Options

Name or Email

Enter a full or partial value for the first name, last name, full name, username or email address of the user whose information you want to view, or leave this field blank to see all users who meet your search criteria. To increase the number of potential matches, expand the search by entering a partial value in this field and consider leaving other search fields set to the default values. To reduce the number of potential matches, provide more complete values in this field and consider setting other fields to further restrict the search.

Because the Kavi Members search functionality can perform partial matches, it is flexible and can serve many purposes. Here are a few examples:

• Want to find all users who share an email domain? Enter just the domain portion of the email address.

• Unable to find a user by name or email address? Perhaps it has been misspelled. Enter the first few letters of the name or email address and try the search again.

• Not sure if the person for whom you are searching is named Dan Johnson or John Danson? Try entering 'Dan'—or 'John'—to find this individual.

Membership Type

Set this value to search for a particular membership type. If set to the default value, 'Any Membership Type', the results will not be restricted by membership type.

Membership State

Set this value to search for a particular membership state. If set to the default value, 'Any Membership State', the results will not be restricted by membership state.

The membership state may be one of the following default values:

Pending Bill Payment

Select this membership state to find memberships that are pending because the membership fee has not yet been paid. This option only applies to fee-based membership types on sites where Kavi® Billing is installed.

Pending Moderation

Select this membership state to find memberships awaiting moderation. This option only applies to moderated membership types.

Pending Start Date

Select this membership state to find approved memberships that are awaiting their start dates.

Pending Prerequisites

Select this membership state to find memberships that are on hold due to pending prerequisites.

Current

Select this setting if you want to find current memberships.

Expired

Select this setting if you want only expired memberships to be displayed.

Archived

Select this setting if you only want to view memberships that have been archived.

Denied

Select this setting if you only want to see memberships that have been denied.

Start Date

Set these fields to search for memberships by start date. Select whether you want to search for memberships where the start date occurs exactly on, before, or after the date you set.

Expiration Date

Set these fields to search for memberships by expiration date. Select whether you want to search for memberships where the expiration date occurs exactly on, before, or after the date you set.

Membership to Replace

Information about the existing membership is displayed for you to review:

Membership Type

The name of the membership type.

Term

The term of this membership, as defined by the date the membership became effective (i.e., 'Start Date') and the date it expires (i.e., 'End Date'). If this is a lifetime membership, the second value in the pair will be 'Lifetime', rather than a specific date.

Membership State

The state of this membership in the membership workflow process (e.g., 'current', 'archived', 'pending moderation', etc.).

Membership Creation Date

The date that the membership was created.

Bill

If the membership being replaced is a billed membership type, this field displays the status of the bill for the old membership, the amount of the bill, the portion of the membership term that has already elapsed and a link to manage the bill. If you need to refund any part of this bill, click the Manage link to go to the Manage a Bill tool. The Manage a Bill tool displays information that may help you determine the amount to refund, but you will have to determine the correct amount based on your membership rules. When you are done managing the bill in Kavi Billing tools, you are automatically returned to the Replace an Individual Membership tool to complete the replacement process.

Replacement Membership

Select the membership type for the replacement membership.

Fee

If the membership type has a fee, it is displayed here.

Renewal Intention

This field displays the Renewal Intention from the membership that is being replaced. This information will be carried forward into the new membership record. Edit this field if the member's renewal intentions have changed.

Comment About Renewal

This field displays the Comment About Renewal from the membership that is being replaced. This information will be carried forward into the new membership record. You may edit this field if appropriate.

Note

This field is simply used to record free-text comments about the member's renewal intentions. It is not the place to record comments about the membership replacement. You can use the Activity Notes field on the Process step to add information about the membership replacement to this user's Activity History.

Term

Start Date

If you are replacing a current membership, the Start Date field displays the current date by default. If the replacement membership should not start today, set the start date to the appropriate date (must be in the future).

If you are replacing a pending membership and want the start date to be set automatically when the new membership is approved and any current membership expires, leave the start date blank. If you want to manually override whatever value would normally have been set automatically, regardless of the membership process, set the start date to the desired date (must be in the future).

Expiration Date

If the system is able to calculate an end date for the new membership, that value is shown in the 'Expiration Date' field. If you override the Start Date, you may also wish to override the Expiration Date. If a pending membership is being replaced, this value will be set automatically based on configured membership rules.

Replacement Memberships

The replacement membership is displayed.

Process

The process for approving this membership is displayed. If this membership type is neither billed or moderated, the membership is approved automatically.

Moderation

These options will be displayed if this is a moderated membership type. Select whether you would like all selected memberships to be automatically approved or to go through the usual moderation process.

Yes, automatically approve this member

Set this option if you would like to automatically approve all selected memberships at this time.

No, put this member in the moderation queue

Set this option put all selected memberships through the usual moderation process.

Billing

If Kavi® Billing is installed and this is a fee-based membership type, the following default options may be presented, along with any other applicable payment methods specific to your site's configuration:

'Yes, issue a bill for this member to pay'

Select this option if you would like this membership to go through the regular billing process.

'No receipt needed. Add this member without issuing a bill.'

Select this option if you would like to skip the billing process.

Amount to Bill

You must enter the amount of the bill for the replacement (new) membership here. The text above this field displays a prorated value based on the number of days remaining in the membership term that may help you determine what amount should be billed. Make sure you are familiar with your organization's rules before setting the value in this field, including the proration schedule (e.g., this value is based on a daily proration, your organization may use a monthly schedule), whether any administrative fees apply, etc.

Send Email

Send all email notifications

If this is selected, all scheduled email notifications for this event will go out.

Do NOT send any email

Use this setting to suppress scheduled email so that no email notification will go out.

Activity Note

Add a free-text comment to this user's Activity History. This note is part of this user's permanent record, is visible to administrators only, and can be viewed through the User Activity History tool.

Replacement Memberships

Information for the replacement membership is displayed.

Membership Type

The name of the membership type.

Amount Billed

The amount the member was billed for the membership replacement, if any.

Duration

The length of time that the membership term lasts. If this membership type has Fixed Dates, the standard membership term appears in this field. If 'Auto-renewing' appears in parentheses, this membership type is set to auto-renew.

Membership State

The state of this membership in the membership workflow process (e.g., 'current', 'archived', 'pending moderation', etc.).