4.2 Member Record

a) Viewing & Editing a Member Record
Member Records can be accessed by clicking on a member's Name or membership No highlighted in blue in the Members List (see 4.1) and elsewhere throughout the Beacon system.

The fields in the upper part of the record, including Mobile number, relate to that member alone. The address fields at the bottom, including Telephone (landline), may be shared with another member that lives at the same address.

• An email can be sent to the member by pressing the Send button [A] adjacent to their email address (see 6.1).
• The Joined and Next renewal dates are set automatically by the system and will not normally need to be touched. They may, however, be overridden manually.
• Known as may be used if the member prefers to be known by a different name, e.g. Bill rather than William.
• Suffix may be used for honours, e.g. MBE.
• The Hide contact details from group leaders tick box is provided for members who have specified that they don’t wish Group Leaders to be able to see their contact details
  Note: Group Leaders are still able to send emails to the member, but without seeing the email address.

A photo of the member may be uploaded.  Press the Browse button [B] (the style of which varies between browsers) and select an image file from your device.

Note: The picture must be saved as jpg, png, or gif, maximum file size 2MB. A square format photo (aspect ratio 1:1) is advised to suit the space on the membership card. Photos can be cropped to a square using a smartphone app or other photo editing software.

• Gift Aid from is the date from which the member consented for Gift Aid claims to be made on their membership subscriptions. If the member becomes ineligible for Gift Aid or withdraws consent, the date must be removed by pressing the Cancel button [C].
  
  Note: changes to a member’s Gift Aid status must be made before the member’s next renewal is completed because Beacon cannot process claims retrospectively, even if a date in the past in entered.
  Although a date in the future can be entered this has no effect - Gift Aid will apply with immediate effect.
  
  

At the bottom of the Member Record page in the pale blue area it is possible to see any Groups that the member belongs to (or is on the waiting list for) and also, the financial Transactions associated with the member. By clicking on the corresponding links, you may go directly to the Group Record or Transaction Record.

 

 After making any changes to a Member Record, press the Save button [D] to commit them.

b) Deleting a Member Record
When a person ceases to be a current member, rather than deleting the Member Record straight away, their status needs to be changed to Lapsed or some other non-current value such as Resigned or Deceased (see 4.6).

A Delete button [E] is provided to remove a Member Record, although you may not be able to see this, depending on how your access rights have been set up. 

IMPORTANT: Do not use the Delete button unless a Member Record has been created in error, e.g. if a record for the member already exists. Member Records need to be retained for 7 years to comply with HMRC, OSCR and Charity Commission regulations for their associated financial transactions including Gift Aid.

Note 1. Please refer to 4.2.2 Deleting members including GDPR compliance for information about how long to keep records, and what happens when a record is deleted.

Note 2. Please refer to 4.2.1 Deleting Duplicate Members if duplicate Member Records are inadvertently created.

Note 3. Please refer to 4.2.3 Removing deleted members from Groups for how to identify and remove members from Groups if they have died, resigned, or lapsed.

c) Adding a new Member Record
Refer to 4.3 for details of how to create a Member Record for a new member.

Revision History

v1	2020-04-03	Graeme Bunting	First version
v2	2020-05-18	Graeme Bunting	Reference to Beacon User Guide replaced by a link to the Knowledge Base article about deleting members
v3	2021-04-24	Graeme Bunting	Links added in part (b) to 4.2.1, 4.2.2 and 4.2.3
v4	2021-08-10	Lyn Bossons	Note about photo size amended
v5	2021-08-23	Graham Tigg	Emphasised Gift Aid date in the past has no effect