The Master Tables menu option allows you to create a variety of different customisable fields, such as setting up relationship types or creating certificates that you can assign to members. You can find the Master tables options by going to the Admin menu at the top of the screen and selecting ‘Masters’:
If you would like to know more about a particular Master tables option, and how to set that field up, please find all the details below.
TABLE OF CONTENTS
- Setting up Marital Status
- Setting up Membership Types
- Setting up Relationship Types
- Setting up Contact Types
- Setting up a User Defined Field
- Setting up Skill Groups
- Setting up Certificates
- Setting up Issuers
- Setting up Visit Types
- Setting up Group Types
- Setting up Attendance Codes
- Setting up Labels
Setting up Marital Status
You may want to set up different Marital Statuses in your system. To do this:
Go to Admin > Masters > Marital Status
Click the blue ‘Add new+’ button.
Enter the marital status you would like to be able to assign to your members.
Click the save button. You will now be able to assign this to members on the Personal tab of their record.
Setting up Membership Types
You can create membership types that can be assigned to members from the Member > Membership menu option. To create a membership type:
Go to Admin > Masters > Membership type
Click the blue ‘Add new+’ button.
Enter the membership type you would like to be able to assign to your members.
Click the save button. You will now be able to assign this to members on the Detail tab of their record.
Setting up Relationship Types
You can track the relationships between different members on the Relationship tab on a member's record.
To set up a relationship type which you can assign to people:
Go to Admin > Masters > Relationship Type
Click the blue ‘Add new+’ button.
Enter the relationship type you would like to be able to assign to your members.
Click the save button. You will now be able to assign this to members on the Relationship tab of their record.
Setting up Contact Types
Contact types are used when adding contact information to a member's record, for example an email address or a phone number. To create a contact type:
Go to Admin > Masters > Contact Type
Click the blue ‘Add new +’ button.
Enter the contact type you would like to add to your members’ records.
Click the save button . You will now be able to assign this to members on the Phones, Emails etc tab of their record.
Setting up a User Defined Field
MyMembershipManager can, by design, hold a lot of information about each person, but it is possible that you may want to store a piece of information that is specific to your organisation. For example, you may want to record whether a person has a pet and its name. ‘User Defined Fields’ enable you to customise the database to your specific needs.
To set up a user defined field:
Go to Admin > Masters > User defined field
Click the blue ‘Add new+’ button.
You will see the following screen:
You can choose whether the field is for families or individuals using the drop-down menu at the top.
Enter a description for the field so that you can recognise it when you set it against an individual/family.
The next item is Field type, the choices are:
- Text – will accept alpha / numeric characters
- Numeric – numeric only (useful if you will need to perform calculations on this information when producing reports)
- Date – a date field
- List – allows you to set up multiple list options (you will be given an option box in which to write them, separating each option with a comma e.g., option X, option Y)
- Logical – is a logical Yes or No – True or False
Depending on the Field type you choose some items on the screen will be activated and de-activated.
You can then set a ‘default value’ which will automatically appear on a member’s record when you select this User defined field. The default value is there to help you enter information quickly and it can be changed on the member’s record. The default values can also be changed in the Master tables at any point.
If you would like to automatically assign this default field value to any new or existing members you have in your system, you can do so by ticking the ‘Auto assign default value’ box at the bottom of the window.
Click the save button. You will now be able to assign this to members on the User Fields tab of their record.
Setting up Skill Groups
Skill groups can be used to link skills with each other. For example, a skill such as ‘Crèche leader’ can be added to a skill type, 'Children's work'. To add a Skill Group:
Go to Admin > Masters > Skill Groups
Click the blue ‘Add new+’ button.
Enter a name for the Skill Group you would like to create to link similar or connected skills.
Click the save button. You will now be able to assign individual skills to this skill group by going to the Skill menu at the top of the screen.
Setting up Certificates
You can create certificates to assign to members, for example a DBS check certificate or a certificate to show that they are able to drive a minibus. To create a new certificate:
Go to Admin > Masters > Certificates
Click the blue ‘Add new+’ button.
Enter a name for the Certificate. Then set the frequency at which renewal of the certificate is needed, for example if it needs to be renewed every year.
Click the save button. You will now be able to assign this to members on the Certificate tab on the lower part of their record.
Setting up Issuers
When you add a certificate to a member's record, you will be also asked who issued the certificate as shown below:
To set up a certificate issuer:
Go to Admin > Masters > Certificate Issuer
Click the blue ‘Add new+’ button. You will see the form below:
Fill in the details for the certificate issuer
Click the save button when done.
Setting up Visit Types
You can set up ‘visit types’ which can be linked to a particular visit for example ‘home visit’. Visits can be added under the ‘Visits’ tab on the lower half of a member's record’. To set up a visit type:
Go to Admin > Masters > Visit types
Click the blue ‘Add new+’ button.
Enter a name for the Visit type.
Click the save button. You will now be able to assign this visit type at the point that you create the visit on the member’s record.
Setting up Group Types
A group can be attached to a group type, for example you may have several groups that could be marked as ‘youth groups’. To set up a new group type:
Go to Admin > Masters > Group Types
Click the blue ‘Add new+’ button.
Enter the group type that you would like to be able to record against particular groups
Click the save button. You will now be able to assign this group type either when you create a group or at any later date.
Setting up Attendance Codes
Attendance codes can be put against a member regarding their attendance of meetings or events, for example, ‘absent’ or ‘present’. To create an attendance code:
Go to Admin > Masters > Attendance Code
Click the blue ‘Add new+’ button.
Enter the attendance code that you would like to be able to track against your members with regards to meetings etc.
Click the save button. You will now be able to assign this to group members on the Group menu at the top of the screen and under the Attendance tab.
Setting up Labels
Labels can be set up in MyMembershipManager so that you can easily print members addresses onto your label paper ready to send any letters out that you might need. To set up your label dimensions:
Go to Admin > Masters > Labels
Click the blue ‘Add New+’ button. You will see the following screen:
Fill in the dimensions of the labels that you wish to print and click the save button.