Quilting Guild of The Villages

Membership Manager Guide

Click the Quilting Guild of The Villages on the BLACK BAR at the top left of your screen and click Dashboard to enter

When signing up new members 

    • ONLY enter new members through /Register page  
    • ALWAYS have the member sign in and purchase the memberships with your assistance – don’t send them home the first time to do it by themselves
    • ALWAYS have the member enter First Name and Last Name on the Checkout Screen. It is not optional.
    • NEVER add new order or membership through the Dashboard 

Orders (Go to Dashboard > WooCommerce > Orders)

    • In Orders, you will see every purchase for the guild.
    • When a new user pays by cash, check, credit card or PayPal, the order will show as Processing or On Hold.
    • It’s important that your member add the First Name and Last Name when checking out where it says ‘optional’ unless it is already filled in. In order to see the name in the order nicely, the member needs to fill in the name fields at check out on the left side where the address is shown.
    • Locate the new member’s order – you can Search if you don’t see it at or near the top of the page but if it has not been completed, it should be at the top. 
    • Click the checkbox to the left of the member’s name where you see the order showing ‘Processing’, ‘On Hold’  or anything besides ‘Completed’.
    • Click as many checkboxes as the members you are registering.
    • Select from Bulk Actions ‘Change status to completed’ and click Apply.
    • Make sure that the member has actually paid before marking them as a Completed status indicates the membership is paid in full.
    • You can also see more details if you click on the member’s name and view the Edit Order screen.

Refunded Orders

    • All requests for refunds must be sent by email to the web – include all details.
    • ONLY the Web Chair may issue refunds.

Cancellations

    • Orders are NEVER cancelled by humans!
    • The system will automatically cancel any order that is not paid within the time allotted.
    • Memberships (as opposed to Orders) can be cancelled by the User Manager or Web Chair

Revenue 

AS YOU KNOW… 

  • Members can pay by cash, check, credit card and PayPal. 
  • We prefer credit card or PayPal – encourage and offer that we accept and prefer credit cards. 
  • We expect that 95% of renewals will be done online using credit card or PayPal. 
  • Cash and checks are processed by the chapter.
  • Credit cards and PayPal are processed by the guild.

WHAT YOU MAY NOT KNOW… 

  • The guild treasurer will not accept any monies directly from a member – only from the chapter checking account to ensure the integrity of the process. 
  • Every quarter from the first day to the last will count as a reconciliation period. 
  • You must add all member’s user, order, and membership information by the last day of the month to count them as joining in that month.  
  • Best practice –  do not enter new registrations UNLESS the member can complete the process the SAME day. 
  • The first day following a reconciliation period, a report will be available for you to prove 
  • The following E-Board meeting (3 weeks later) will be the time to drop off or pick up monies and the ‘Revenue Report – Last Quarter’ report. 

 

revised 10/30/2021 par