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The Trial program as downloaded from this site
This is the complete program, no further software is required. Once purchased the trial restriction of 20 members maximum is removed and the program licenced up to your nominated membership capacity.
Disabled and/or hidden menu options
Some menu options will be disabled or hidden if a window is open. Close any open windows to allow access.
Before you start
Before building your own actual membership records it is recommended to familiarize yourself with the program by doing the Tutorial using the fictitious demonstration data as this needs to be deleted later.
Please note that you do not have to purchase the program to start building your own membership records as the Member Types and Categories can be setup and up to 20 members added using the trial version.
Member Types and Categories
You can have multiple Member Types but Categories are limited to 10. A member can only be assigned to a single Member Type but can be assigned to any or all of the 10 Categories.
Please follow these steps in sequence to initially setup the program
1. Delete the demonstration data supplied with the trial
Its recommended to do the Tutorial first. To delete select File > Update Membership Capacity > Delete ALL of the fictitious data.
2. Enter the details about your club or organization. (required)
To do this select Maintenance > Club Details.
New Zealand and Australia - To print GST/ABN tax invoices your MUST enter your GST number.
3. Build the ‘Member Types’ file. (required)
To add select Maintenance > Member/Category Types > Member Types from the drop down menu. Please note that the grouping of members into different Member Types is a powerful tool. It is recommended to give careful consideration to the various Member Types you could have. You do not want to many but with the right balance you will get much more flexibility as reports, letters, invoices etc. can be printed in batches of different Member Types. Although a new Member Type can be added at any time it is recommended to have them all setup prior to adding the members so their type is available for selection in Update Members.
4. Build the ‘Member Category Types’ file. (optional)
Select Maintenance > Member/Category Types > Category Types from the drop down menu. Members can be assigned to any combination or all of any predefined categories. For example a category type of ‘Committee’ can have any member assigned to it regardless of their Member Type. Only Categories in use are available for selection in Update Members.
5. Build the ‘Sundry Revenue Items’ file. (optional)
Select Maintenance > Sundry Revenue Items from the drop down menu.
The items description serves as an identifier for processing sundry revenue receipts (non-subscription receipts) for example such items as donations, club attire, club trips or sports fees etc. A revenue item can relate to a single item or represent a group of items of varying price depending on the amount of sundry revenue breakdown a club requires. The items defined here are later selected when processing a Sundry Receipt transaction.
6. Setup the Program Defaults From the drop down menu select: File > Program Setup > Program Defaults. Select the tabs on the Program Defaults & Preferences window in sequence as described below:
Close Off/GST tab:
Enter the Close Off date that the current financial year (or other period) ends.
New Zealand and Australia - To print GST/ABN tax invoices you MUST select your tax % option.
Data Entry tab: The defaults entered here will be automatically inserted when adding a new members record in Update Members. This eliminates repetitive keying for those entry fields.
User tab: The tick box Use ENTER key as TAB key if ticked allows the [Enter] key to be used to move from field to field giving it the same feel as a DOS based program which some users may prefer. The [Tab] key is the Windows standard and the [Enter] key is the DOS standard. Also on this tab you can optionally select to have the program always opening at the Browse Members window. Please note the recommendations for each option.
Extra Fields tab: Optionally display a members Date of Birth (DOB). Optionally include an extra entry field to store a members title ie. Mr., Mrs. etc. and for sporting clubs three extra fields are optionally available for storing a members handicap score details.
Report Specifications tab: When the program first starts the defaults set here will be loaded and the Select & Sort order will default to these settings.
The status set here for reports also applies to the initial sort order (Active, Inactive or Both) for Browse Members. Note that if no Member Types are highlighted the program will assume you wish to include them all. You can also select to always print a receipt when a subscription receipt transaction is processed. There is also an option to turn the Report Preview off but normally this box would not be ticked as if ticked you would not be able to view reports/letters etc. prior to printing.
Password tab: Password protection is optional. You can add password protection and have varying security levels for each authorized user. Not available in the trial version but is activated once the program has been licenced.
Path tab: No user action required.
7. Build the ‘Members’ database records.
From the Browse Members window use the [Insert] button, [Insert] key or the right mouse button.
Most input fields on the update window if required for any reason could be left blank however the Last/First Name, Member Type and Member Number are compulsory fields.
The Member Number will increment up from the last highest number to a maximum of 9,999. This default number can be changed to any other number not in use. The program will disallow duplicate member numbers. Please note that member numbers are not related to the membership capacity you purchase and can be any number in the range of 1 to 9,999.
$ Override: When the Member Type is selected from the drop down list the members default subscription fee is automatically set but can be overridden here. For details please refer to the programs help file.
Phone/Fax details. These can only be inserted AFTER a members other details have been added and saved.
To add phone and fax details select the member from the Browse List then the [Change] button.
Status Override: A new member by default is assigned the status of Inactive. If setting up is being done part way though a financial year (or other subscription period) where members subscriptions have been previously paid there are two ways of making these newly added financial members Active. One is to process their subscription receipts, the other is to override the default member status. To override the members active status tick the Status box at the base of the Update Members window.
To make all members Active there is a status override option in the Maintenance menu. This would be helpful in the initial setup if most of the members were financial as it would be easier to make them all Active then call up the Update Members window to change the fewer UN-financial members to Inactive using the Status tick box.
See also the tabs for adding two separate lots of notes for the member and optionally a members photograph.
TIP: It is recommended to build your membership database in batches creating a data backup on the completion of each batch as a safeguard against loss of data from outside influences such as a power failure. We recommend USB flash drives (memory sticks) for use with the programs Backup/Restore utility.
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