PrivateGolfCourses.com presents...
 Automatic Member Directory

We live in a fast-moving time when email addresses and phone numbers change more frequently than we would have ever dreamed. Because of the speed of change, committing something like a member directory to paper is almost pointless because it is obsolete the moment it is printed. Not only does contact information change with alarming regularity, but with everyone being so busy, chances are that you may not find out about a member's new phone or email address until you fail to reach them. It's not that they're hiding the change from the club; it's just that with so much going on, we sometimes forget to keep each other up to date. Enter the Automatic Member Directory wherein members are prompted quarterly to update their information on the website. This proactive approach couldn't be easier! And best of all, when members make changes, the club is notified so that other records can also be updated.

 

General Description

Automatic Member Directory is a website module that collects contact information from members when they log into the website. It automatically pops up a window asking them to verify and correct their personal contact information. When the member finishes updating, an email message is sent to the appropriate person at the club telling them that a member has updated their record. In this way, the club can also keep other records up to date. The automatic pop-up screen is activated the first time that the member logs into the website and then again every 90 days thereafter. By asking members quarterly for an update, membership records will be much more accurate and timely than in any offline system.

Automatic Member Directory has two website views. The first view is what the website administrator sees. This view shows all of the information gathered from members. It also includes member number, username, password and access peremission. The second view is what members see of other club members. This view may vary depending on the board's tolerance for sharing member contact information. Some clubs prefer to share only the name, phone number and email; others show all contact information. Whatever the level, the administrator chooses what fields will be made available for member viewing and can change the mix at a later date if so desired.

The latest version of Automatic Member Directory includes member photos. Now a name and face can be easily associated by members viewing the directory. Keeping track of member photos can be a harrowing experience, especially for an administrator who may not be able to associate names and images of all members. The simple solution is to let members upload their own photos! This option may be turned on and off by the administrator as circumstances dictate.

Automated Member Directory has features built in that facilitate other modules, too. For example, club email messaging can be customized to special distribution lists and members can choose to receive emails about certain club activities and interests. The membership survey and polling system is also enabled by the directory, which keeps track of survey results. Another new option involves special access for members of the board who can download and review planning documents, agendas and other board information in preparation for board meetings.

The Automated Member Directory is a major step forward in getting a grip on the rapidly changing environment of contact information. Members will love the idea of being able to look up other members, especially to put a name with a face for new acquaintances.

Product Benefits

• Directory is always reasonably current
• Photos of members encourage camaraderie and improved sense of community.
• Members can put a face with a name and become better acquainted with other members.
• Totally flexible field selection for determining what information to collect for club use and what information will be available for members to see about other members.
• Saves the cost of following up on wrong phone numbers and bounced email messages
• Saves time and money in updating the directory because the application enlists members to do updating for you.
• Fewer errors will find their way into the directory because the member is familiar with the information being entered whereas club associates may make mistakes copying information.
• Club email messaging system has fewer bounced emails and more members get the intended message.
• Members are automatically prompted quarterly to update their information
• Members can be opted out of the member view of the directory (handy for public figures and celebrity members).

Product Features

• Members are prompted the first time they access the website and every 90 days thereafter with a pop-up screen that asks them to update their contact information
• All changes made by the member are captured in the database and an email message containing the changes is sent to the club for updating of other member records.
• Over 35 fields of information are available and more can be added to fit the club's unique needs.
• Information is collected from members on whichever fields are chosen by the administrator. Any subset of the fields chosen for information collection from members may then be selected for member viewing of the directory
• Allows for addition of new members and removal of former members
• Includes option to show member photographs.
• Photos can be uploaded by website administrator or optionally, members can be allowed to upload their own photo.
• Members can update their own contact information whenever they wish -- in addition to the automatic quarterly requests.
• Members can change their own username and password, however, they do not have access to view or change their member number, the key field for identifying members.
• The Automatic Member Directory is on the Members Only section of the website and is therefore password protected so only members can view member information
• Administrator has ability to opt out any member from appearing in the member view of the directory.
• Members are never opted out of the administrative view of the directory. This options allows for staff entries to not show up in the member view of the directory.
• Enables setup of special login privileges for board members so they can view a special link with documents specifically for the board to review.
• Enables membership survey system and member polling feature
• Enables subscription lists so members can sign up to receive information on topics of interest and unsubscribe to topics of no interest, for example, golf, tennis, swimming, and youth activities.
• Enables administrator created distribution mailing lists for sending messages to board, committees, project teams, internal clubs, etc. Enables opt out of club's email messaging system.

Demo Links

Member View - Listing

Member View - Details

Pop-Up Screen Prompt

Administrator View