Member management with Graviti system
Managing and registering members on Graviti admin
How do l add members to the platform?
The Members Module serves as the central hub for managing all registered system member records (profiles). This module is designed to streamline the administration of member data, enhance communication, and improve overall user engagement. Here are the key features and functionalities available within this module explained below.
HOW DO I ADD MEMBERS TO THE PLATFORM?
There are two ways to add members to the platform:
- Individual capture: you can add a member by clicking on the “Add New” button to start.
- Bulk importing: you can bulk import members to the portal instead of capturing them one at a time by using the template provided for the import and clicking on the “Import” button.
NB: The members can self-register themselves as well. The feature and its functionality will be elaborated on in the member user manual.
HOW DO I INDIVIDUALLY ADD A NEW MEMBER?
When you click on the “Add New” button, you will get to the page where the member’s details can be captured. The data fields that need to be captured are grouped into sections or tabs:
- Profile
The details required consist of:
-
- First name: the first name of the member
- Last name: the last name of the member
- Middle name: the middle name of the member
- User identifier: the email used by the member
- Date of birth: the member’s date of birth
- Identification type: there are three identification types that the member can select from:
- National Identification
- Passport
- Driver’s license
- Identification number: the identification number displayed on the record of the identification type selected.
- Gender: the gender of the member, chosen from the available drop-down list.
- Title: the title of the member, chosen from the drop-down list of titles.
- Race: the race of the member, choosing from the available drop-down list of races.
- Chapter: assigning a chapter to the member, choosing from the drop-down list of available chapters
- Home language: the home language spoken by the member, choosing from the available drop-down list of languages.
- Communication language: the communication language preferred by the member, choosing from the available drop-down list of languages.
- Professional number: the unique member identifier professional number.
- Membership number: the unique member identifier membership number.
- Membership status: the membership status assigned to the member, chosen from the available drop-down list of statuses.
- Group type: the membership group type the member is being registered to, choosing from the available drop-down list of member groups.
- Start date: the date on which the member started using the association services.
- End date: the date on which the member’s membership will expire. They can choose to renew it if necessary.
- Date joined: the date on which the member record was added to the system
- Account number: the member’s bank account number that will be used when invoicing and when the member is making payments.
- Practice number: the practice number of the practice the member belongs to
- Biography: the member’ biographical details
Once all the profile details have been captured, click on the “Submit” button to save.
The back navigation button is for the admin to be able to navigate back to the module or section main page.
The saved member record will display on the Member Module main page.
The members module main page has two display layouts: the grid and the table layout. You can choose any you wish to use. The illustrations below are based on the table layout format.
Click on the member record “Action” button; a dropdown list of options will display. Click on any option and continue capturing the member’s additional details.
If you do not want to capture the details according to the order of the dropdown or the tabs displayed, you can navigate from tab to tab until you have completed all tabs.
The back navigation button is for the admin to be able to navigate back to the module or section main page.
Related topics
- Importing And Exporting Members On Graviti Admin
- Streamlining User Access With Graviti Account Setup
Managing member contacts on Graviti admin
How do l add the member communication details?
Click on the “Contacts” tab to capture the member contact details. Click on the “Add” button.
There are three contact usage types. The details required per usage type consist of:
- Personal contacts
- Email: the member’s personal email address
- Mobile: the member’s personal mobile number
- Telephone: the member’s personal telephone number
- Social handle: the member’s personal social handle
- Business contacts
- Email: the member’s business email address
- Mobile: the member’s business mobile number
- Telephone: the member’s business telephone number
- Social handle: the member’s business social handle
- Billing contacts
- Email: the member’s billing email address
- Mobile: the member’s billing mobile number
- Telephone: the member’s billing telephone number
- Social handle: the member’s billing social handle
NB: The contact details for all usage types can be the same.
When capturing, you have to specify the following details:
- Contact type: Specify the contact type by selecting from the available drop-down options.
- Usage type: Specify the usage type by selecting from the available drop-down options.
- Value: Specify the value by entering the details of the selected contact type.
You can always update or delete the details by clicking on the right icon next to the contact type value you want to update or delete.
Related topics
Managing member addresses on Graviti admin
How do l add the member address details?
Click on the “Addresses” tab, navigate to the “Add” button, and click on it. Start capturing the member address details.
The details required consist of:
- Usage type: there are three usage types on the drop-down list to choose from: billing, business, and personal usage types.
- Address type: there are two address types on the drop-down list to choose from: postal and physical.
- Address line 1: the street number
- Address line 2: the street name
- Suburb: the name of the suburb
- City: the name of the city
- Country: select a country from the drop-down list of countries.
- Region: name of the region.
- Code: postal code of the address.
Once all the required details have been captured, click on the “Submit” button to save the details.
Once saved, you can always update the address details or remove the address.
Related topics
Managing member documents on Graviti admin
How do l upload member documents?
Click on the “Documents” tab, navigate to the “Add” button, and click on it. And start uploading the member’s files.
The details required consist of
- Document type: specify the document type you want to upload by choosing from the drop-down list.
Once selected, you can upload a document in any format. You can either use the 'Browse' button to select a file or drag and drop the file onto the file space provided. After choosing your file, click the 'Upload' button.
Once uploaded, click on the ‘Submit’ button to save the file. You can also view the uploaded files or delete them.
NB: The [Upload] button will only appear once a file has been selected.
Upload the file; once uploaded, click “submit” to save the file.
Once saved, you can see the following details:
- Name: the name of the uploaded document
- Document type: the type of document uploaded
- Uploaded by: the name of the person who uploaded the document, which can be the admin or the member.
The action button has a drop-down list where you can do the following:
-
- Download: you can download the file
- Edit: you can edit the file
- Remove: you can delete the file
Related topics
Managing member notes on Graviti admin
How do l create my notes under a member profile?
Click on the “Notes” tab, navigate to the “Add” button, and click on it. And start adding the member’s notes.
NB: The added notes are for the administrator; the member will have no access to the added notes.
You have to type all the information you want to save as a note. Once you are done, click on the “Submit” button and save the note.
Once the note is created, you can only deactivate or activate it.
Related topics
Managing member employment on Graviti admin
How do l add member employment details?
Click on the “Employment” tab, navigate to the “Add” button, and click on it. Start adding the member’s employment details.
The details required consist of:
- Employer name: the name of the employer.
- Employer type: select the employer type from the drop-down list of employment sectors.
- Position: the position held by the employer.
- Contact person: the contact person within the company.
- Start date: the date on which the employee started working for the company.
- End date: the date on which the employee resigned. If the member is still employed in the same association, skip the end date section.
Once all the details have been completed, click on the “Submit” button to save.
Once saved, you will have three options on the employment record action dropdown:
- Edit: You can edit or update the employment record.
- View: You can view the employment details in summary.
- Remove: You can remove or delete the record.
Related topics
Tagging a member on Graviti admin
How do l tag a member?
Click on the “Tags” tab, navigate to the “Add” button, and click on it. Start adding the member’s tags.
When adding a tag, you need to type in the tag name for it to display. You can add one or more tags.
Select the tag(s), then submit. Once submitted, you can always remove the tags when necessary or add more.
Related topics
Member practice information
How do l capture the member's practice details?
Click on the “Practice” tab, navigate to the “Add” button, and click on it. Start adding the member’s practice details.
The details required consist of:
- Name: the name of the practice
- Practice number: the practicing number allocated to the practice.
- Tax number: the tax number allocated to the practice.
- Registration date: the date on which the practice was registered.
- Contact first name: the name of the contact.
- Contact last name: the contact person’s surname.
- Contact email: the contact person’s email address.
- Contact telephone: the contact person’s telephone number.
- Practice type: the type of the practice.
- Practice sector: the sector the practice belongs to.
Once all the details have been completed, click on the “Submit” button to save.
Once saved, you will have three options on the practice record action dropdown
- Edit: You can edit/update the practice record.
- View: You can view the practice details in summary.
- Remove: You can remove/delete the record.
Related topics
Managing and viewing member message history on Graviti admin
Email and SMS messages
HOW DO I SEND A MESSAGE TO THE MEMBER?
Click on the “Send email” tab to send a message to the members. Type the message you want to email to the member, then hit the send button.
HOW DO I VIEW MESSAGE SENT AND RECEIVED?
You have access to the email and SMS history sent between you and the member. You can filter your results page by selecting the channel from the drop-down list available.
EMAIL HISTORY PAGE
The details that are available on the email history page are as follows:
- Date: the date on which the email was sent to the member or sent by the member.
- Title: the subject of the email.
- Platform: the platform used to send the email. It can be sent from the Graviti Member Platform (GMP) or the Graviti Admin Platform (GAP).
- Email: the recipient's email address
- Read: When you click on the “Read” button, you can read the email contents.
- Search: you can search for an email using the title, or email address.
- Filter: you can filter your search using the platform type
Click on the “Read” button if you want to read the email. You can navigate back when you are done.
SMS HISTORY PAGE
The details that are available on the SMS history page are as follows:
- Date: the date on which the SMS was sent to the member or sent by the member.
- Message: the contents of the SMS
- Platform: the platform used to send the SMS It can be sent from the Graviti Member Platform (GMP) or the Graviti Admin Platform (GAP).
- Number: the mobile number used to send the SMS.
- Search: you can search for an SMS using the message or the phone number
- Filter: you can filter your search using the platform type
Related topics
Navigating through the members main page on Graviti admin
Members display main page
On the member display page, the following information is displayed:
- All: the number of all members within the association.
- Unknown: the number of members with an unknown status.
- Pending: the number of members with pending applications.
- Active: the number of active members.
- Suspended: the number of suspended member profiles.
- Terminated: the number of terminated or cancelled member profiles.
- Archived: the number of archived member profiles
- Expired: the number of expired memberships.
The member data columns of the table layout on the Member module main page consist of:
- Image: displays the image of the member.
- Full name: the member’s name and surname.
- Professional #: the member’s professional number.
- Membership #: the member’s membership number.
- Status: the member’s status The status can range from: active, archived, expired, pending, rejected, suspended, terminated, and unknown.
- Group: the name of the group the member is assigned to.
- Add: If you want to add a new member profile, you can click on the “Add” button to begin.
- Action: On the action dropdown, there are options to:
- Profile: view and/or update the member’s profile.
- Contacts: view and/or update the member’s contacts.
- Addresses: view and/or update the member’s addresses.
- Documents: view and/or update the members documents.
- Delete/Undelete: soft delete the member’s profile.
The layout used to display member data is the table layout.
Related topics
- Searching And Filtering For Members On Graviti Admin
- Customizing Members Main Page Layout On Graviti Admin
- Importing And Exporting Members On Graviti Admin
Searching and filtering for members on Graviti admin
How do l search and filter when checking for specific members?
As an admin, you can filter your search by using the member’s full name, professional number, or membership number, or you can use the status for bulk filtering.
You can also filter your search by group type, by chapter, by country, or by all three filters combined.
Related topics
Customizing members main page layout on Graviti admin
How to change the page layout
You can choose to view the member records in a grid layout or a table layout by clicking on “grid” to use the grid layout or clicking on “table” to use the table layout.
TABLE LAYOUT
GRID LAYOUT
On the grid layout, on the member's main page, per member record, the member’s name, membership group, and email address are displayed. Below those details, you can see and do the following:
- Profile: View and/or update the member profile.
- Contacts: view and/or update the member contacts.
- Addresses: view and/or update the member’s addresses.
- Documents: view and/or update the member’s documents.
On the 3-dotted icon, you can perform the following:
-
- Set the member status.
- Set the member profile picture.
- Send a quick email to the member.
- Send a quick SMS to the member.
- Attach notes.
- Upload the member documents.
- Add tags to the member profile.
- See the number of notes you created.
- See the number of member employment records captured.
- See the number of tags assigned to the member.
- Mark the member’s profile as deleted.
- Delete or remove a member’s profile from the system.
Related topics
- Navigating Through The Members Main Page On Graviti Admin
- Managing And Registering Members On Graviti Admin
Importing and exporting members on Graviti admin
How to import and export members
EXPORT MEMBERS FROM THE SYSTEM
You have the option to export member records from admin to Excel or PDF files. Click on the “export” button, choose where you want to export the file to, and start exporting.
IMPORT MEMBERS TO THE SYSTEM
You can also bulk import member records from another system into Graviti by using the “import” functionality. Click on the “import” button to start importing.
To obtain a template of the Excel file, simply click on the download button provided on the page. Use the downloaded file to capture all the member records you want to import, then save the file on your computer.
To upload the Excel file, you can use the 'Browse' button to select a file or drag and drop the file onto the file space provided.
After clicking on the upload button, you get to preview your import before clicking on the import button.
Preview import
Once done previewing, click on the “Import” button to complete the import
You will get a confirmation pop-up if your import was successful or failed.
Related topics
- Managing And Registering Members On Graviti Admin
- Streamlining User Access With Graviti Account Setup