Part Twelve - Member Manager

12.0 Member Manager

12.1 Overview

Users who go through the online subscription process are automatically added to the member manager. However as an administrator you are able to manually add new members and also add administrators to your site.

12.2 Manually create a new member

To manually add a new member or administrator you need to go the the 'members' section either going through the control panel or by clicking on 'members' in the top gray navigation bar.

Here you will see two existing members listed, your own account login and a SubHub login that is used to activate member profiles.

To add a new member click on the 'add member' button.

There are three areas of member management within this page:

12.2.1 Personal Details

In this section you need to enter:

  • Members login information
  • Members contact details

Enter their email address and assign them a password, this password should be a minimum of six characters in length.

NOTE: The email address and password will need to be sent to the member to allow them to login.

Set their role to either a normal member or as an administrator.

NOTE: Be careful who you give administrator access to as they will be given the same privileges as yourself.

Enter their; title, name, address, including postcode and opt in or out for them to receive any literature from yourself.

Scroll back to the top of the page and click save.

You will be notified that your changes have now been saved.


12.2.2 Subscription Details

When manually adding a new member of administrator you must visit this page.

The one thing you need to do in this section is change the subscription expiry date, otherwise your members will expire immediately.

Click on the calendar icon

A larger calendar will open up on your screen:

Click on the single right facing arrow to extend the expiry date by month or click on the double arrow to extend by year.

Click 'save' and the members expiry date will be extended.

12.2.3 Subscription Status

If a member was to cancel you can go in and click on the 'Set as expired' link.

This will expire the member at the end of their billing cycle.

12.2.4 Affiliate Details

If you wish your member to be an affiliate to your site you can provide them with a unique URL.

They will need to place this URL on their own website or literature.

Your site will track whenever a visitor clicks through from their site onto yours using this link.

The visitor will be remembered for 30 days and you can even see if they became a subscriber.

You will need to change the affiliate drop down to 'yes' and issue the member with their unique URL:

Highlight the link, copy and then supply to your affiliate member.

For guidance on tracking your affiliates refer to page 54.

12.3 Manage Member Groups

To be able to create different levels of access to your site you can use member groups.

Member groups will allow you to create specific subscription plans that will give the access to certain articles and the members forum.

The first thing you need to do is click on 'members' in the top gray navigation bar and click on the 'manage member groups' button:

Enter the names of your different member groups in a list, one under the other:

Click save and you will be returned to the member manager.

NOTE: Once you have saved the member groups they will be reordered to be displayed in alphabetical order.

Now you have defined your member groups you will need to:

Assign a subscription plan to each group

Set which articles can be accessed by each member group.

Refer to page ??? to read the section on member groups.

12.4 Login Reports

The login reports will give you information on which subscribers are logging into your site on a regular basis.

Click on the 'Login Reports' button in the 'Member Manager' to view a complete list.

By clicking on 'login reports' you can view the date and time your members are logging in.

If you want to save this information you can copy the email addresses and date of login and paste into a spreadsheet.

NOTE: This report can also be accessed by going through 'site reports' shown in the control panel.

12.5 Searching members

The member manager has an advanced search built in to it. You can use this search to filter through your members:

You can search your members using the following searches:

  • Name - Search first and last names
  • Email address - Search email addresses
  • Company - Search by company
  • City - Search by City
  • Country - Search by Country
  • Admin Access - Search for administrators only or members only
  • Member Joined - Find all members who joined within a certain time period
  • Member Expires - Find all members who are due to expire within a certain time frame in the future
  • Member Expired - Find all members who have already expired within a certain time period.
  • Member Status - Search members based on active subscription, expired subscription or failed payment
  • Member Group - If you are using member groups you can find all members within a certain group
  • Billing Method - By using this search you can find all members who are on a recurring billing subscription
  • Payment Plan - Search for members who joined on a certain subscription plan
  • Receive Newsletters - Find the subscribers who opted into receive your newsletter

Once you have selected your search type you need to click the 'Build Search' button.

Once you have clicked 'Build Search' a drop down list will appear in the 'Operator field' and the 'Value' field.

The operator drop down list that appears will depend on what you are searching by.

In this example you can search for members who expired within (or 'not in') a certain time frame.

The value drop down list that appears will depend on what you are searching by.

A range of time frames will appear here.

Once you have selected your 'Operator' and 'Value' you need to click the 'Search' button.

The results will be returned below the search builder.

Now your search results have been returned there are some additional options that are available to you, these are:

  • Save Search
  • Export Member
  • Email Members

12.5.1 Save search

You may find that there is a search that you will carry out on a regular basis.

If so it can be useful to save the search so you do not have to build it each time you want the information.

To do this you need to build your search as normal.

Once the results have been returned, click 'save search':

You will get taken to a page where you can give this search a name:

Enter a relevant name and click 'Save'.

You will get taken to a page that will show all of your previously saved searches:

NOTE: There will be a search for finding administrators that has been created as an example.

Whenever you want to use a saved search you just need to click on 'Saved Searches' from the 'Member Manager' page.

You cant then select your required search by clicking on the 'Load' link:

This will then build your saved search, to return the latest results simply click on the 'Search' button:

12.6 Export members

NOTE: To export your members into a spreadsheet you must have either carried out a search or clicked on the 'show all members' link.

Click on 'show all members' and an 'Export Members' button will appear.

Click on the 'Export Members' button and the following pop up should appear:

NOTE: Save the file in a spreadsheet format.

When you open the file you have saved you will be able to view all of the member information.

12.7 Email members

NOTE: If you want to email your members you must have either carried out a search or clicked on the 'show all members' link.

Once you have built a search or clicked on the 'Show all members' link an 'Email Members' button will appear:

Once you have clicked the 'Email Members' button you will get taken to a page where you can write your email:

Enter the name and email address you want the email to appear to have been sent from.

Enter the email subject and type in your email message.

NOTE: It is important that you type directly into the message field and do not copy and paste from another document.

Click send and your email will be sent to all relevant members.




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