Chamber Classes

Membership Add-Ons

Mon, 16 Mar 2026 22:14:06 GMT

Membership Add-Ons:

Typically, membership invoices have only one amount associated with them- the amount for dues.

However, if your organization needs to package additional services with membership that are optional, the MMS allows for what are called Membership Add-Ons.

When turned on in MMS Configuration, this allows for additional items to be packaged with dues. To set up the items that are available as add-ons, edit them via non-dues invoice items (look for item-list link, next to Enter Non-Dues Invoice Record). Enter the item to be available for add-on, and check the "Offer as Membership Add-On?" checkbox. You also have the option of indicating whether the item is available as a single purchase, or as multiple purchases such that a person when selecting would use a checkbox or enter a number (to purchase 1 or more of these items).

You can also indicate whether the item is a recurring item using the 'Recurring?' checkbox. If checked, this allows for an ongoing add-on from term to term. So if it's indicated in the member database for a member, it would be added-on with each renewal (ex: a boat-slip rental fee, that would continue year-to-year, until the member indicated otherwise). If unchecked, indicating a non-recurring item, and the item is indicated in the member database for the member, it would only be added to the next renewal invoice created and then cease to be indicated in the member database afterwards so that it would not be included in future dues invoices. If the member wants a recurring Non-Dues item removed from future invoices, an admin-level user can remove it via member database admin.

This feature works similarly to membership plans in that the invoice records are created based on data entered in the member database, but after the invoice record is created it is independent and not affected by further changes to the member database record.After a dues invoice has been posted with membership add-ons, you can still alter the detail on the invoice. View transactions for the member, click on chg next to the invoice, and click on chg again next to 'Renewal Terms Included'. You'll be able to edit the add-ons included in that invoice.

Calendar Admin: Auto-Copy

Mon, 09 Mar 2026 21:28:20 GMT

Auto-Copy Event:

If this mode is enabled, the event will be automatically copied based on your specifications (i.e. 1st Monday of each month). It will copy all the event details exactly and adjust the begin date to the correct one. This is useful for events that recur on a predictable basis.

This feature allows you to set up an event that will copy itself into the future. For example, you can set up an event to post every 3rd Tuesday.
The copying occurs at night, where the event that is marked to copy will be copied into the future. Then that future event will be marked to copy to continue this pattern next night. This repeats each night until an event is copied out 60 days in advance (40 days if weekly copying). After this point, the event will continue to check to see if the next copied event is within that 40 or 60 day window. If it is, it will then mark the event to be copied and copy overnight, if not no new event is created. This continues until the stop date is met (if entered).
Auto-copied events can be identified by the Auto-Copy Enabled tag underneath the title of the event, in the main event list. You can search for auto-copied events using the search bar in the calendar admin system.

You can locate the auto-copy from the Calendar Admin > edit an event > Save and Continue > Save and Continue> Advanced Options > Auto-Copy Event

Member Lists | Dues Counts

Tue, 11 Nov 2025 21:38:07 GMT

The Lists/Reports You Might be Looking For

If you have ever wanted to find out detail on all of your membership plans and more this is the area to find that.

Log into your Chamber Nation system
Go to Membership Billing
Look for Member Lists on the right side
Choose from several reports

How to Review Member's Marketing Landing Page

Wed, 30 Jul 2025 00:18:58 GMT

How to Review Member's Marketing Landing Page

We work hard to provide a quality service to our customers and their members. So please review all new build-outs and promptly send the member onboarding notification so they can see them too. This way, if something needs to be updated, we can assist them with that immediately.

To show prospects what they receive as part of their membership, please take them to: www.LetsDoCommerce.com

To show existing members where to go to get great support and view training, take them to: www.MemberAdvertising.com

Modernize your Event Registration Pages with Promo Images

Thu, 26 Jun 2025 08:45:06 GMT

Modernize your event registration pages with promo images

Step 1: Upload Your Promo Image

To get started, access your Chamber Nation management system. From the top MENU bar, navigate to Website > Content Manager Menu > Promo Image Manager. Upload your desired promo image, which will serve as the background for one of your events. Choose an image that you think would look appealing and captivating. You can upload promo images that would reflect the personality of many types of events.

Step 2: Customize Your Event

Next, go to your Event Registration area and select one of your events. Click the edit button to make changes. Scroll down to the LOGO OPTIONS section, where you'll find the option to SELECT A PROMO IMAGE. You should see the image you uploaded in Step 1. Once you have selected the promo image, go to the bottom of the page and click Save and Continue.

Step 3: Showcase Your Professional Event Registration Page

Return to the main screen and access your list of event registrations. Look for the CLICK TO VIEW REGISTRATION LINK associated with your event. Click on it, and you will be directed to a polished and professional event registration page that will effectively promote your upcoming events. Take pride in the improved aesthetics and user experience of your event promotion.

By following these three simple steps, you can enhance the visual appeal and professionalism of your event registration process, ultimately attracting more participants and generating greater interest in your events.

Message Boards

Wed, 16 Apr 2025 00:54:01 GMT

Message Boards

Message Boards are a useful tool allowing members to communicate with one another. The Message Boards operate on a hierarchy organized by "Board" -> "Topic" -> "Post". Boards can only be created by admin users and are used as primary categories for organizing topics. Topics can be created by any member and are used as primary discussion points. Posts (also known as "Replies") can be created by any member and are directly related to the topic.

There are a number of different settings and options for the message board module and those will be discussed in sub-sections of this help file.

NOTE: The rest of the documentation on the Message Boards is for the "New" Message Boards, implemented in 2012-2013. If you are not using the new message boards, you may switch over to it via MMS Configuration, Message Board configuration.

Other Topics in this Section:

11. Message Boards
11.1. Creating Message Boards
11.2. Creating Topics
11.3. Email-List Enabled Message Boards
11.4. Message Board Moderators

Community Task List

queensie@membermomentum.com (Queensie Mae Brucal) — Mon, 14 Apr 2025 21:04:30 GMT

Community Task List

The task manager within communities can be accessed from the 'Update Tasks' link in the functions section of the community info page. After clicking through, the page will list tasks for the community and also gives you the ability to create new ones.

When creating a new task you can enter the task name, description, set the priority, and choose who to assign it to within the committee or among admins.

When a task has been completed you can click on the checkmark icon next to the task, choose the date of completion, and mark the task as complete. The task will be moved off task list but can still be access by clicking on the link at the top right of the page for 'View All Tasks'.

Other Topics in this Section:

Communities

Editing Communities

Community Participants and Chairs

Community Task List

Community Participants and Chairs

queensie@membermomentum.com (Queensie Mae Brucal) — Mon, 14 Apr 2025 21:04:14 GMT

Community Participants and Chairs

Managing Participants in a Community

Managing the Participant list

Many communities, if a project or committee, need someone to manage it. To assign people to a community, or edit the participant list, first head to the Communities module located in the Members Area Functions section of the main menu.

Next, click on the Participants link next to the community you'd like to modify.

On the following page, you'll be shown a full list of your members and contacts stored in the system. Use the search box at the top of the left-side box to find and select members in the member database. When participants are selected, click the Add To List button at the bottom of the page. Members or contacts added will appear on the right side of the page.

Adding chairs and vice-chairs

Once the community has one or more participants, you can designate any of those participants as chairs of the community. To do so, first head to the community's participant list.

From the participant list, click the Change link next to any participant, located on right side of the screen.

On the following page, you'll have two select boxes for designating someone as Chair or Vice-Chair of the community. The comment section is visible to everyone who can view the community and is a great way designate someone's special function in the group. Lastly, if you've selected to pend signups to a group for approval, the status of the participant can be edited in the Committee Status option.

(For help with creating new communities, check out the New Community section of the help menu. )

Video

Other Topics in this Section:

Communities

Editing Communities

Community Participants and Chairs

Community Task List

Edit Communities

queensie@membermomentum.com (Queensie Mae Brucal) — Mon, 14 Apr 2025 21:03:14 GMT

Edit Communities

The Communities admin section is available from the Administrative Functions section of the main menu. From here, Admins can add, change, and delete Communities.

Add New Community:

To add an event, click on the "Add New Community" link. There are several fields to enter (within 2 pages: 1st page is admin only, 2nd page can be made available to chairs).

Name - name of the community

Category - communities can be organized into categories if you choose. The option to manage these categories is at the bottom of the community admin page, labeled "Manage Categories".

Display in Member's Area - whether or not the community is visible in the list available to the general members. It's possible you may want to use communities to keep track of members in a particular subgroup, but not have this info available to the general members in the members area.

Available for Sign-Up - this setting determines if members can sign up on their own, non-members can sign up (prospects can sign up via a special form), or if only admin-level users can add people to a community.

Pend Sign-ups - members who sign themselves up can be pended for approval, and email is sent to the community contact when this is enabled and someone signs up.

Show Participant List - if checked, the participant list is presented in the members area along with the community info.

Description - brief description of the community

Contact Info - name, email, and phone for the primary contact

Notify Contact with Sign-ups - if checked, a notification email will be sent to the contact when members sign-up for the community from the member's area.

Details, Dates/Times - specify the dates and times of the community meetings

Links - two links can be added, the title field describes the link whereas the URL field is the actual link URL.

Change:

To change a community, click on change next to the community you want to change. The same page will be presented as described above, allowing you to change the info.

Delete:

To delete the event click on "delete" next to the community you want to remove.

Edit Member Participation:

This is a tool to allow an admin to edit community involvement on a member-by-member basis. Click on this link to select a particular member in order to edit their involvement in available community.

Permission : Participant Info/Broadcast Email - from the members area functions, a member can click on more info for a community. On the Community info page, there is an email link feature that allows them to send a message to the people on the community. This can be exposed to admins; admins & chairs; admins, chairs, and signed up members; or all members.

Permission : Update Files - determines who may update community files

Permission : View Files - determines who may view files

Permission : Update Community Info - determines who may update the community info (2nd page of info)

Status : communities can be made active or inactive

Other Topics in this Section:

Communities

Editing Communities

Community Participants and Chairs

Community Task List

Multipost / Social Networking

Thu, 10 Apr 2025 08:46:05 GMT

Multipost / Social Networking

Last update: 05/30/18

In several locations in the MMS, you will see links labeled 'multipost' or 'mpost'. This is a link to the Multipost feature. Multipost allows to you create a single post, and then post it to multiple social networks in one step. Multipost currently allows posting to the following social networks: Facebook, Twitter, LinkedIn, and the MMS' internal member social network. We are working on adding other social networks to this list.
To use this feature, click on the link. You will then be presented with a page where you can enter text for your post. It will often be pre-populated with info based on where you clicked the mpost link (if in the calendar, it would pre-populate with that event's info, so you can post about your event).
Before sending a multipost, you will first want to link your Facebook, Twitter, and LinkedIn accounts. What this means is that the Facebook or Twitter account will be linked to your member record, so that anytime you want to multipost, you will be able to post to the social networks you have access to. (When other users use multipost, they will have to link their accounts to their own member record.) To link your Facebook and/or Twitter accounts, click on the button at the top - My Accounts. Then click on the Facebook, Twitter, or LinkedIn tab, and click on the button to connect. From there, follow the instructions.
There is an optional date and time field available. This will allow you to schedule when the multipost is made (this is so you can set up a reminder for an event to be posted at a later date/time).

Connections to social networks (aside from the MMS social network) are only valid for 60 days. Be sure to reconnect your account every 60 days if you're scheduling posts. (as of this writing, 11/4/13, it's not clear that scheduled multiposts will not refresh the validity of your MMS-to-FB, MMS-to-Twitter, MMS-to-LinkedIn linkage).

New Member Registration Additional Verification Field Check

richard@membermomentum.com (Richard Scully) — Mon, 07 Apr 2025 21:57:53 GMT

During New Member Registration - Double Verification Option

During new member registration, the system will automatically search for any existing records by matching the email address, first name, last name, and company name. If a potential match is found, a pop-up notification will appear, informing the registrant that a similar record already exists in the system. The message will include an option to send an email to the address associated with the existing account, helping the user retrieve access or avoid creating a duplicate profile.

Authorize.Net Merchant Account Setup Process

richard@membermomentum.com (Richard Scully) — Thu, 27 Mar 2025 20:58:18 GMT

RECOMMENDED: ChamberMerchantAccount.Com (Which Uses Autorize.Net Gateway - Low Price - Plus Referral Fees go Back to Your Chamber!)

When you are ready to have Chamber Nation activate your Authorize.Net merchant account you will need to submit a support ticket and provide the following information:

Engineering would need your Authorize.net account's API Login ID and Transaction Key .
You can find the instructions here on how you can obtain this information. https://support.authorize.net/knowledgebase/Knowledgearticle/?code=000001271

For seamless member billing, we recommend using Authorize.net as your merchant account gateway. The MMS integrates with Authorize.net's Customer Information Module (CIM), which allows us to securely store credit card information. If your system is connected to Authorize.net, the MMS can automatically charge member cards when an invoice is created.

This isn't limited to Authorize.net. Other merchant accounts like Payflow and QuickBooks Payments also support Auto-Pay.

If you are looking for low cost merchant account with additional benefits for NON-Profits we recommend www.ChamberMerchantAccount.com .
On another note... if you are looking for PCI compliance information, sample privacy policy, etc. check out lower part of this page: https://www.chambernation.com/merchant-account

Thank you.

Members -v- Non-Members

Thu, 13 Mar 2025 01:29:09 GMT

Members -v- Non-Members

The MMS allows you to set up event packages such that members can have one rate and non-members can have another. To use this option, go to MMS configuration, event registration configuration and look for the option:

Enable Member and Guest Only Package Permissions:

This will allow you to set up custom packages which can be limited to guest only, members only, or event specific membership types or board members

The trick is this- how do you want to prevent non-members from getting the member rate?

To do this, we need to determine if a person is a member or not. There is a trade-off:

If you force members to log-in to register for events, in many cases, members will not remember their username/password, will be frustrated by this, and choose to register by mail or not at all. This defeats any advantage of using online event registration.

On the other extreme, If you use no method at all, it will make it easy for attendees to use the system to register, but a few non-members may end up getting the member-rate.

One option in the middle is to use email look-up. When someone registers, if their email address matches the email address of a member in the database, they are then allowed to register with member-packages. Otherwise, if no email matches are found, they have to choose the non-member-packages.

To use this, go to MMS configuration, event registration configuration and look for these options:

Override Non-Member Restriction by Email Look-up:

(if email address entered matches a member's email, member-packages are made available)

if fail, prompt to join?: (if the email lookup fails, offer user a link to join online - don't use this if pending members for approval)

Setting up CNAME for UCC Certificate

Fri, 14 Feb 2025 22:00:38 GMT

Please provide these instructions to your domain name Host so we can setup your UCC Certificate:

1) CREATE THE CNAME:
Host/Alias - mms
Destination/Target - chamberorganizer.com or - (if not a chember typically it is: ectownusa.net and not chamberorganizer.com)
2) CREATE THIS EMAIL
Webmaster@(yourdomainname.ext) and FORWARD IT to Webmaster@ChamberNation.Com (this step is only if it a brand new install)

3) Once done, please inform Richard by sending him an email at RICHARD@MEMBERMOMENTUM.COM

That's it... Just let your implementation representative know when this has been done so we can get your new Chamber Nation system ready to launch. This CNAME process DOES NOT take down your existing website or launch the new site.

WHAT IS A UCC CERTIFICATE (INCLUDED)
IMPORTANT NOTICE ABOUT PROVIDING A UCC CERTIFICATE SERVICE AT NO EXTRA CHARGE TO IMPROVE SEARCH ENGINE OPTIMIZATION FOR YOUR NEW COMMUNITY SYSTEM: A UCC certificate is very important for us to provide in order to ensure excellent search engine optimization for your new website and network. What is a Multiple Domain (UCC) SSL certificate? A Unified Communications Certificate (UCC) is an SSL certificate that secures multiple domain names and multiple hostnames within a domain name. A UCC lets you secure a primary domain name and up to 99 additional Subject Alternative Names (SANs) in a single certificate. UCCs are compatible with shared hosting. However, the site seal and certificate "Issued To" information will only list the primary domain name.

In order for us to provide this service and manage the certificate going forward, we will need to setup a CNAME on your existing domain name.

How to pull a report of members' designations?

Fri, 14 Feb 2025 21:50:35 GMT

You can pull a report of member's designations by following these steps:

Go to the Reporting section, and click on "Reporting/Lists/Labels".
From the Document Type options, choose "Detail Extract (Comma-Delimited)"
Click "Create List/Labels" button
Choose which file type to download

How to update the contact type in CRM?

Fri, 14 Feb 2025 21:48:11 GMT

To update the contact type in the CRM, follow these steps:

Go to CRM Configuration.
Click on Contact Types.
Click "Click here to edit contact types."
Then click "Add New Contact Type" to add a new type.

How to create discount code for new members?

Fri, 14 Feb 2025 21:46:15 GMT

To create discount codes for new members, follow these steps:

Click "Configuration."
Click "New Member Registration."
Look for the "Discount Codes" section.
Remove any unwanted discount codes from the default field.
Enter the desired discount code in the format: "DISCOUNTCODE:PERCENTOFF" (e.g., WELCOME:15 for a 15% discount).
Click the save button.

Discount Codes for Specific Membership Plans:

Click "Configuration.
Followed by "Plans(Member Types)"
Click the edit button next to the membership plan you want to apply the discount code to.
In the " Discount Codes for New Member Dues " field, enter the desired discount code (e.g., WELCOME:15).
For additional discount codes, separate by commas.
Click the save icon.

How to set up Renewal Emails?

Fri, 14 Feb 2025 21:43:39 GMT

To set up Renewal Emails, you have two options:

Batch Renewal Email Notifications: This allows you to send email notifications in bulk to multiple members at once. This can be access in the Billing Menu.
Automatic Email Renewal Notifications: You can configure these in the MMS Configuration to send notifications at regular intervals until the member renews or cancels their membership. These emails start sending as soon as the invoice record is posted in the system. If you want this enabled, please contact the support team.

If you need more detailed guidance, you can check out the visual step-by-step tutorial here:

Auto-Renewal Emails

Send Batch Renewal Emails for Members

How to edit an event's General Ledger Account?

Fri, 14 Feb 2025 21:38:56 GMT

To edit the General Ledger Account for an event, follow these steps:

From the Main Menu, go to "Event Registration."
Next to the event you want to map transactions for, click the "change" link.
Scroll down to the "General Ledger Account" dropdown, located under "Invoice, Discount, and Payment Options"
Select the G/L account you created to send transactions for this event.
Click the "Continue >>" button at the bottom of the page.

All transactions for this event will now be assigned to the chosen G/L account.

How to charge a registration fee for new members?

Fri, 14 Feb 2025 21:36:56 GMT

To add a registration fee for new members, you can follow these steps when creating or editing a membership plan:

Go to Plan Configurations
Edit the Plan
Locate the "One-Time Registration Fee?" box
Enter the registration fee amount
Click "Continue" to save changes

How to restrict List-Only users from registering as a member during event registrations?

Fri, 14 Feb 2025 21:34:37 GMT

By default, list-only users in your member database will have normal member permissions during registration. If you want to restrict list-only from registering as members, follow these steps:

Access MMS Configuration
Locate the "Event Registration" section
Go to "Membership Authentication, New Members, Prospects, and Permission Options" section
Enable "Restrict Non-Members?". This will prevent non-members from selecting member-only packages unless they log in to their existing member account.
Enable "Do not give List-Only users member permissions".
Save changes.

How to update the welcome email verbiage?

Fri, 14 Feb 2025 21:31:34 GMT

Welcome emails are sent to new members or members who newly granted access.

To edit the welcome email message that members receive, follow these steps:

Navigate to the Configuration section.
Click on the "New Member Registration" option.
Within the Welcome Message Configuration area, click "Click here to edit the welcome message."
The welcome message content can vary based on member type. Green-highlighted member types have custom messages, which you can view or edit. Gray member types use the default message, but you can create a custom message for them using the ADD link. To apply a single message to all member types, edit the Default option.
Once your desired modifications are complete, click "SAVE" to implement the updates.

How to add video in a Newsletter?

Fri, 14 Feb 2025 21:24:59 GMT

To add a video in a newsletter, follow these steps:

Open the Broadcast Message editor
From the Content section, drag the video widget to your desired newsletter location.
Click on the added video widget to display its content properties.
Insert the video's URL (only YouTube and Vimeo links are supported) into the provided URL box.
Click "Save" to incorporate the video into your newsletter.

Make sure the video is publicly accessible for all users to view!

What is a texting keyword?

Fri, 14 Feb 2025 21:20:26 GMT

One of the most important services that their membership provides is a way to increase business prospect generation. For this reason, each member is provided with their own texting keyword and number which is a great prospecting tool. It offers an instant load of their contact information into their address book along with a link to their app so we encourage them to advertise this texting keyword and number https://www.memberadvertising.com/included-tools#BusinessCards

Each time a person uses their texting keyword and number they will be notified right on their phone/ email.

How to rename the chamber domain?

Fri, 14 Feb 2025 21:20:24 GMT

Please provide these instructions to your domain name host so we can set up your UCC Certificate:

1. Create the CNAME:

Host/Alias: mms
Destination/Target: chamberorganizer.com

2. Create this email:

Webmaster@(yourdomainname.ext) and forward it to [email address removed]

3. Please let [email address removed] know when this is done.

That's it! Just let your implementation representative know when this has been done so we can get your new Chamber Nation system ready to launch. This CNAME process does not take down your existing website or launch the new site.

What is Recite Me?

Fri, 14 Feb 2025 21:20:23 GMT

Recite Me is a cloud-based web accessibility assistive toolbar solution that allows website visitors to customize a site in a way that works best for them.

Approximately one billion people globally have a disability. They can often face barriers when visiting inaccessible websites that prevent them from taking an active part in life.

Recite Me’s innovative assistive technology makes websites accessible and inclusive through a unique range of features. This easy-to-use, award-winning software includes text to speech functionality, fully customizable styling features, reading aids and a translation tool with over 100 languages, including 35 text to speech voices and many other features.

This innovative software benefits millions of people who currently miss out on online and mobile content. Recite Me works across all devices, giving everyone the opportunity to use the Internet in away that meets their individual needs.

Learn More: https://www.chambernation.com/chamber-accessibility-tools

If you would like this feature enabled on your website, please contact support.

What is a Community Clicker?

Fri, 14 Feb 2025 20:09:04 GMT

We are pleased to announce some significant updates to our community publishing system this week. Our enhancements include the addition of brand new welcome centers, artificial intelligence tools for our members, and a revamped user interface for easy access. Additionally, we are excited to offer all our customers who provide premium services to their members with a new remote control tool for their community residents and members known as the Community Clicker. This tool will be provided as part of our service offering. Should you wish to activate it, kindly submit a support ticket and request the activation of our Community Clicker app.

As this is a shared national app, we have incorporated the concept of association IDs or a drop-down list to enable users to access their own communities. For testing purposes, please scan the QR code provided and enter the association ID: 592. Once your instance is activated, you may use your own unique code.

We trust that you will find the Community Clicker app useful. It is also a companion app to our recently released ChamberKiosk system.

How can I view the open rate statistics for my broadcast emails?

Fri, 14 Feb 2025 20:09:02 GMT

Confirm first if the open-rate feature for broadcast messages is enabled in your system.

Go to the Broadcast Message Configuration settings.
Under "Message Tracking and Statistics," check if the "Use Open-Rate Detection" box is ticked.

To see the open rate of broadcast emails, follow these steps:

You can view the open rate by clicking "Stats" beside the email under functions.
Click 'View details' to see which recipients have opened your email.

Keep in mind that open rates will only be reported if there is an image or header in your email content and the recipient allows images to display in their email client

How to add custom fields to event registrations?

Fri, 14 Feb 2025 20:09:00 GMT

To collect specific information from your event registrants, you can add custom fields to your registration form. Follow these steps:

Go to the settings page for your event registration form.
Keep clicking Continue until you arrive at the custom fields page.
Add new fields to gather information like meal preferences, session choices, or attendee details.
Make fields mandatory if necessary or add fees for specific options.
Once you've added all desired fields, save your changes.

Where do I find the Bounced Email Report?

Fri, 14 Feb 2025 20:04:00 GMT

Here's how to check the Bounced Email Report:

Go to Broadcast Email Messages
On the upper right-hand corner, click on the Bouncing Emails percentage
Click on the "recent" link in the Bounce Information box to view the full description of the error

How to enable Prospect Temperature feature?

Fri, 14 Feb 2025 20:02:26 GMT

Prospect Temperature helps you classify potential customers (prospects and leads) based on their interest level, from "cold" to "hot".

To activate this feature:

Go to Configuration.
Choose Prospect Configuration.
Under General Options, check the box labeled Turn on Temperature Field.

Once enabled, you'll see a dropdown menu with options: Cold, Lukewarm, Warm, and Hot in the Email tab of each prospect or lead's record.

How to enable Marketing Landing Page Statistics Email?

Fri, 14 Feb 2025 20:00:55 GMT

Important Notice:

This guide applies to Chambers using the Marketing Landing Page from MMS. If you're using the Docu.team catalog system and encounter problems with its ROI Report emails, please submit a support ticket by clicking the "Engineering Requests" on the Admin Menu.

For MMS Marketing Landing Pages:

Once a month, the system automatically sends an email to members showcasing their marketing landing page's exposure for the previous month and total hits for the current year. Chamber admins can view overall member statistics by navigating to Banners and System Stats > Member Directory Hits.

If these emails aren't currently being sent, you can activate them through SIR Report Configuration:

Go to Configurations.
Select SIR Report.
Check the box labeled "Allow Sending of SI (Statistics Information) Report?".

How can admins send login invitations to MMS members?

Fri, 14 Feb 2025 20:00:54 GMT

Find the member's information in your member database.
Click on the "Email/Plan" option.
Locate the username field and create a unique username
Click "resend welcome email" link below it.

This welcome email includes member's username and temporary password.

Please encourage members to change their password immediately after their first login, as temporary passwords expire after 90 days.

Where can members locate the modules they have access to?

Fri, 14 Feb 2025 19:57:11 GMT

Admins, Member Representatives or Members with specific module access can find and open them through their Member Account Dashboard. To do this:

Go to your Member Account Dashboard.
Select Admin Permissions.
Click on the desired module.

Where can members view their past event registrations?

Fri, 14 Feb 2025 19:55:29 GMT

Members can see their previous event registrations by going to their Member Account Dashboard. From there, select My Events and then Prior Event Registrations.

If this option isn't available, you can enable it by:

Going to Configuration.
Choosing Event Registration.
Checking the box labeled "Show link to history in My Membership section" under the General Options tab.
Saving your changes.

How To Adjust Renewal Invoices?

Fri, 14 Feb 2025 19:53:32 GMT

Navigate to the billing system and search for the member record.
From the search results, click on the member record.
Locate the invoice in the "Timeline/Transactions" section and click the "chg" button beside the invoice.
To update the invoice due date, choose a new date from the date picker menu.
(Optional)Unchecking the "Is this a Renewal?" box will convert the invoice to a new-member invoice.
To update the invoice effective date, click on the "chg" button under "Renewal Terms Included".
(Optional)To modify the membership plan listed on the invoice, choose a plan from the dropdown. Note that this change won't permanently alter the member's actual plan.
To modify the effective date of the invoice, choose a new start and end date from the Effective and Expiration date pickers.
(Optional)To add additional features to the invoice, admins can simply check the boxes in the selection area. However, this change won't affect the member's actual plan. If you want to add the add-on to future invoices, please modify the member's plan settings under the Member Information tab > Email/Plan tab.
Click Submit.
Click Submit again to apply changes.

View Change History
1. To view invoice change history, click "chg" beside the invoice

2. Click the "view changes" link from the bottom of the page.

The page displays the updated record (Renewal Record or Invoice Date), the date of the change, the previous and current invoice amounts, and the person who created the invoice.

Directory Slow or Not Loading

Fri, 14 Feb 2025 19:46:37 GMT

There are several factors for the directory to be slow.

Internet speed
Browser Javascript issue

There are other things but the directory should be loaded within the next minute and a few seconds after the web page has loaded.

If you are experiencing the issue of directories not loading properly, please submit a support ticket so we can check the issue.

Please send the following information when submitting the ticket so we can replicate the issue and provide faster assistance.

URL or Link of the page where the directory is
Screenshot of the Directory

Do We Offer Auto-Renewal to Members?

Fri, 14 Feb 2025 19:43:29 GMT

We do! We can set up automatic invoicing (also known as auto-renewal) for your members on a monthly, quarterly, or yearly basis. With auto-invoicing, renewal invoices are automatically generated for active members a set number of days before their current term expires. You can control this lead time in MMS Configuration > Billing Configuration > Posting Lead.

Want an even more automated process?We can also enable automated renewal emails. To set this up, go to Invoice/Billing Verbiage > Renewal notification program > Add New Message in the MMS Configuration Menu. Enter the number of days before or after the effective date you want the email to be sent (for example, 60 for 60 days before, or -30 for 30 days after). Once you've created the message, let us know and we can fully enable the notification program.

Automatic payments are also available.Our Auto-pay feature allows members to opt for automatic payments for both dues and non-dues fees. This feature uses the member's stored payment information. We recommend using Authorize.net as your merchant account for auto-pay, but other options like Payflow and QuickBooks Payments also support it.

Please contact support team to enable these features.

How to Register Multiple Attendees for an Event?

Fri, 14 Feb 2025 19:43:28 GMT

Table Packages are a feature designed to simplify the registration process for groups of people, especially in events like banquets. It allows a single person to quickly register multiple attendees under a single package.

How to Set Up Table Packages:

Enable Table Registration:

Go to MMS Configuration -> Event Registration Configuration.
In General Options, enable Enable Table Registration.

2. Create a Table Package:

Navigate to your Event Registration Packages, click "Add new Package".
Enter the Package Name, Description, Cost, and other relevant details.

3. Configure the Table Package:

Select "This is a Table Package" from the "Table Package" dropdown menu.
Specify the Number of attendees included per table.

Once the table package is created, a secondary package called 'Dedicated Package for Table Attendees' is automatically created. Please avoid modifying this package to ensure proper table package functionality.

Upon selecting a Table Package, registrants will be prompted to enter the names of additional attendees. These additional attendees will automatically be registered under the complimentary secondary package.

How To Grant Full Admin Access to Chamber Staff/Members?

Fri, 14 Feb 2025 19:43:26 GMT

To grant full admin access to a chamber staff or member, follow these steps:

Locate the desired user in the member database admin section.
Select "Administrative" from the Member Security Level dropdown.
Save

How To Grant Partial Admin Permission To Members?

Fri, 14 Feb 2025 19:35:22 GMT

This section of the Member Database includes checkboxes that allow you to assign specific permissions to member-level users

Note : For module-specific permissions, please keep the member security level to "Member" only.

Can we have more than one log-in for our members?

Fri, 14 Feb 2025 19:32:19 GMT

I'm afraid we cannot help you with this request.

We cannot provide access to anyone other than the primary account holder

However, member can add a helper email.

The helper email receives a copy of the welcome and reset password email sent to the member. So both the main contact and the helper email receives the same username and password.

To enable this feature, here's how:
1. Navigate to the Configuration

2. CLick on General

3. Under the Database Fields Options, locate "Helper Email enabled

4. Check the box and save.

Once enabled, you should see a Helper email box on the Member's database information page, under Email/Plan tab.

How to rename the "registration fee" from New Member Registration page?

Thu, 13 Feb 2025 21:36:00 GMT

Navigate to the New Member Registration Configuration
Click on "New Member Registration Verbiage Options"
Enter the new label name on the "Custom Registration Fee Title" box
Click Submit to save changes.

How to set up recurring events?

Thu, 13 Feb 2025 21:33:58 GMT

You can use the Add another date pair tool in the Calendar Admin and the copy feature in the Event registration to create copies of a same event.

1. Go to Calendar Admin and click Add New Event
2. Click the Add another date pair to add more start/end dates (see attached)
3. Save and Continue
4. Complete the information then save.
5. Next is to create a usual event registration.
6. Once everything is all set, go to the Event Registration list.
7. Click the copy button under the Event Functions. This will copy all the details that were entered earlier including the event start/end date and time, event details, packages, and custom fields.(see attached)
8. The duplicate copy's name generated will be "copy of + original's event name". Look for it and update the event start/end date since the dates were copied over too from the original one.
9. Repeat the same steps to create more copies of the registration.
10. Make sure each calendar of event is linked to it's event registration by going to each calendar of event settings > Advanced Options > Link to Event Registration System

How to show a credit in an invoice?

Thu, 13 Feb 2025 21:33:00 GMT

If a payment/credit has to show on the invoice, that would need to be programmed and is billable. What you can do is create a statement for the member. This will show when payments or credits were applied.

To create a statement:

1. Search for the member in the Member Database

2. Click on the dollar icon to go to Billing

3. In the Functions box, click Create Statement

4. Change the Begin Date and End Date to filter the range of the transactions

5. Click Submit

6. Click for PDF output.

How to add new business category?

Thu, 13 Feb 2025 21:27:58 GMT

To add a new business category, follow these steps:

Go to the Admin Dashboard and click on "Members" then "Member Database."
Click on "Category(s)."
Click "Add New Category."
Type the desired category name.
Click the save button to create the category.

How to Generate an Engagement Report?

Thu, 13 Feb 2025 21:23:22 GMT

Navigate to the Admin Menu
Click Reporting and select Admin Reports
From the Miscellaneous section, click on "Engagement Report"

To view the engagement report of a specific member

Navigate to the Member Database and search for the member
Click on the person icon
Click on the "Engagement" Report tab

How Does Engagement Scoring Works?

Thu, 13 Feb 2025 21:18:12 GMT

The engagement score helps measure a member's level of involvement and participation within the MMS. It provides valuable information to understand their activity and engagement, enabling you to better track and manage member interactions.

E-Score is gained for
Attendance: You can gain up to 10 points for this.
+2 points per event within the last 90 days.

Board: You can gain up to 50 points for this.
+50 points if you are a Board member.

Committee Chair: You can gain up to 30 points for this.
+30 points if you are a committee chair.

Committee Member: You can gain up to 25 points for this.
+25 points if you are on a committee.

Event Sponsorship: You can gain up to 20 points for this.
If a member has a website linked on their profile

High Tier Membership: You can gain up to 25 points for this.
+20 points for having a tier above $500 dues.
+25 points for having a tier above $1000 dues.
We could change the numbers on this one? We don't have to bill for it.

Open an email: You can gain up to 3 points for this.
+3 points for having opened an email in the last 90 days.
This only works if the member doesn't have any security software preventing us from seeing them open emails.

Email Click-thru: You can gain up to 5 points for this.
+5 points if someone clicked a link in an email in the last 90 days.
This only works if the member doesn't have any security preventing us from see-ing them click links.

Calendar Submissions: You can gain up to 5 points for this.
+5 points if someone put something on the calendar for this year.

Press Releases: You can gain up to 5 points for this.
+5 points if someone put something on the press release for this year.

Classified ads: You can gain up to 5 points for this.
+5 points if someone put something on the classified ads for this year.

Purchased Banner ads: You can gain up to 5 points for this.
+5 points if someone put something on the banner ads ads for this

Recent Login: You can gain up to 3 points for this.
+3 points for logging in within the last 30 days.

• MAXIMUM POSSIBLE SCORE: 191
The other report I am not sure what the purpose of it is. It appears to be a report that is only available with your chamber organizations or select organizations that have requested it.

Is There a Way to Add a Cash Payment Method to the Event Registration?

Thu, 13 Feb 2025 21:18:10 GMT

Go to Event Registration Configuration.
Click on "Payment Options."
Check the "Offer Pay-at-Event Payment" box.

While this doesn't explicitly specify cash, it can be used as a cash payment option.

If you specifically need a box that says "Cash Payment" option, please contact support.

Member Not Showing on the Directory?

Thu, 13 Feb 2025 21:18:09 GMT

If a member reports that their business or listing is missing from the chamber's directory, check the following:

A. Member Directory Configuration The member directory typically displays all members, but certain member types can be excluded through configuration.

Access Member Directory Configuration.
Open "Responsive Directory Options (search_bootstrap.php)".
Check "Alt Member Types to Include in Search". Ensure the member's plan type is listed here. If not, add it and save.

B. Member Privacy Settings Verify the member's privacy settings:

Go to the member's database information page.
Open the Email/Plan tab.
Ensure "Exclude from Public Member-List?" is unchecked.

If the member's listing still doesn't appear after checking these settings, contact support.

How to Fix Footer Error on Broadcast Message Editor?

Thu, 13 Feb 2025 21:08:25 GMT

To ensure compliance with the CAN-SPAM Act, our system automatically adds a ##CANSPAM_FOOTER_DO_NOT_REMOVE## tag or the CAN-SPAM footer to the bottom of every broadcast message you create. This footer includes unsubscribe links, open-rate tracking, and other essential elements required by law. It protects consumers and helps businesses avoid legal penalties by providing transparency and an easy way for recipients to opt out of unwanted emails.

If you attempt to remove this tag from your message, our system will display an error message, preventing you from sending it.

ERROR: Your advanced editor message is missing the FOOTER Merge Tag ("##FOOTER_STUFF##").

This contains unsubscribe links, open-rate detection programming, and other items required by the CAN-SPAM act. We recommend setting up all your templates to include this merge tag (or at a minimum the system unsubscribe link - ##UNSUBSCRIBE##) to be in compliance, and to get maximum deliverability

To resolve this issue, simply add a text widget to the bottom of your email and insert the following tag:

##CANSPAM_FOOTER_DO_NOT_REMOVE##

Once you've done this, you should be able to send your message without any problems.

How to Integrate Quickbooks with Chamber Nation?

Thu, 13 Feb 2025 21:02:02 GMT

If you are looking for information on how the Quickbooks integration process works please view this: https://quickbooks-2e64pjc.gamma.site/

Our QuickBooks agreement can be accessed at the bottom of the presentation above.

Upon completion, two screen share calls will be scheduled with our engineer to facilitate the integration setup process.

How to update G/L codes?

Thu, 13 Feb 2025 20:57:54 GMT

To update GL Codes, you can follow these steps:

Go to the "Membership Billing" menu.
Under the "Data Export" section, click the "Edit General Ledger Accounts" link.
If the desired GL account/code is not listed, click the "Add New GL Account" link at the bottom of the page.
From the "QB Item" drop-down, select the QuickBooks Item you want to assign transactions to.
Enter a descriptive name for the item in the "Description" field. It's recommended to use the same name as the QuickBooks Item for consistency, but you can choose a different description if needed.
The "Account Number" field is optional but can be used to assign a number to the account.
Click the "Submit" button.

How to Send Drop Notification Email to Members?

Thu, 13 Feb 2025 20:56:35 GMT

Navigate to the Admin Dashboard.
Click "Member Database."
Edit the member's record.
Go to the "Email/Plan" tab.
Click "drop this member."
Optionally credit unpaid invoices.
Select a cancellation reason.
Confirm the drop.
Send a notification email by clicking "Send Drop Notification Email"

How to Access an Account or Retrieve Login Credentials

Thu, 13 Feb 2025 20:50:54 GMT

There are a few situations where you might need help logging in:

First-Time Login: If you’re logging in for the first time and don’t have your password, use the email address linked to your account and click "Forgot Password." Enter your email and submit it. If the email is correct, instructions to reset your password will be sent to you. Be sure to check your junk folder if you don’t see it in your inbox.

2. Returning Users: If you’ve logged in before as a business owner or association administrator and your credentials aren’t recognized, use the "Forgot Password" option to reset your password.

Please note that your website login credentials may differ from your Chamber Nation Dashboard or Pippily Dashboard login credentials.

Merchant Account Privacy, System Policies, and Copyright

Thu, 13 Feb 2025 20:47:32 GMT

User IDs

To access the Membership Management System (MMS), each individual will be assigned a unique User ID. Users will choose their passwords and enter them into the system.

Procedure to Obtain a User ID

To obtain a User ID, you need to fill out an online User ID Request (member access request) for each individual requiring MMS access.Access granted to individuals will be set to "Member Level" only. Approval for increased access levels can only be granted by the system administrator for the specific group.

Procedure to Change Access Level

If additional access to menus and/or programs is required, you must submit a User ID Request to the system administrator of the specific group. The request will need to be approved by the appropriate person in charge of the member group.

User ID and Password Policies

Users are responsible for all activities performed with their assigned User IDs.
Passwords will be periodically reset.
Passwords must be at least 8 characters long and include at least one number.
Passwords should not be written down or shared with others.
Choose a password that is easy to remember.
If you suspect your password's security has been compromised, change it immediately.

System Backup Policies

We perform weekly full backups and daily automated incremental backups.Member data is also stored in a separate offsite location for redundancy.Our hosting is handled by state-of-the-art data centers with high-security measures and power management services, including locations in Lansing, MI (Liquid Web), Andover, MA (On Net / Navisite), Rackspace Virtual Cloud, and Kansas City (1&1) for website redundancy.Hosting system administrators undergo background checks to ensure security.

Copyright Policy

If you encounter any copyright infringement on the Site or Service, please alert us immediately. We have procedures in place to handle such allegations, and we will suspend and/or terminate users who infringe on copyrights or violate intellectual property laws. We thoroughly investigate all copyright infringement claims brought to our attention.

To report an infringement, you need to provide the following information:

(a) A physical or electronic signature of an authorized person acting on behalf of the copyright owner.(b) Identification of the copyrighted work claimed to have been infringed.(c) Identification of the material claimed to be infringing and its location.(d) Contact information to allow us to reach you.(e) A statement that you have a good faith belief that the use of the material is not authorized by the copyright owner.(f) A statement that the information provided is accurate, and you are authorized to act on behalf of the copyright owner.

Connected Internet Workstation Policies

Users must sign off the system if they will be away for more than 15 minutes to prevent unauthorized access. The system will automatically close if there is no activity, requiring a new login.Workstations must be shut down at the end of the day.Member system administrators must promptly remove access levels for expired members or staff.Non-compliance with these policies may result in management notification.

Privacy Policy

Our Commitment to Privacy

We value your privacy and have implemented measures to protect it. This notice explains our online information practices and the choices you can make regarding the collection and use of your information.

Information We Collect

This notice applies to all information collected or submitted on the MMS website. Individual members may enter personal data, make requests, and register for events on certain pages. The types of personal information collected on these pages may include:

Name
Address
Email address
Phone number
Credit/Debit Card Information (Note: A secure SSL connection to the merchant account system is used during entry, and no local storage of this information is held in the MMS.)

Administrative level users may also submit information about other individuals, such as when editing member data for organizations. In these cases, the types of personal information collected may include:

Name
Address
Phone number

How We Use Information

We do not use any of the collected information for advertising purposes. The MMS does not employ targeted advertising technologies using specific member information.

What Merchant Account Supports AutoPay?

Thu, 13 Feb 2025 20:43:27 GMT

RECOMMENDED: ChamberMerchantAccount.Com (Which Uses Autorize.Net Gateway - Low Price - Plus Referral Fees go Back to Your Chamber!)

This isn't limited to Authorize.net. Other merchant accounts like Payflow and QuickBooks Payments also support Auto-Pay.

To activate AutoPay, simply submit an "Engineering Request" through your admin dashboard. We'll be happy to help you set it up!

Need a merchant account to automate much more? www.ChamberMerchantAccount.com

How to Integrate Merchant Account with the System?

Thu, 13 Feb 2025 20:40:42 GMT

RECOMMENDED: ChamberMerchantAccount.Com (Which Uses Autorize.Net Gateway - Low Price - Plus Referral Fees go Back to Your Chamber!)

Paypal

If you have access to the PayPal account, here are the steps to follow:

Login > Settings > Account Settings
Click Website Payments > 'Update' on Instant payment notifications
'Choose IPN Settings'
In the 'Notification URL' field enter: https://www.chamberorganizer.com/members/ipn.php (https://www.ectownusa.net/members/ipn.php for ectown servers)
Make sure 'Receive IPN messages (Enabled)' is selected
Save

Once this is complete, please let us know the PayPal account email address to finish the set-up on our end.

Stripe

Kindly share with us the API Key and Secret Key of your account. You can find the instructions on how to obtain them here: https://stripe.com/docs/keys

Additionally, we kindly request that you also provide us with the webhook signing secret. Please follow these steps:

1. Sign in to your Stripe account and navigate to https://dashboard.stripe.com/webhooks .

2. Click on "Add endpoint."

3. Paste this URL in the "Endpoint URL" field:

https://www.chamberorganizer.com/members/ipn_stripe.php?org_id=*ORG ID* (for CHAMBER ORG only)
https://www.ectownusa.net/members/ipn_stripe.php?org_id=*OR ID* (for ECTOWN only)

4. Choose "checkout.session.async_payment_succeeded" as the event type.

5. Click on "Add endpoint."

6. Kindly copy the webhook signing secret and share it with us.

APS

Please provide us your merchant account's username and password. Our engineering team will require the these information to configure it with your new system.

First Data Global Gateway

We connect to the First Data Global Gateway e4 / Payeezy gateway; https://globalgatewaye4.firstdata.com/

Here are the fields needed for integration:

Gateway ID:
Password:
HMAC Key:
Key ID:
Gateway ID and Password are from the 'terminals' section.
HMAC Key and Key ID are under the 'API' tab, under terminals section

How to Track Event Attendance Using Mobile App QR Code?

Thu, 13 Feb 2025 20:22:22 GMT

To track event attendance using the mobile app's QR code feature, follow these steps:

Generate QR Codes:

- Activate QR code generation in the event registration settings by turning on the "Enable QR Code Generation for Events" option.
- Include QR codes in confirmation emails by checking the "Include QR Code" option under Advanced Event Options.

2. Set Up Admin Check-In:

- Access the App Builder from the Admin Menu, then go to Website > Mobile App Manager > App Builder.
- Link the desired event to the app by clicking "Edit: Active Event" in the App Tools section.

3. Enable Admin Check-In:

- In the App Tools section, click "Feature" and select "Event Registration Admin Check In" with "Admin" permission.

4. Using the Admin Check-In Feature:

- An admin can select a specific session or the overall event to track attendance.
- Scan the attendee's QR code from their confirmation email.
- The app will indicate if the attendee has already been checked in.
- If needed, manually search for attendees without a QR code.
- Multiple admins can check in attendees simultaneously for different sessions.

By following these steps, you can efficiently manage event attendance using QR codes and the mobile app's check-in feature.

How to set up Chamber Mobile Application?

Thu, 13 Feb 2025 20:16:47 GMT

If you're interested in developing an app, you can find all the details at http://www.chamberapp.com/.

To get started, you'll need an Apple Developer account, which you can also learn about on the same page. Our team will work on the app setup for 1-2 weeks, and once it's complete and approved by the chamber, we'll submit it to the Apple Store and Google Play. The app stores usually take 1-3 days to review and publish the app.

To begin, our engineer will require the following from you:

A high-resolution copy of your logo. If you have the original file (.ai, .eps, .pdf), that would be ideal. The logo will be used on the app's landing page and various icons.
A long description (max 3000 characters) of your organization, which will be displayed in the App Store/Google Play.
A list of keywords (max 100 characters) that both app stores will use to index your app.
A promotional text/short description (max 80 characters), which app store visitors will see first when searching for your app.

How to Mass Review Members' Marketing Landing Pages?

Thu, 13 Feb 2025 20:13:20 GMT

To efficiently review and email a large number of members' marketing landing pages, you can utilize the Mass-Review/Completion Tool located beneath the database table. This tool will help streamline the process of reviewing multiple pages at once.

Go to Member Database
Scroll to the bottom
Mark which members to complete or mark them all
Click "Complete Selected MLPs"

How to Enable the County Drop-Down on your Member Database?

Thu, 13 Feb 2025 20:09:11 GMT

Go to Admin Menu.
Click on Configuration.
Find Member Database/Billing Options and click on "General."
Click on "Database Fields Options."
Locate the County Field and select "Select-Box/Drop-down Input."

To update the county list, click on "Update" or "Config" under the County field.

If you are letting your members select their counties, you may want to uncheck the "County field auto-fill by zip" box next to the Country field, as the county mapped to the zip will always override whatever county is selected by the user (if different.)

How to Add/Delete a Non-Membership Plan?

Thu, 13 Feb 2025 20:01:16 GMT

Non-member plans, including Prospect, List-Only, Past-Member, Lead List, Press-Release Contacts, and other custom lists, are designed to store information about individuals who are not currently members.

For assistance with adding or deleting non-member plans, please reach out to our support team.

How to Export Aging Reports?

Thu, 13 Feb 2025 19:58:02 GMT

Aging Report details outstanding invoices by their aging period. You can find information about aging reports in the Billing Status Reports.

Go to Reports > Billing Reports
Navigate to the Billing Menu section on the right side of the page
Look for Aging Report
Scroll to the bottom and click on ".csv Version"

How to adjust tiered dues?

Thu, 13 Feb 2025 19:51:46 GMT

Navigate to Configuration.
Select Plans (Member Types).
Choose the membership plan you want to modify by clicking the pencil icon.
Scroll down and click Continue.
Edit the dues for each tier by clicking the pencil icon next to it.
Save your changes by clicking Continue again.

Getting Started : Member Account Management

Thu, 13 Feb 2025 19:11:03 GMT

Businesses under an organization will have their own member advertising dashboard or commonly know as "account dashboard".

The member advertising dashboard is where business owners or members manage all their information and where they can participate in community activities.

What are being managed in the Member Advertising Dashboard?

Below are the things that can be managed inside a Member Advertising Dashboard.

1. Business Landing Page

The business landing page is the first page visitors see when arriving from the community business directory. It’s where businesses can promote themselves online.
All landing pages appear in the Community Business Directory unless they are hidden or excluded.
Businesses can add profile videos to introduce themselves interactively. YouTube videos are not allowed, but we offer a free video recorder.
Unique QR codes are provided to businesses, useful for sharing their landing page and contact information with mobile users.
During onboarding, Chamber Nation or Pippily builds and populates landing pages using the website or information provided. Business owners can modify this information in the member advertising dashboard.
Click to learn how to manage the Business Landing Page and Member Account

2. Business Online Catalog

The business online catalog showcases all ads, products, and services. It can be a simple catalog or a full online store.
Currently, PayPal is the only supported payment gateway. To activate the store, businesses must provide their PayPal email and set product prices in the member advertising dashboard
Click here to learn how to manage business online catalog products and services

3. Promos/Offers/Deals

Businesses can post deals or offers in their online catalog by logging into the member advertising dashboard and clicking on “Offers & Flyers” in the sidebar

4. Kiosk

The Business Kiosk is used when the community or association has activated their Digital Kiosk, often displayed in stores, events, or other establishments.
To activate the Kiosk, businesses must go to the "Kiosk Booth" section, upload at least 4 photos, a background image, and select booth categories

5. Showroom Booth

The showroom booth is a single page for online events, resembling a virtual booth. It can include a YouTube video, images, and a background image.

6. Job Posts

Businesses can have job postings which will be visible in their own landing page and in the community or association's resource center and website (if displayed)
Job post fields include: Job Title, Application URL, Email address, Expiration date, and Description

7. Ratings & Reviews

Businesses can receive ratings and reviews via their landing page and mobile app.
Ratings and reviews are hidden by default. Businesses can choose to display or hide them to manage feedback.
Google reviews can also be displayed, showing only 4+ star ratings.

8. Messages

Businesses can receive inquiries, messages, and subscriptions through their landing page and catalog's “Contact” page.

9. Community Connect (Beta)

Community Connect keeps business owners updated on new products, services, deals, job openings, and opportunities in one place, like a social feed.
All posts by businesses in the community are visible here for members to see.

10. Community Forum (Beta)

The community forum is a space for discussions, planning, and announcements. All businesses or members can participate.
The community manager or admin has full control over the forum.

11. Statistics

Businesses can view performance reports and statistics for their landing page and catalog on the ROI page.

How to Add Sponsors

Mon, 10 Feb 2025 23:32:05 GMT

Here’s a step-by-step summary to add and manage community sponsor files in the admin panel:

Navigate to Admin Panel: Go to the specified admin URL.
Access Community Sponsors: Click "Community Sponsors."
Upload File: Choose a file to upload a picture.
Enter Details: Fill out the sponsor email and URL if necessary.
Save Changes: Click "Save changes."
Verify: Ensure the community sponsors are added.

Integrated Texting System

richard@membermomentum.com (Richard Scully) — Thu, 06 Feb 2025 18:28:26 GMT

We offer an integrated broadcast text messaging service for only $20 per month for up to 1000 messages. Additional is charged at .02 cents each.

Broadcast Text Message

Section: 35

last update: 04/16/24

The broadcast text message module allows an association to send out text messages to a group of members. To turn on this feature, please contact tech support to get started. Additional fees apply.

As part of the set up process for broadcast texting, your organization will need to submit an application to use broadcast texting for your membership, which will need to be approved by a third-party committee of individuals that work with the mobile phone carriers. Tech support will provide this application to you, and have you fill it out and return it so we can submit it on your behalf for approval. This approval process can take several weeks, depending on the volume of broadcast texting requests this committee receives.

Once approved, it will be necessary to turn on a special mobile-phone field within the member database, that members will put their mobile #'s into. This is the field that is used to determine the phone numbers to use when sending out broadcast texting.

In addition to the special mobile-phone number, members in the database must also be opted into receive the text messages. There is a "text messages" checkbox that will appear during new member registration and member profile editing. Admins can check the box too, but they must have permission from the member to do so.

Broadcast texting can also be enabled for Event Registration to reach out to event contacts only. Please note that mass texting attendees is not possible.

Organizations will get their own dedicated 10-digit number to send messages from. When the module is enabled, to send a message, click on 'send new message'. You'll be prompted to enter a subject (note: the subject is not sent, this is just used as a way to track which message was which) and message as well an option to upload an image.

You will also see the option to select recipients: - member database or event registration.

Member Database: Only member records with something entered in the mobile phone field will be available to you.
Event Registration: Only event contacts that have entered a phone number into the mobile phone field will be available to you

Once you've made your selection, verified your message, you then can send it - either immediately or scheduled on a specific date and time.

Note: In the United States, text messages sent by an automated system are regulated by the Telephone Consumer Protection Act (TCPA.) Messages can only be sent between the hours of 8AM and 9PM (based on the recipient's local time.) Before a message is sent or scheduled, the Broadcast Text module will attempt to determine the local time of each recipient, and will return an error if it's determined the message will be delivered outside of these times.

After the message, there is a 'status page' available for that message. It will show the progress of the message (which ones have been sent, or which ones had difficulty). Also, If the recipients choose to reply to your text, their replies will show up on the status page. Responses to text messages can also be sent to a dedicated email address.

How to Add a Job Post?

Thu, 30 Jan 2025 21:38:34 GMT

Here's a step-by-step summary to create a job post:

Access Admin Portal: Go to the provided admin URL.
Member View: Click "Member View."
Job Postings: Select "Job Postings."
Add Job Vacancy: Click "Add a New Job Vacancy."
Enter Details: Fill in the job title, application email, job description, and duties.
Submit Job: Click "Submit Job."
Proceed: Click "Proceed" to finalize.

How to Update a Member's Information?

Thu, 30 Jan 2025 21:29:09 GMT

Here’s a step-by-step summary to update a member's information from the admin view:

Access Admin Portal: Log into the admin portal.
Navigate to Members: Click on "Members" to access the list.
Select Member: Choose the member whose information you want to update.
Edit Information: Update the member's details as necessary.
Save Changes: Click "Save changes" to apply the updates.

How to Send Login Credentials to Members?

Thu, 30 Jan 2025 21:29:08 GMT

Here's a step-by-step summary of how to send login credentials to members:

Access Admin Portal: Log into the admin portal where member credentials are managed.
Navigate to Member Section: Find and select the section for managing member details.
Select Member: Choose the member who needs the login credentials.
Generate Credentials: Create or retrieve the login credentials for the selected member.
Send Credentials: Use the provided options (email, text, etc.) to send the credentials to the member securely.

How to Delete or Unpublish a Job Post?

Thu, 30 Jan 2025 21:29:08 GMT

To delete or unpublish a job post based on the guide, follow these steps:

Log In: Sign in to your account on the job posting platform.
Access Job Listings: Navigate to the section where your job posts are listed.
Select Job Post: Find and select the job post you want to delete or unpublish.
Edit or Delete: Look for options to either edit or delete the job post.

For unpublishing, choose the option that makes the job post inactive but keeps it in your records.
For deleting, choose the option that permanently removes the job post from the platform.

5. Confirm Action: Follow any prompts to confirm the deletion or unpublishing action.

6. Check Status: Verify that the job post is no longer active or has been successfully deleted from your listings.

How to Add a Community Manager to Your Association?

Thu, 30 Jan 2025 21:20:15 GMT

Here’s a step-by-step summary to navigate and assign a manager to the Chamber Administrator:

Access Admin Panel: Go to the provided admin URL.
Community Settings: Click on "Community Settings."
Managers: Select "Managers."
Invite New Manager: Enter the manager's email address.
Assign Role: Type "chamberadmin2" as the email address.
Save Changes: Click "Save changes."

Membership Cancellation in Pippily

Thu, 30 Jan 2025 21:20:14 GMT

To cancel a membership in Pippily, follow these steps:

Log In: Sign in to your Pippily account.
Navigate to Account Settings: Go to the "Account Settings" or "Profile" section from the main menu.
Access Membership Options: Find the section that deals with your membership or subscription details.
Select Cancel Membership: Click on the option to "Cancel Membership" or "End Subscription."
Confirm Cancellation: Follow any prompts or confirmation steps to finalize the cancellation. This might include providing a reason for cancellation or confirming your decision.
Check Confirmation: Ensure you receive a confirmation message or email indicating that your membership has been successfully canceled.

How To Generate a QR Code Report from Marketplace?

Thu, 30 Jan 2025 21:16:20 GMT

To generate a QR Code report from the Marketplace, follow these steps:

Log In: Sign in to your Marketplace admin account.
Navigate to Reports Section: Find and go to the "Reports" section in the Marketplace admin panel.
Select QR Code Report: Look for an option related to QR Code reports. It might be labeled as "QR Code Report" or something similar.
Set Parameters: Define the parameters for the report. This might include date range, specific products, or categories for which you want to generate QR codes.
Generate Report: Click on the button to generate the report. This might be labeled as "Generate Report," "Create Report," or similar.
Download or View Report: Once the report is generated, you should have the option to download it as a PDF or CSV file, or view it directly within the admin panel.
Verify: Ensure the report contains the QR codes and relevant data you need.

Adding a New Business - Manually Without Inviting the Member or Having them Sign Up Through Website

Thu, 30 Jan 2025 21:16:19 GMT

To add a business profile to a website, follow these steps:

Log In: Sign in to your website admin account.
Navigate to Business Profile Section: Go to the section where you manage business profiles. This might be under "Settings," "Profiles," "Business Listings," or a similar menu.
Add New Profile: Click on the option to "Add New Profile" or "Create New Business Profile."
Enter Business Information:

Business Name: Enter the name of the business.
Description: Provide a detailed description of the business, including services or products offered.
Contact Information: Enter the business address, phone number, email, and website URL.
Business Hours: Specify the business hours of operation.
Categories: Select the appropriate categories or tags that apply to the business.

5. Upload Images: Add images such as the business logo, storefront, or other relevant photos.

6. Save Profile: Review all the information entered and click "Save" or "Submit" to add the business profile to the website.

How to Assign a Business to a Category in DocuTeam

Thu, 30 Jan 2025 21:04:51 GMT

How to Assign a Business to a Category in DocuTeam

Log in to your DocuTeam account.
Navigate to the Community Business section.
Select Admin View for one of your member accounts.
Open the Business Directory Category dropdown list.
Choose the appropriate category from the dropdown.
Click Save Changes to apply the update.
Close the window by clicking the “X” after saving the changes.

Access and Apply Filters in Docu.Team

Thu, 30 Jan 2025 20:54:27 GMT

To access and apply filters in DocuTeam, follow these steps:

Log In: Sign in to your DocuTeam account.
Navigate to the Relevant Section:

Go to the section where you need to apply filters. This could be a list of documents, tasks, or other data.

3. Locate the Filters Option:

Find the filter options, usually available as a button or menu labeled "Filters" or an icon that looks like a funnel.

4. Access Filter Settings:

Click on the "Filters" button or icon to open the filter settings.

5. Select Filter Criteria:

Choose the criteria you want to filter by. This might include categories such as date range, status, tags, or other attributes.

6. Apply Filters:

After selecting your filter criteria, click "Apply" or "Update" to apply the filters to the data.

7. Review Filtered Results:

Check the results to ensure that the data displayed matches your filter criteria.

8. Clear Filters (if needed):

To remove the filters and view all data again, click on "Clear Filters" or a similar option.

How to change Email address?

Thu, 30 Jan 2025 20:45:21 GMT

How to change email address?

Log in Docuteam
Go to Community Business
Click “Admin View” (one of your member account)
Click Business email.
Enter the email address
Click Save changes
Click “X” to close after saving changes.

How to Add a Coupons & Offers?

Thu, 30 Jan 2025 20:22:42 GMT

To create coupons and offers in the Admin View, follow these steps:

Log In: Sign in to your admin account.
Navigate to Coupons and Offers: Go to the section where you can manage coupons and offers. This might be labeled as "Marketing," "Promotions," "Coupons," or similar.
Create New Coupon/Offer: Click on the option to "Create New Coupon" or "Add New Offer."
Enter Coupon/Offer Details:

Name: Enter the name of the coupon or offer.
Description: Provide a description of the coupon or offer.
Discount Amount: Specify the discount amount (percentage or fixed amount).
Code: Create a unique code for the coupon.
Validity Period: Set the start and end dates for when the coupon or offer will be valid.
Usage Limit: If applicable, set the limit on how many times the coupon can be used.

5. Set Conditions: Define any conditions for the coupon or offer, such as minimum purchase amount, specific products or categories it applies to, etc.

6. Save and Activate: Review the details and click "Save" or "Activate" to make the coupon or offer live.

7. Verify: Check the coupons and offers section to ensure the new coupon or offer appears correctly.

How to Delete or Unpublish Coupons & Offers?

Thu, 30 Jan 2025 20:11:49 GMT

How to Delete or Unpublish Coupons & Offers in DocuTeam

Log in to your DocuTeam account.
Navigate to the Community Offers section.
Find the coupon or offer you wish to remove and click the Trash icon.
Click Save to confirm and finalize the changes.

How to Add Advertisers?

Thu, 30 Jan 2025 20:06:46 GMT

Here’s a step-by-step summary to access and update community advertisers' information:

Login to Admin Panel: Go to the specified admin URL and log in.
Select Advertisers: Click "Community Advertisers."
Choose Advertiser: Select the advertiser you want to update.
Edit Information: Update the necessary details for the advertiser.
Save Changes: Click "Save changes" to update the information.

How to Add a Community Item to the Marketplace?

Thu, 30 Jan 2025 20:04:11 GMT

To add a new item to the Marketplace Admin, follow these steps:

Log In: Sign in to your Marketplace Admin account.
Access Marketplace Admin: Go to the Marketplace Admin section of the platform.
Locate Item Management: Find the area or menu option for managing items or products.
Add New Item: Click on the option to "Add New Item" or similar.
Enter Item Details: Fill in the required fields with information about the new item, such as name, description, price, and any other relevant details.
Upload Images: If applicable, upload images for the new item.
Set Categories: Assign the item to the appropriate categories or tags.
Review and Save: Review the information for accuracy and click "Save" or "Submit" to add the item to the marketplace.
Verify Addition: Check the marketplace to ensure the new item appears as expected.

How to Delete a Community Item to the Marketplace?

Thu, 30 Jan 2025 20:01:41 GMT

How to Delete a Community Item from the Marketplace in DocuTeam

Log in to your DocuTeam account.
Navigate to the Community Items section.
Locate the item you want to delete and click the Trash icon.
Click Save to confirm the deletion.

How to Add a Product or Service

Thu, 30 Jan 2025 19:56:52 GMT

Typically you would visit your organization's website and locate the login button. Use the lost password function if you don't have your username and password. It will send your access immediately if you use your membership email address.

(If you are accessing this from the Chamber Nation system, you may now need to click on the "Member Advertising" button and then proceed as follows)

In your dashboard, click on "Product and Services." From here, you can enter the title of your product and have the description generated automatically using the AI buttons or manually enter and Click "Proceed."
Next, you will see the "More info URL" where you can add a link where people can find or read more information about your product or service.
In the "Choose category" section, select the category that matches your business,
in the "Ad type" section, choose if this is a product or service,
In the "Display Photos," you choose and upload a photo of your product or service. For best results photo should be sized 800x500.
Save

Managing the Business Online Catalog

Thu, 30 Jan 2025 19:46:50 GMT

The business online catalog displays all ads, products, and services, functioning as either a simple catalog or a full online store.

At present, PayPal is the only supported payment gateway. To activate the store, businesses need to provide their PayPal email address and set product prices in the member advertising dashboard

How to Manage the Ad Listings?

Managing the listings in the business online catalog can be done in the member advertising dashboard or member view of the business who wants to add a listing. If you are logged in as admin and wants to add or modify a listing in one of the business of the association, follow these steps;

Login to your community dashboard and proceed to "Community Businesses".
Choose the business that you want to manage by clicking on "Member View" button in the right part of the business.
Once you are in the Member Advertising Dashboard of the business, click on "Products & Services" link in the sidebar. You will be presented with a page that lists all existing products and services as well as ways to edit, or add new items.
To edit an existing item, click on the orange pencil icon that corresponds to the item that you want to manage.
Once you are on the editing window, you will see 4 steps to manage the item. These should be self-explanatory Guides are also visible for each field.
If you wish to add new item, just click on "Add New Item" link found in the upper part of the table where the listings are displayed. It will also give you 4 steps to successfully add a new item.

Things to Remember

Setting prices for your products allows visitors to purchase them online. Before doing this, make sure to add your PayPal email to your settings. For instructions on how to link your PayPal account, click here: How to Add a PayPal Account .
During the product preview, only one image will be displayed, even if multiple images have been uploaded. PDF files will also be hidden during the preview.
Using AI-generated descriptions and marketing content can help you create effective product or service descriptions, but it’s important to review them to ensure they accurately represent your offerings.
The "More Info URL" field is available if you want to direct visitors to an external page where they can learn more about your product or complete their purchase on another website.
If you enable the "Use External URL" option, visitors will be taken directly to the "More Info URL" when they click on your ad in the community marketplace or online catalog. In this case, your product will not have a dedicated page within the business online catalog.

Manually Drop and Reinstate a Member

Fri, 17 Jan 2025 06:11:19 GMT

Manually Drop and Reinstate a Member

This guide outlines the process of manually removing and re-adding members. Learn how to manage member statuses, including direct drops, transfers to "Prospect," and reinstatement procedures. We'll also cover handling billing records for dropped and reinstated members.

Direct Drop

To track dropped members within specific membership plans, use the direct drop option. This retains the original membership type while changing the status to "Dropped."

Navigate to the Admin Dashboard.
Click "Member Database."
Edit the member's record.
Go to the "Email/Plan" tab.
Click "drop this member."
Optionally credit unpaid invoices.
Select a cancellation reason.
Confirm the drop.
Send a notification email if desired by clicking "Send Drop Notification Email"
Once done, you should be able to locate the member's account in the "Dropped" list of your Member Database.

Drop to Prospect

For members who might rejoin, use the "Drop to Prospect" option. The status remains "Active," but the membership type changes to "List-Only."

Go to the "Email/Plan" tab.
Change the "Member Type" to "List-Only."
Save changes.
Reinstate a Member
Access the member's record in the "Dropped" list.
Go to the "Email/Plan" tab.
Click "reinstate."
Confirm the reinstatement.
The member will still appear in the "Active" list but will be under the List-Only account type.

Handling Billing for Dropped and Reinstated Members

Go to Billing Menu and search for the member's record
View the member's transaction history.
If no invoice exists, create one using "Enter Single Invoice Record."
If an invoice exists, check its payment status and update the membership term if necessary.
Correct the invoice's effective date by editing the invoice.
Update transaction and due dates.
Save changes to reflect the new invoice details.

Match-Merge Records

Fri, 17 Jan 2025 06:11:17 GMT

Match-Merge Records

This function is designed to assist chamber administrators in eliminating duplicate member records within the system by moving extra records such as invoices and payments associated with one record (the record to be voided), and place them under another record (the record to be retained).

1. Run the Match-Merge report. You can choose to search based on business name, phone, or last name. The report will present members who match on these fields. Please note that this report may take a few seconds to generate as it is a complex process.

2. The report will display two columns. The right column contains the link to the merge tool.

Manual Merge

Alternatively, you can access the merge tool from the member database admin menu:

1. Go to the member database admin.

2. Select the "Merge" option from the tool menu.

Using the Merge Tool

Once you are in the merge tool (either from the report or member database admin), you will see a two-column screen. Here, you can choose which data elements from the source member record you want to retain.

After merging, the combined record will include the selected elements in the member's profile.

Other items associated with the source records, such as billing records, project/committee assignments, and certifications, will be retained together under the new record. For example, if record A had 1 invoice and 1 payment, and record B had 2 invoices and 1 payment, the new record will have all 3 invoices and 2 payments.

The Match-Merge feature simplifies the process of removing duplicate records and consolidating information in a single, clean record.

Member Database: Member Management

Fri, 17 Jan 2025 06:11:06 GMT

Member Database: Member Management

The Member Database System provides tools for viewing, adding, editing, and deleting member information. Customize your view, filter by status, search by details, and keep your member data organized and up-to-date.

In the Member Database Admin area, users with administrative-level access can modify information for all members. Admins have the authority to add, modify, or delete members, as well as change their membership status.

Viewing Members and Member Data:

Use the View dropdown to customize your view of members. Select specific member types and plans, or choose "All Members" or "All Record Types" for a broader overview.
The search function allows you to locate specific members by entering member's name or email. It searches all available member data to identify the desired member(s).
Refine your member view by selecting a specific status (Active, Pending, Denied, Dropped) or choose "All Statuses" for a complete overview.

New members can be easily added by clicking the "Add new member" link. This will open a form requesting the necessary information. Once complete, simply submit the form to create the member's record.

To modify a member's information, including their status, locate the edit icon (pencil symbol) next to the desired member. Clicking this icon will open a form allowing you to update their details.

For member deletion, locate the red "Delete" icon (X) next to the desired member. However, members with invoices in the Member Billing System cannot be deleted. In such cases, to retain invoicing information for audits, we recommend changing their status to "Dropped."

Clicking on the $ icon. This will direct you to their billing dashboard, allowing you to view the member's transactions, update payment details, and manage their account effectively.

Member Database Fields

The Member Database stores essential member information through various customizable fields. These fields can be configured within the Member Management System (MMS) using "General Configuration" and "Custom Fields and Field Labels" settings.

Name: Includes first name, last name, and, in Business Mode, the Business Name. Additional options include a 'title' field (Mr., Mrs., Ms., Dr., etc.), Middle Name, and Suffix (III, Jr., CPA, PhD., etc.).
Employer/Position: Allows you to enter a member's employer and their position. In Business Mode, the employer field is replaced with the Business Name field.
Address: Includes address, address line 2, city, state, ZIP/Postal code, and country.
Alternate Contact: If enabled, this field allows you to enter an alternate contact name for the member. Useful for Business Mode where the primary contact may differ from the billing contact.
Alternate Address: If enabled, this field allows you to enter an alternate address. Useful for Business Mode where the primary contact in the public member directory may differ from the billing address.
Phone: In Individuals Mode, it includes home phone and work phone, with an option for a fax number. In Business Mode, it includes phone, alternate phone, and fax number.
Category: Used in Business Mode to classify members by business type. Helps users search for businesses based on category (Auto Glass, Mortgage Originator, Web Developer, etc.).
Email: The member's email address for notifications and emails. An option to use a second email field is available for members with multiple emails.
Username: Visible to admins and used to grant member access. To provide access, enter a username and ensure a valid email is entered. You can send a welcome email containing the username and a generated password.
Status: Members can be marked as Active, Dropped, Pending, or Denied. Pending and Denied are used when members require approval. Pending members are placed in a pending status until an admin approves.
Member Type (Membership Plan): Defines different member types for your organization (student member, full member, honorary member). Includes predefined record types for non-members (list-only, prospect, past-member).
Employee Count: Used in Business Mode for tiered membership plans. Enter the number of employees for the member.
Dues Override: Allows exceptions to the standard dues amount associated with the Membership Plan. Check the checkbox and enter the custom billing amount for the member.
Member Security Level: Two primary security levels: Member and Administrative. Administrative level users have access to the full Membership Management System. In the account system, there is a third level, Account Admin, with access to all members within their account.
Join Date: Represents the date a member joined the organization or the date a prospect was added to the list. Essential for setting up the member billing system.
Exclude Premium: This indicates if the member belongs to the Premium Members or not. If this is ticked, our team will create a marketing landing page and catalog for this member.
Newsletter/Email Distribution Lists: Controls member inclusion in various email distribution lists and the newsletter list.
Custom Fields: Three types of custom fields: Text Fields, Indicator Fields (checkbox), and Selection Fields (drop-down). Admin-specific custom fields also available, visible only to admin-users.
Contact support for assistance in configuring custom fields.
Admin Permission: Grant admin-level access to specific modules to member-level users, by checking off checkboxes to each modules.

Create Membership Plans

Fri, 17 Jan 2025 03:17:30 GMT

Create Membership Plans

To accommodate organizations with various membership structures, the Membership Plans section allows an administrators to manage different tiers. These tiers, defined by their names and associated dues, determines the individual membership fees.

To edit membership plans:

1. Click on "Member Database" and then select "Plans" at the top left.

2. To add a new plan, click on the "Add New Plan" link. To make changes or delete a plan, click on the respective "change" or "delete" links next to the plan in the list.

IMPORTANT NOTE ON MEMBER BILLING : Editing membership plan information does not affect existing invoice details. It only impacts future invoice creation. Refer to the Member Billing section for more information.

When adding or editing a plan, you'll encounter several fields to fill in:

1. Description: Enter the name of the Member Plan.

2. Term: Select "annual" for most organizations. If you have monthly memberships, please contact us for special alterations to facilitate monthly payment management.

3. Dues: Specify the base amount of dues per membership term.

4. One-Time Registration Fee: If you charge a registration fee for new members, enter it here.

5. Trial Membership: Indicate if the plan is a limited trial membership.

6. Number of Trial Days: If the plan is a trial membership, enter the number of days offered.

7. Default Choice: Check this box if the plan is used more frequently than others to set it as the default.

8. Restricted Choice: Check this box if the plan should not be available for online member sign-ups. For example, a $0 honorary membership plan may be granted to specific individuals but not offered for online sign-ups.

9. Restrict Prospect Sign-up: Prevent prospects from selecting this plan when joining as members.

10. Make Unavailable During Event Registration Signup: Prevent event registrants from choosing this plan during event registration.

11. Discount Codes: Set up percentage-based or flat-rate discounts for new member dues and renewal dues.

12. Non-Renewal: Check this box if the plan is intended for one term only and should not be renewed. Members assigned to this plan won't receive renewal invoices (assuming automatic renewal is enabled).

13. Multi-year Term: If you want to offer a membership term lasting multiple years, select "annual" for the term and enter the number of years.

14. Discount at Renewal: Enter the value to subtract from the dues amount at renewal, applying a discount.

By properly configuring membership plans, you can effectively manage dues and tailor different options to meet your organization's needs.

Adding Payments to Forms

Thu, 09 Jan 2025 09:14:59 GMT

Adding Payments to Forms

User Guide

Adding Payments to Forms - User Guide

If you need to collect payments through a form, it's a straightforward process to enable this feature. Here's how you can do it:

Ensure Online Store is Enabled:

1. Go to your MMS Configuration.

2. Under Other Configuration Options, select Store Configuration.

3. Check the box next to "Online Store Enabled?" This allows you to accept payments through forms.

4. If you only intend to use the store for forms, you can hide this area from the Member's Area by checking the "Hide in member area?" checkbox.

1. Creating a Form:

Access the Forms Builder.
Create a new form or edit an existing one.
You will notice a new option called "Form Cost."
Enter the required cost in this field.
Once a user completes the form, they will be prompted to submit the corresponding payment.

By following these steps, you can easily add payment functionality to your forms. If you have any further questions or need assistance, please don't hesitate to contact our help desk. We are here to assist you.

Mapping Transactions for Easy Integration

Thu, 09 Jan 2025 09:14:58 GMT

Mapping Transactions for Easy Integration

To ensure smooth integration between transactions in CNS (Chamber Nation Software) and QuickBooks, we need to set up mappings that allow a direct and accurate transfer of data.

Here's how the mapping process works:

1. Mapping Transactions to CNS GL Accounts:

Membership Invoices (New Member and Dues): GL accounts are assigned as a package. New member invoices go to a specific GL account, while renewal invoices are assigned to another. You can manage this mapping in Member Billing > Edit General Ledger Accounts > Select GL Accounts for Membership Invoices.
Non-Dues Invoices: GL accounts are assigned on an invoice-by-invoice basis when they are entered.
Event Registration Invoices: GL accounts are assigned at the event level during event creation or editing. You can set a default GL account for event registrations in CNS Config > QuickBooks Config.

2. Mapping CNS GL Accounts to QB GL Accounts and Items:

Each CNS GL account needs to be linked to a corresponding GL account and item (products/services) in QuickBooks. You can do this in Member Billing > Edit General Ledger Accounts.
If you can't find an appropriate GL account or item, you can create it directly in QuickBooks.

Additionally, we offer class codes that can be mapped to classes in QuickBooks. However, please note that classes are available in higher-tiered QB plans.

Furthermore, CNS allows mapping transactions to AR (Accounts Receivable) accounts in QuickBooks, which is particularly useful for resolving out-of-sync issues. You can access this feature in CNS Config > QuickBooks > Config.

By establishing these mappings, transactions in CNS can be seamlessly transferred to QuickBooks, maintaining accuracy and consistency in your financial records.

If you need further assistance or have any questions, please don't hesitate to contact our support team at Chamber Nation - QuickBooks Interface Agreement v1221 - 1-855-ADD-Members. We're here to help!

Mapping QuickBooks Items to MMS G/L Accounts

Thu, 09 Jan 2025 09:14:57 GMT

Mapping QuickBooks Items to MMS G/L Accounts

To enable transactions between MMS and QuickBooks, it's important to establish a connection between the two systems. This involves assigning QuickBooks Items (Products/Services) to MMS G/L Accounts and linking them to transactions.

Typically, you will need at least two QuickBooks Items:

1. Member Dues

2. Event Registrations

However, you can create subcategories within these items, such as:

1. Member Dues - New Member Dues - Renewals - Credits

2. Event Registrations - Separate items for each event

Whether you choose to consolidate transactions into a few QuickBooks Items or keep them separate depends on your organization's accounting requirements. It's advisable to consult a professional accountant for guidance on organizing transactions in QuickBooks.

To perform this task, log in to the MMS as an admin and follow these steps:

1. Go to the "Membership Billing" menu.

2. Under the "Data Export" section, click the "Edit General Ledger Accounts" link.

3. If the desired GL account/code is not listed, click the "Add New GL Account" link at the bottom of the page.

4. From the "QB Item" drop-down, select the QuickBooks Item you want to assign transactions to.

5. Enter a descriptive name for the item in the "Description" field. It's recommended to use the same name as the QuickBooks Item for consistency, but you can choose a different description if needed.

6. The "Account Number" field is optional but can be used to assign a number to the account.

7. Click the "Submit" button.

By following these steps, you have successfully mapped a QuickBooks Item to an MMS G/L Account. Repeat the process for any additional items you wish to map transactions to (e.g., separate event registrations).

Mapping MMS Transactions to MMS G/L Accounts

Now that you have mapped MMS G/L accounts to QuickBooks Items, you need to specify which transactions should be assigned to which G/L accounts. This can be done for member billing transactions, event registration transactions, and online store transactions.

Member Billing (Dues):This step is typically performed during the initial QuickBooks connection, and it doesn't require frequent repetition. From the "Edit General Ledger Accounts" page:

1. Look for the "Select GL Accounts for Membership Invoices" link at the top and click on it.

2. Choose the G/L account you set up for new members' dues from the "Gen Ledger Account - New Members Invoices" dropdown. Depending on your accounting preferences, this may be a general dues G/L account.

3. Select the G/L account you set up for renewal dues from the "Gen Ledger Account - Renewal Invoices" dropdown. Again, this may be a general dues G/L account.

4. If you have a separate G/L Account for credits, choose it from the "Gen Ledger Account - Credits" dropdown. This step is optional.

By completing these steps, you will map all dues invoices to the appropriate MMS G/L accounts.

Note: The "Gen Ledger Account - Donations/Wishlist" dropdown is currently unavailable for mapping transactions to QuickBooks. If you would like to add this feature, please submit a support ticket for a customization quote.

Member Billing (Non-dues):Coming Soon!

Event Registration:For each event, you will need to map transactions to specific G/L accounts. Follow these steps:

1. From the Main Menu, go to Event Management and click on "Event Registration."

2. Next to the event you want to map transactions for, click the "change" link.

3.Scroll down to the "General Ledger Account" dropdown, located approximately one-third of the way from the bottom.

4. Select the G/L account you created to send transactions for this event.

5. Click the "Continue >>" button at the bottom of the page.

All transactions for this event will now be assigned to the chosen G/L account.

Note: If you don't want transactions for a particular event to sync with QuickBooks, you can check the "Suppress QB Sync" box beneath the General Ledger Account dropdown.

However, a General Ledger Account still needs to be selected for the sync to work. Consider creating a "Miscellaneous" account without a QB Item selected on the "Edit General Ledger Accounts" page for these types of events.

Quickbooks: Integration and Data Conversion Process

Thu, 09 Jan 2025 09:14:56 GMT

Quickbooks: Integration and Data Conversion Process

While the Chamber Nation system does not require QuickBooks to function, we understand that some organizations require a comprehensive accounting integration. Therefore, we offer integration with the online edition of QuickBooks.

Please note that the online edition is necessary for a direct connection between Chamber Nation and QuickBooks servers.The benefits of QuickBooks integration are substantial:

Everything is online, accessible, and automatically backed up
Upgrades and accessibility are seamless
You can access information from anywhere via the internet or your smartphone

If you're interested in QuickBooks integration, you can order the QuickBooks Online service.

QuickBooks Integration Request

Our QuickBooks agreement can be accessed through our www.ChamberOnboarding.com page. We kindly request that you take the time to carefully review, sign, and return the agreement as per the service agreement instructions. Upon completion, two screen share calls will be scheduled with our engineer to facilitate the integration setup process.

Data Conversion

We will need to load your system with your data. Don't worry, the data conversion process is straightforward as long as you can provide us with the following information in an electronic format.

General Member Data:

To begin, we require the basic information about your members. Please provide us with the following details for each member in an electronic format:

Business Name
Category (e.g., Butcher, Baker, Candlestick Maker)
Contact First Name
Contact Last Name
Phone
Mobile Phone
Fax
Address
City
State
ZIP
Website URL
Email

If you have any additional fields that you would like to retain, simply let us know, and we will configure the system accordingly.

Member Plans:

Our Chamber Organizer handles member billing by assigning each member to a specific "member type" such as Standard Plan, General Member, Honorary, or based on the number of employees, etc. We need to know the details of these plans and how to convert your existing data to map each member to their appropriate member plan.

Billing Data:

During the conversion process, we will set up initial invoices and payments to ensure that the Chamber Organizer reflects the current payment status of your members. To accomplish this, we need certain information from you, including:

Dates of the member's current term of membership

Payment status

Please provide us with as much information as possible using data fields you may already have, such as anniversary date, expiration date, date of last payment, current balance due, number of employees, and paid indicator (Y/N).

Data File Verification:

Once you've submitted your data file for conversion, our engineering team will follow these steps:

1. Member data inspection: We carefully review the initial file to ensure that it includes all the necessary information.

2. Member data conversion: If any issues arise during this stage, we work closely with you to make changes or obtain improved data.

3. Inspection of converted member data: You have the opportunity to review the converted data and inform us if anything appears missing or incorrect. This step often helps identify errors, whether they are engineering-related or within the data provided. If errors are found, we go back to step 2.

4. Manual correction of member data: If there are specific items that cannot be converted or corrected automatically, we work together with you to manually address these issues.

5. Creation of invoice/payment records.

6. Client inspection of billing reports: You will review the billing reports to verify their accuracy and compare them with your own records. If any errors are detected, we go back to step 5.

7. Manual correction of billing data: Any remaining items that require conversion or correction will be addressed at this stage.

You can download the spreadsheet template for data submission by clicking on the provided link.

We're here to assist you throughout the data conversion process and ensure a smooth transition.

Quickbooks: Excluding Transactions from Export

Thu, 09 Jan 2025 09:14:55 GMT

Quickbooks: Excluding Transactions from Export

There may be instances where you prefer not to export specific transactions to QuickBooks. Whether you anticipate the need to void an invoice or want to address an error later, you can follow these steps to remove a transaction from the export queue:

1. Go to the Member Billing menu and locate the QuickBooks Interface section.

2. You will find links titled "Transaction Status (member billing)" and "Transaction Status (event registration)." Click on the link that corresponds to the transaction you are working with.

3. In the upper right corner, you'll see a date range indicating the statement dates of transactions to be displayed. Adjust this date range to include the transaction you wish to modify.

4. In the rightmost column, you will come across one of three phrases:

"Will be exported": This indicates that the transaction is scheduled to be exported to QuickBooks during the next Web Connector run. Click this link to change the status to not be exported.
"Do not export": This means that the transaction will not be exported. Click this link to change the status, allowing the transaction to be exported during the next Web Connector run.
"Linked": This signifies that the transaction has already been exported to QuickBooks. If adjustments are necessary, you must manually update both the MMS and Quickbooks.

By following these steps, you can easily manage the export status of transactions, enabling greater control and flexibility in your integration with QuickBooks.

Billing Overview and Detailed Billing Configuration Option Descriptions

Thu, 09 Jan 2025 09:14:52 GMT

Billing Overview and Detailed Billing Configuration Option Descriptions

Board Member Reporting Video

Thu, 09 Jan 2025 09:14:51 GMT

Board Member Reporting Video

Refund/Void a Payment

Thu, 09 Jan 2025 09:14:48 GMT

Refund/Void a Payment

The current member billing system (MMS) doesn't have an automated refund feature for online payments. However, if a refund is needed, our administrators can handle it manually. Here's the process to follow:

1. Correct/Void the Payment: Begin by correcting or voiding the original payment made by the attendee. This will reverse the transaction in the system.

2. Use Merchant Account Interface: After correcting/voiding the payment, you will need to manually access your merchant account interface. This interface is provided by your payment processor or merchant account provider.

3. Initiate the Refund: Within the merchant account interface, you can initiate the refund process. Follow the instructions provided by your merchant account provider to complete the refund transaction.

For the best guidance on processing refunds, we recommend reaching out to your specific merchant account provider. They will be able to provide you with the most accurate and up-to-date information on how to process refunds using their system.

Generate Member's Renewal Invoice

Thu, 09 Jan 2025 09:14:47 GMT

Generate Member's Renewal Invoice

To start using the Member Billing System, you need to create invoice records. These records represent membership terms for each member, different from the actual invoice documents. When an invoice record is created, it's marked as unpaid until a payment is applied.

There are two types of invoice records: New Member Invoices and Renewal Invoices.

New Member Invoices:

They can be created automatically when entering new members manually.
If needed, you can create them one at a time.
If a new member invoice wasn't generated during member entry due to misconfiguration or other reasons, you can create invoices individually.

Go to the Renewal System menu and select "Enter Single Invoice."
Then choose the member for whom you want to generate the invoice.
The effective date of a new member invoice is usually set as the member's join date.

If your membership practices are different, such as having a common effective date for all members, please contact us, and we can adjust your configuration accordingly.

Renewal Invoices:

They can be created through automatic renewals or manually.
Automatic renewals generate invoices for active members a certain number of days before their current term expires. This feature can be set in the MMS Configuration.
Renewal invoices are based on the expiration date of the member's last dues invoice. If a member doesn't have a dues invoice, a renewal invoice won't be created.
Renewal invoices have an effective date matching the expiration date of the previous invoice.
During the initial setup, we'll work with you to ensure the MMS reflects the accurate billing status of your members by setting up initial invoices/payments for all members.
If all members have the same effective and expiration dates (e.g., March 1 to March 1), we can customize the renewal process accordingly.

Create Renewal Invoices by Date:

If you don't have automatic renewals enabled, you can create renewal invoice records using the Create Renewal Invoices by Date function.
With this feature, you can enter the effective date for the renewals you want to create. The system will show you the invoices that will be generated, and you'll have the option to proceed or abort the procedure.
If you don't see the Create Renewal Invoices by Date function, please contact us for assistance.

Please note that changes made to the member database won't automatically reflect in the member billing system.

Any modifications or updates should be made directly in the member billing system.

Manually Drop and Reinstate a Member

Thu, 09 Jan 2025 09:14:40 GMT

Manually Drop and Reinstate a Member

Direct Drop

To track dropped members within specific membership plans, use the direct drop option. This retains the original membership type while changing the status to "Dropped."

Navigate to the Admin Dashboard.
Click "Member Database."
Edit the member's record.
Go to the "Email/Plan" tab.
Click "drop this member."
Optionally credit unpaid invoices.
Select a cancellation reason.
Confirm the drop.
Send a notification email if desired by clicking "Send Drop Notification Email"

Once done, you should be able to locate the member's account in the "Dropped" list of your Member Database.

Drop to Prospect

For members who might rejoin, use the "Drop to Prospect" option. The status remains "Active," but the membership type changes to "List-Only."

Go to the "Email/Plan" tab.
Change the "Member Type" to "List-Only."
Save changes.
Reinstate a Member
Access the member's record in the "Dropped" list.
Go to the "Email/Plan" tab.
Click "reinstate."
Confirm the reinstatement.

The member will still appear in the "Active" list but will be under the List-Only account type.

Handling Billing for Dropped and Reinstated Members

Go to Billing Menu and search for the member's record
View the member's transaction history.
If no invoice exists, create one using "Enter Single Invoice Record."
If an invoice exists, check its payment status and update the membership term if necessary.
Correct the invoice's effective date by editing the invoice.
Update transaction and due dates.
Save changes to reflect the new invoice details.

Send Batch Renewal Emails for Members

Thu, 09 Jan 2025 09:14:34 GMT

Send Batch Renewal Emails for Members

There are two options for sending renewal emails:

Batch Renewal Email Notifications:

You can send email notifications in bulk using the "Batch Renewal Email Notifications" option. This is helpful when you want to send notifications to multiple members at once.

2. Automatic Email Renewal Notifications: For even greater convenience, you can set up automatic email renewal notifications. Configurable in the MMS Configuration, these notifications can be sent at regular intervals until the member renews or cancels their membership. They start sending as soon as the invoice record is posted in the system. Please contact our help desk for assistance in setting up this feature properly.

Send Renewal Email to Specific Member:

If you prefer to send notifications individually, you can use the "Send Renewal Email to Specific Member" option. This allows you to send a renewal email to a particular member.

Renewal Links: The email notifications include a link that allows members to conveniently pay their renewal dues online if you have a Merchant Account/PayPal integration.

Cancellation Links: The notifications also provide a link that allows members to cancel or drop their membership. If you want to disable this feature and require members to contact you to cancel, it can be turned off in the MMS configuration.

Attached PDF: Optionally, you can attach a PDF invoice document to these emails. This is useful for members who need to submit the document to their employer for dues payment.

Open Detection of Email Renewal Notifications: To track if members have opened their billing emails, you can enable open rate detection. To do this, ensure you have a header image and border enabled in Broadcast Messaging, and the "Renewal-Email Use Header/Border" option checked in Billing Configuration. You can then enable "Billing Email Open Rate Detection" in the Billing Configuration. This allows you to see the date when a member last opened their billing notification.

Please note that if the recipient has blocked images, the opening of the billing email might not be registered.

Create Membership Plans

Thu, 09 Jan 2025 09:14:33 GMT