page, it is because you have probably purchased the Company as a Member premium module that will appear under the Member page.

If you are reading this because you are interested in the Company as a Member premium module, feel free to contact us or read more on the Premium Module Page.

This module will allow toy libraries to add a company such as childcare, a recreation centre or a school to their list of members.

Once the module is activated and set up, all you will need to do is add your companies and once added they can use MiBaseNZ just like your members. The only difference between the companies and the members is that the Company List is separate from your toy library’s Member List.

Follow the link to see where the Company List can be accessed.

Follow the link to see how to Add a New Company.

Follow the link to view a Company’s Detail page.

Follow the link to see how to Edit a Company’s details.

Follow the link to see how to Renew a Company’s Membership.

Follow the link to view Expired, Resigned or Locked Companies.

Follow the link to view the Member Website – different home page.

Company List – separate from Member List

MiBaseNZ has created the Company List page separate from your toy library’s Member List page allowing you to see all your active companies ( expired or not ) and their details.
Resigned or lock companies can be seen on the Not Active page. Read the following article Resigned or Locked Company for further information.

The Company List can be accessed from two places:

  1. Go to Member -> Company
    Company page
  2. Via the Home page
    Home page

 

At the top of the page, you can see an Add New button. If you would like to add a new company, click this button. For further information, follow the link Add a new Company.

Underneath this, you will see three buttons; Export to PDF, Export to Excel, and Documentation.
If you would like to download the Company List you can select to PDF and/or Excel by clicking the relevant 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. The Documentation button gives you a little summary of the page.

The total number of members is displayed in the top right corner above the table.

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.

 

Company list

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

  • id: the company’s id number.
  • CompanyName:  the company’s full name
  • Status: all these companys’ 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, if it’s red the membership has expired.
  • Type: the type of establishment of the company
  • Email address
  • Phone number
  • MemberType: membership type
  • Referent1: this is the name of the first referent for the company

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

To edit or update the member’s details, click on the purple Edit button.

Add a New Company

Adding a new company requires slightly different information then what is needed when adding a member. Once added, MiBaseNZ will automatically assign your company the next available ID number.

Go to Member -> Company and click Add New

Add a new company

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:

Company info:

  • Company Legal Name – this is mandatory
  • Membership Type – this is mandatory. Select from the dropdown box the membership the company would like. If you would like to create a new one, go to this link Create a new Membership to do so
  • Membership Status – this is mandatory. This will always default to Active

Address:

  • Address – this is mandatory
  • Suburb – choose a suburb from the dropdown box. If you need to add another, follow this link Suburbs – create, delete or edit to do so
  • City – choose a city from the dropdown box. If you need to add another, follow the link Cities – add or delete to do so
  • 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

Contact:

  • Email – this is mandatory

Other info:

  • Type of company – this is mandatory, some examples are Childcare, Kindergarten, Primary School, Play Centre, Hospital, etc…
  • Date Joined – this automatically fills in the current day’s date
  • Source – choose a source from the dropdown box. If you need to add another, follow this link Sources – add or delete to do so

Referent 1/2:

  • First Name and Surname – these are mandatory. These are the two people who will hire and return the toys for the company

 

Once you filled in all the data, click the Save Company button.
Note: if you have not completed the mandatory fields, when you click Save Company, a pop-up box will appear to remind you to complete what you have missed.

 

Once saved you will then see information relevant to the company you have added and that they have been successfully saved. The Membership fee added can be seen on the company’s Payments page.

Success 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 click OK, you will be taken back to the Company Detail page.

Company Detail page

Every company within MiBaseNZ has its very own Company Detail page. Once a company has been added, and the information has been filled in, it can all be viewed here. You can also view other pertinent information regarding the company including the toy loans and reservations, loan history, and missing pieces. Details can also be edited here.

Just like the Member Detail page, there are a number of ways to access a company’s detail page:

  1. With a new company, 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 Company
  2. Once a new company is added, in the second menu next to Members List, the company’s ID number will appear, clicking that will take you to their detail page
    Note: a company’s ID number is purple, a member’s ID number is pink
  3. With a company already in the system, go to Member -> Company, find the company you are wanting to view and click the blue View button alongside it
  4. Throughout the various pages related to companies in MiBaseNZ, you will come across company 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 company’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 on the Company Detail page, you will see there is a bit of information. We will break it down into sections and explain it in more detail below.

Company Contact

This is a list of all the information that has been saved for this company either when adding new or when updating/amending in the Edit Company as a member page.Company Contact Details

Referent 1 & 2

The same as above, these are the details of the two referents for the company which has been saved either when adding new or when updating/amending in the Edit Company as a member page.Referents 1 & 2 details

Member Information

The pink Edit button, when clicked, will take you to the Edit Company as a 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.
Underneath that is the membership information as well as the login details for the Member Website.

Section with lists

Toy on loan

Here you will see the list of toys the company 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.

Reservation Active

This is a list of current reservations for the company. These can be made by admin or the company’s referents 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 company’s referents can do it for themselves in the Member Website under the My Library page.

Important! This section will be visible only if the Reservation system is active in MiBaseNZ.

Missing Pieces

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

Toy loan’s history

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

  • #: number allocated for each loan made to this company
  • 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 was the number of days the toy was overdue
  • Delete button: clicking this button will permanently remove the toy from the list

Editing a Company’s Detail page

Every company’s details within MiBaseNZ can be edited or updated on their own Editing Company page. You can also renew their membership on this page as well.

There are two ways to access the Editing Company page:

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

 

You will see all the areas that have been filled out. The only information that is mandatory for this page is the fields with the red asterisk (*) next to it. The rest is up to the company 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 companies when they sign up.

This page lists exactly the same fields as the Add a New Company page. Follow the link for more detailed information for each field.
The only difference between the pages, however, is the Renew Member button and the five fields under Other info outlined below.

Renew member button

  • Renew Member button: clicking this button will renew the company’s membership. Follow this link, Renewing a Company’s Membership, for further information
  • Date Renewed: the most recent date the membership has been renewed. This date will be the same as the date joined if it is a new company
  • Date Expired: the date the membership expires
  • Last Update: the last date and time the company’s details had been edited
  • Username/Password: the company’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.

Renewing a Company’s Membership

If your company’s membership is about to expire or has expired and they would like to renew it for another term, there are two ways it can be renewed within MiBaseNZ.

  1. Companies can do it themselves on the Member Website
    (only if your toy library is using the Member Website and has changed the setting to make this possible)
  2. Admin can do it on the admin website

 

Admin Website

Go to Member -> Company and find the company you wish to renew in the Company List and click the purple Edit button alongside it.

You will be taken to the Editing Company page. To the right of the page, you will see an orange Renew Member button, click that and the membership automatically renews based on the current information listed for that member.

Renew member button

A Success message 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 company’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 on the company’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.

If you go back to the Editing Company page, you will see under Other info, the new expiry date field will have updated.

 

The company wants to change its membership type

If a company wants to change its membership type, this will need to be updated first and saved before renewing the membership. The reason being is when the renewal membership fee is added, it will add the old membership type and not the new. If this does happen, however, it can be manually changed on the Payments page by clicking the green Edit button next to the payment.

To change the membership type simply go to the Editing Company page, the second field is the Membership Type, select from the dropdown menu.

Click Save Company.

A green Success message will appear. Clicking OK will take you to the Company Detail page.
Click the pink Edit button and then the Renew Member button.Success message

 

Member Website

If your toy library is using the Members Website, you can also set up the option of allowing your members to renew their own membership when it expires.

To do this go to Setup -> Members and type in online_renew in the Name search box. Change the setting to Yes if you would like members to be able to renew their own membership by clicking the Edit button and making the change.Online Renew setting

Once this is done, when the membership is due to expire in a month or has expired, the company will see on their Home page, once they have logged in, a red Renew Now button under their details.

Clicking this button automatically renews their membership and displays the membership fee added to their account and the new expiry date. Clicking OK will take them back to their Home page.

If they click on the Transactions tab, they will see the fee added to their account.

The fee will also appear on their Payments page on the admin website.

Note: a company cannot change its membership type. If they would like to do that they will need to contact you, the admin.

Resigned or Locked Company

As briefly mentioned in the Company List article, resigned or locked companies are viewed on different lists.

Resigned or locked companies (a company whose membership has been expired for quite some time), can be seen on the Not Active page.

To see the list of resigned/locked companies go to Member -> Not Active

To read more about the Not Active Lists please read the following article: Not Active Members page.

So you can distinguish between a company and a member, a company will literally have the word ‘company’ as the first name.

 

If a company has been resigned and they are looking to rejoin again it is quite easy to do and is exactly the same process as a resigned member rejoining again.

Read the following article to learn how to renew a resigned company looking to rejoin.

Member Website – different home page

A company will be able to log into the Member Website exactly the same as a member would however their home page will be slightly different in what details are seen.

As you can see from the image below, the first home page is for a member, the one alongside it is for a company.
The difference being is a company has the details for their two referents, whereas a member will have the second contact details and the names of their children.

Another difference is the ability to edit the information. At the moment, if your toy library has activated the setting, a member can edit their information. A company is unable to do that however this will soon be possible when Version 2 of the module is available.

Member website home page

Paid Modules page

MiBaseNZ provides additional Premium Modules for toy libraries with specific requirements. On this Paid Modules page you will see a list of the modules that your toy library can purchase. The cost is a one-off payment with nothing added to the hosting cost.

To view this list go to Setup -> Paid Modules

Paid Modules page

For each module, there is a short description and a link to further information.
If the link says More info, it will take you to a page outlining what the module can offer your toy library and its specific features. This also means the module is not available just yet.
If the link says Documentation, it will take you to the articles explaining how to use the module. This also means this module is available to toy libraries.

 

Company as a Member

This module will allow toy libraries to add a company such as childcare or a school to their list of members. This module will have its own page and Company List separate from your toy library’s Member List.

It will be available by Easter 2021.

 

Party Pack

This module will allow toy libraries to hire specific toys from specific categories to non-members, or clients. Once the module is set up, the toy library can choose which toys and categories a client can hire.

This module is available now.

 

Click and Collect

This module allows the admin and members of a toy library to be able to book a time and date to pick up and/or drop off toys that have been reserved.

This module is available now.

 

Gift Voucher

This module will provide toy libraries with the ability to create their own gift voucher by choosing from a selection of designs and deciding what information they would like to appear on the voucher.

It will be available by mid-2021.

Setup the Click and Collect Booking Module

If you are reading this page, you have purchased the Click and Collect Booking Premium Module under the Reserve page.

MiBaseNZ has created this Click and Collect booking system for admin and members to be able to book a time to pick up and/or drop off toys.

Before you can start using this system, you will need to complete two steps first.

Step 1: go to the article How to setup Days and Times of your Library. This is where you setup the opening times of your library for members to see on the Reserve Toy page or the admin Reservation page as you will need to reserve a toy before you book a pick up/drop off time. (To see how to reserve a toy, go to the article Book a toy with the Reservation System for admin or for members go to the article How to Reserve a toy in the Members Website).

Step 2: setup the booking system. To do this go to Reserve -> Click and Collect

Click on the “Settings and content” button.

There are four settings to change.

The first setting will need to be changed to “Yes” for the system to be activated.

In the next two settings, you will need to change according to your library’s preferences.

The fourth setting will need to be changed to “Yes” if you would like to activate the Drop Off Only setting in the Member Website.

To make these changes click the “Edit” button alongside each setting, use the arrows or type in your preference and click “Save”.

Select the “Go Back” button to take you back to the Booking page.

With this part of the setup complete, the module has now added the Click and Collect page on your MiBaseNZ member website.

 

To personalise your Click and Collect page, you will need to edit to your liking the title and content of the Member website content page and click “Save”.

This will automatically update the member website and the title and content will appear on the Click and Collect page before the booking system.

View the video here:

 

(This video has two sets of instructions in it. The first will show you how to setup the booking system, the second, how to use the booking system in the admin website)

Now you have setup the Days and Time page and the Click and Collect page, you are ready to make a booking. The following two articles will tell you how to use the booking system on the admin website and on the member website.

How to use Click and Collect in the Admin Website

How to use Click and Collect in the Member Website