a) Checking for Former Members
Before adding a new member, check that they are not already in the system – go to the Members List and tick all the boxes in the Status row to display all current and past members in surname order.
Also check if there are any other U3A members living at the same address as the new member. This can be done by clicking on the blue Address heading at the top of the Members List. This will sort the table in address order (House/Flat No. & Street) and will make it easy to check whether the new member’s address is already on the system.
Note: In theory these steps shouldn’t be necessary, but experience has shown that applicants don’t always fill in Membership Application forms in the expected way!
b) Adding a New Member
Click Add new member on the Home Page or from the top of the Members List page.
The Add New Members page consists of 4 sections related to:
- Membership Type
- Member’s Details
All fields with a caption in bold are mandatory. Refer to 4.2 Member Record for additional details about the information required.
Type of Membership
The Initials field is not displayed at this stage and will be completed automatically from the member’s Forename(s). Additional initials and a suffix can be added by editing the Member Record after it has been saved.
It pays to be consistent with the way that Address details are added. Use Upper and Lower case letters the same as if you were addressing an envelope. Always putting the District or Village in the first of the ‘Additional lines’ boxes [A] will enable ‘sorting’ on District/Village in Excel downloads of the Membership List. Please be aware that downloads for TAM mailing and Gift Aid reports to HMRC are dependent on the required consistent format.
Please refer to 4.3.1 Addresses & Phone Numbers for further help on address and phone number formats.
Address shared with another new member
If someone with a shared address is joining as a new member at the same time, select new partner [B] to open an additional section for the Partner’s Details.
Address shared with an existing member
If the new member shares an address with someone who is already a member, select the person’s name from the drop-down list and the address details will be filled in automatically.
Note: if there are 2 or more potential ‘address sharing’ members with the same name, make sure that you select the one with the correct address. You may click the adjacent button with 3 dots [C] to open the others member’s record for further clarification (do this with the Ctrl key held down and the record will open in a separate tab).
If the partner’s membership is due for renewal, you will be prompted that you may renew the partner at the same time, which you can do by ticking the adjacent box [D].
If a Joint type of membership has been selected for the new member, you will be prompted to make sure that the partner’s membership class is correct. This can be changed to the appropriate Joint membership type by selecting from the drop-down list [E].
Please refer to 4.3.2 Shared Addresses and Joint Members for further help on joint membership categories and who is classed as a “partner” in Beacon.
Enter the amount paid in Amount received. Select the Payment method and the Account that the money is to be paid into from the drop-down lists, and optionally, enter a Payment Ref (e.g. cheque number).
Note for some U3As the default account will be Membership.
If the Amount received is greater than the Amount to pay, the extra money will be accepted as a donation. If too little money is entered, you will be warned but can choose to disregard the warning if you have particular reason for doing so.
IMPORTANT! After carefully checking that all the entered information is correct, press Add Member to create a new Member Record and an associated Financial Transaction. The Member Record will be displayed for confirmation and can be edited if required.
|Mention that the Membership a/c could be the default account for some U3As.|
|Inserted link to 4.3.2 Shared Addresses & Joint Members|