VIDEO | Understanding the Member Record

1. Contact Information
2. Custom Fields
3. Contact Preferences
4. Deleting Records

Contact Information
To edit contact information, click the Edit icon or click on their name (to see history) and click their hyperlinked name. Any of the information on the Contact Informaiton page can be changed.

The Record ID is the unique number assigned to that member.

Salutation 1 and Salutation 2 are used when downloading and householding information. Use this for custom combinations of names for householded records, such as Mr. and Mrs. Smith. Notes can be used to enter extra information that doesn't fit in normal fields. Sources can be used to store how an individual may have gotten into your Databank. When an individual completes an online form, that form name will show in the Source field.

Custom Fields
The contact information area of the member record can also contain some information that is customized for your organizations, such as tracking interest areas. Up to 5 custom fields are allowed for different data types (text input, checkboxes, drop-down menu, multi-select drop-down menu, and list of checkboxes). Flag fields can be set up to track customized, two-digit information as well. The Amount field allows for numerical comparisons. External ID field can be used to link to another database by ID number. Date Field can be used to track a date for that member, such as birthday or anniversary.

Contact Preferences
Email contact preference can be OK, Always OK, Unsubscribed or Bad Email.

  • OK = When an email is sent to that person, they will receive it.
  • Unsubscribed = If the person unsubscribed from receiving emails, their record will be automatically marked as Unsubscribed.
  • Bad Email = If the person has a bad email address, they will be automatically marked as having a Bad Email. A member may be marked as having a Bad Email in one of two ways. One way is a Hard Bounce, usually meaning the email does not exist. The other way is if it has a Soft Bounce, meaning temporary reason why the email was not delivered, usually because of an out-of-office bounce back reply or full inbox warning. After 3 Soft Bounces they will be moved to a Bad Email. You can manually switch a Bad Email to OK or Always OK, if the person was wrongfully marked as having a bad email address.

Postal Mail preference can be OK, Do Not Mail, Bad Address.
Phone preference can be OK, Do Not Call or Bad Phone #.
Postal Mail and Phone fields need to be updated manually.

Max. Requests per Year can be used if a member only wants to be contacted a certain number of times per year.

If a member does not want their information to be exchanged with another organization, click the Do Not Exchange checkbox.

Deleting Records
To delete a member record, click the Delete button in the lower left corner of the contact information page.

After making any changes to a member record, click Save to save the changes.

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