Tracking Membership Dues

Once your Members are entered into Membership Keeper, tracking membership dues (such as PTSA Dues) is a natural. Membership Keeper helps track not only membership per person but also by class, calculating parent memberships per child if a parent happens to have more children than paid memberships (so it will give a fraction of membership per class) or allow more than one membership if there are more paid memberships than children in a family. It helps make tracking memberships competetions a breeze.

Number of Memberships 

  • Parents/Alumni/Donors/Affiliates Membership Dues are tracked separately from Staff Membership Dues and Student Membership Dues. 
  • To mark a Parent's Membership, click on the Parents tab and use the index to find the parent's name. On the left side, find the field Membership and use the pop-up menu enter the number of memberships attributed to that parent (usually 1).  Click on the other parents tab if you would like to attribute a membership to the other parent as well.
  • To mark a Student's Membership, click on the Student tab and then choose a student from the list. On the left side, click on the Info tab, find the Membership field. Use the pop-up menu to enter the number of memberships attributed to that student (usually 1).
  • Click on the Parent's Household tab and the Household Memberships field automatically sums the number of memberships for both parents in a household as well as adds in related Student memberships.
  • To mark a Staff Membership, click on the Staff tab and then choose a staff person from the list. On the left side, click on the Info tab, find the Membership field. Use the pop-up menu to enter the number of memberships attributed to that staff person (usually 1).
 
Memberships as Donations
 
Entering the PTSA membership as a donation is totally separate from marking the Memberships field as described above. The Memberships field tracks the number of Memberships. Entering PTSA membership in the Donations tab treats memberships as a Donation. This gives membership tracking access to all of the great donation tracking and reporting tools.
 
To enter Membership Dues as a Donation:
  • If you go to Parents > Donations tab you can click on the + symbol to add PTSA membership as a Donation. This will give you fields so that you can enter the date they paid, whether they paid by cash, check, online, etc., the check number and more. In the “Mark Activity as Paid” field you can select a student in the household (or more than one student) to attribute the paid membership(s). In the “Mark Interest as Paid” field you can select a parent of the household (or both parents) to attribute the paid membership(s). 
  • If you want to edit a Donation, just click on the donation line item and the Donation dialog box will open again.
  • If you click on the “Document icon” of a Donation line item, it will give you a donation report that you can also export.
  • If you go to Parents > Interests tab on a parent record of someone that said they were interested in the PTSA in a volunteer survey (you may have to click on the Find icon at the top, enter PTSA as a search criteria in the Committees field on the Interests tab to find someone) you can see there is a “Paid” field for each line item. If a PTSA donation has been entered in the Donations tab and if the “Mark Interest as Paid” field was clicked for this individual, then they will show as “Paid” here. This tool will allow you to see who paid vs who said they were interested in the PTSA but have not yet paid. Click on the “Document icon” on a line item of someone who listed PTSA as an interest to generate a report.
  • If you go to Students > Activities tab on a student record you can see there is a “Paid” field for each line item. If PTSA has been entered as a student’s activity and if a donation has been entered in the Donations tab with the “Mark Activity as Paid” field checked for this student, then they will show as “Paid” here. However, it is not necessary to enter PTSA as a student activity unless you want to track student participation like parent PTSA participation.
  • Entering a donation does NOT automatically enter in number of memberships.
 

Membership Reports

Parent/Alumni/Donors/Affiliates Reports tab:

  • Member List (By Class) generates a list by classroom of all contacts that have paid their membership dues.
  • Member List (All Contacts) generates a list of all contacts that have paid their membership dues.
  • Member Name Tags (All Contacts) generates name tags for parents or other contacts that have paid their membership dues. If you have the proper password privileges, go to View > Layout to change the look of the name tag.
  • Membership Report (Export) exports either unreported memberships or all memberships to an Excel spreadsheet. It will mark memberships with a date if the memberships have been reported with this script. The date will appear to the right of the Membership Paid field.

Staff Reports tab:

  • Member List (Staff) generates a list of all contacts that have paid their membership dues.
  • Member Name Tags (Staff) generates name tags for parents or other contacts that have paid their membership dues. If you have the proper password privileges, go to View > Layout to change the look of the name tag.
  • Membership Report (Export) exports either unreported memberships or all memberships to an Excel spreadsheet. It will mark memberships with a date if the memberships have been reported with this script. The date will appear to the right of the Membership Paid field.
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