Enter PTA Members (Cash/Check)

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Ideally, you want people to join your PTA using your MemberHub Store so PTA members are automatically added to your MemberHub site and sent a receipt, which includes a link to their membership card and instructions to log in and update their profile. However, if you would like to allow people to pay their dues via cash, check, or other system outside of the MemberHub, you will need to manually enter those members.

How to Manually Enter Paid PTA Members

Note: This is a detailed explanation with special tips and notes -- the process of manually entering members is very simple and takes less than 30 seconds per member on average.

1. From the Admin Console click on PTA > Members and then click Enter Members.
   
   
2. Start typing the person's name in the First Name field.
   • If the correct person appears in the search results, select them from the drop down to connect the membership to the existing person.
     • Tip: Each of the four contact info fields will search the database for any matching portion of the name, email address, or mobile phone number, so you can even find and select a person by typing their email address into the First Name field.
     • You may also choose to start by typing the last name or email address into the appropriate field if you wish.
     • Note: Profile information cannot be updated from this form -- go to the person's profile in Admin > People to edit contact details as needed.
   • If the correct person is not an option to select, continue entering the rest of their contact information to add a new person as a paid member.
     • You MUST provide either a unique email address OR a mobile phone number for each non-student type of member. 
       • If the Member Type = Student, both email and phone may be left blank.
     • Tip: If you do not have either email or phone for any adult/non-student, you may enter 555-555-5555 for the mobile phone as needed -- do not use fake email addresses.
3. Choose the appropriate Member Type from the drop down.
   • The member types shown are the standard types as determined by your state PTA and apply to all units in the state.
4. Enter a memo as desired (e.g. Student Name, Grade, etc.).
   • Memos are only available to be viewed on the Members list or the export report -- not currently added to a person's profile.
5. Allow this person to join and access your MemberHub Site
   • This box is checked by default, which allows members to obtain their membership cards, update their profiles, etc. as a regular user (this does not give admin rights).
   • Note: If this box is unchecked, the person will exist on your site, but access will be revoked and their profile will show "No access allowed" -- learn how to restore access here (link coming soon).
     
6. The dues amount auto-populates to the price you have set for each type in your store.
   • You may change this amount as needed.
   • For example, if you sell a family membership for 2 members at $10.00 total, you can change the Dues Amount to $5.00 for each member, although you will still need to start by selecting one of the standard member types.
7. Enter any donation made in addition to paying the local dues as an Extra Donation Amount
   • For example, if your local dues (including the national and state portions) sell for $8.00 and someone pays $10.00 and lets you keep the change, you can enter the $2.00 donation here.
8. Enter the check number or leave blank for cash payments.
   • Tip: If dues were paid by other means (e.g. in-person credit card), you can enter text into the Check Number field to indicate how the payment was received (e.g. PayPal, Square, etc.), which will display as "Check" on the Members list, but the export will include the actual check number field.
9. Send Member an Email Receipt
   • If the member has a valid email address, they will receive an emailed receipt with a link to their membership card and a instructions to log in and update their profile on your site.
   • There is not currently a way to generate a receipt through MemberHub, other than to send it when entering the person as a member or when purchasing a membership online.
10. Click Add Member
    • After adding a member you will automatically be taken back to the First Name field to enter the next member.
    • When you are finished, you can click Members on the right to go back to the Members page and see the list of all of your members.

Note: If a member does not have a valid email address and would like their membership card, you can open and print it for them by clicking the card icon  next to their name in the Members list or from their profile.

You can find more information here about notifications people receive when they are entered in the Add Members page.

NOTE: The Add Members form in the PTA tab is different than the Add People button
on the People tab. The Add People button gives you a way to add people to your
MemberHub site but does not mark that person as a paid PTA member. You need to visit 
the PTA tab and click the Members > Enter Members link to actually add paid PTA members.