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Moving Contact -> Member

Discussion in 'General' started by David Burdick on Oct 19, 2024.

  1. David Burdick

    By:David Burdick-  Oct 19, 2024
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    I have been spending a considerable amount of time working with the contact management system. As a part of this, I noticed a big trend in our database. There were duplicate records (member, past member) and other types in the contact list.

    I have been looking into this and can someone tell me what we might be doing wrong. I have gone to an existing contact that we have put in our system as a visitor/volunteer. This person has expressed interest in joining our club. They have never been a Rotarian. So, I bring up their contact record, and I am looking for a way to make them a member.

    Now, being the "straight line" kind of person that I am, I would expect that you could easily just convert a contact to a new member so that all of their data could be entered and not duplicated. This seems to be a very logical and reasonable path.

    Am I missing something? I do not see an option to do this. With this said, I would suspect that this functionality is the reason for why our club had many duplicate records for members and former members. If this is the case, the best practice I need to establish for our club is:
    1. Go into the Membership Success Module and "Refer a Member"
    2. Take this person through the membership process (I have to manually enter information and cannot bring in from existing contact)
    3. Once a new member, then will have to go into the "merge process" to merge the records?
    This seems a little difficult and laborious for handling information that we have already collected at an earlier stage in the memebership funnel.

    I really might just be missing something (I hope so). If anyone can offer some guidance, we would appreciate it.

    TIA - David
     
    Dianne Paron likes this.
  2. Zach

    By:Zach-  Oct 28, 2024
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    ClubRunner Team

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    Nova improves on the ability to modify/move members between categories in a much better way. For example you will be able to push a person record into membership success, or directly into the active membership, without having to do data re-entry. It wouldn’t matter how they got into the system: donor, volunteer, bulletin subscriber, they’ll be eligible to be moved between the types and included in most modules.

    Talking about the version of ClubRunner you are using today, No, at this time you are not missing anything. There is no direct way to convert a contact record into a Membership Record, or move a Contact record into the Membership Success program.

    If you have a new member, that was previously in your contact database, as of today I would suggest the following:
    • Create the new membership record directly
    • Use the Contacts system to merge their contact record with their new membership record.
    I would only use Membership Success if you are not yet ready to add the member to the club roles, and want to go through the process of collecting details of a prospect. You can convert a prospect into a member once they reach the end of the path for Membership success. But it is a lot of overhead just to capture a new member directly.
     
    Dianne Paron likes this.
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