The Member Profile

This article defines how to use the Member Profile as your operational command center. In Memberworks, a profile is more than just a contact record; it is a 360-degree dashboard that centralizes every interaction, financial transaction, and participation record for an individual and their family. Understanding these tools allows you to provide faster, more personalized service while maintaining the high-quality data necessary for system-wide accuracy.

1. The 360-Degree Profile Hub

Every person in the system has a profile structured into functional tabs, each serving a specific purpose:

• Profile Tab: Displays core identity data, including personal information, household relationships, and staff-assigned identifiers. This is your starting point for verifying basic details or updating a member's contact info.

• Contacts Tab: Manages a member’s safety network, specifically Emergency Contacts and Authorized Pickups. Keeping this information current is vital, as it triggers safety protocols in childcare and camp modules.

• Involvement Tab: A centralized history of everything the member is doing at your organization. You can view their active program registrations, venue rentals, and event tickets in one list to quickly answer questions about their schedule.

2. The "All Activity" Timeline (Universal Audit Trail)

The All Activity timeline is the system’s primary audit trail, recording every tracked event in real-time.

• What it Tracks: The system automatically logs check-ins, program registrations, and activity completions—such as a child receiving lunch or boarding a bus.

• Family vs. Individual View: You can toggle this timeline to show only the current member’s actions or the entire family’s audit trail. This is especially helpful for assisting parents who need to confirm their children's activities without navigating between multiple accounts.

• Operational Benefit: Use this timeline to troubleshoot check-in issues, verify attendance history, or confirm when a member last interacted with the facility.

3. Categorized Administrative Notes

Memberworks uses Administrative Notes to facilitate internal communication between staff regarding a specific person.

• Contextual Categorization: To ensure notes are actionable and searchable, you must select a category: Billing, Membership, Program, Behavior, Preferences, or Other.

• Departmental Filtering: For example, a note categorized as "Billing" allows financial staff to filter for these specific updates without reviewing general behavioral logs.

• Audit Accountability: Every note is timestamped and identifies the staff member who created it, ensuring a reliable history of staff-member interactions.

4. Internal Task Management

The built-in Task Management engine allows you to assign and track work directly from a member's profile, ensuring follow-ups are never missed.

• Assigning to Staff: If a member has a request requiring a manager’s attention (like a complex refund), you can create a task, add a description, set a due date, and assign it to the appropriate teammate.

• Assigning to Members: You can also assign tasks to the member (e.g., "Please stop by the desk to sign your missing waiver"). These tasks will appear on the member's personal dashboard as "To-Dos" the next time they log in.

5. Visual Person Tags

Person Tags are visual badges located at the top of a member’s profile, designed to provide critical "at-a-glance" alerts.

• Purpose: Use these tags to highlight info requiring immediate awareness, such as "Spanish Speaker," "Behavioral Alert," or "Director Approval Required".

• Standardization: These tags are managed centrally in the CMS to ensure consistent terminology across the entire organization.

6. Member Troubleshooting (Impersonation)

The Impersonation tool is a powerful troubleshooting feature that allows you to see the system exactly as a member sees it.

• How to Use It: Clicking "Impersonate" next to a person’s name logs you into their member portal view.

• Staff Use Case: This is the most effective way to guide a member who is struggling to find an invoice, complete a "To-Do" form, or understand why they are being restricted from a program registration.