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Review, edit or delete added memberships

After importing or manually entering memberships, review the added memberships and identify those needing to be edited or deleted. Then, register the added memberships.

Begin in the roster system under Register Added Memberships.

Review and analyze added memberships

When memberships are added or imported, the system automatically analyzes the memberships to identify those missing required data and/or those that potentially match existing member profiles within your chapter. If a potential match is found, an FFA ID will be provided in the FFA ID column.

Memberships highlighted in red are missing required data. Hover your mouse over the row to see which data points need to be added. Click the Pencil Icon to edit.

Review:

Before registering your memberships, it is important to carefully review your added/imported memberships. Look for:

  • Memberships that were left off/omitted and need to be added
  • Memberships missing required data and need to be edited
  • Duplicate and/or unintentionally added memberships that need to be deleted
Analyze added/imported membership(s) again:

Even though the system analyzes the data when added/imported, you may find it helpful to analyze the memberships again.

  1. Select Membership(s) to analyze by one of the following methods:
    • Select checkboxes to analyze one or more memberships
    • Click the top-left checkbox to analyze all memberships on the current page
    • Choose Select all ## memberships to analyze all memberships on all pages – This option only appears when there are more than 20 memberships
  2. Click Analyze Added Membership(s)

Watch for a message at the top of the screen. A green success message indicates all required data points were supplied and no potential matches were found. A yellow warning message indicates one of the following:

  • Memberships are missing required data
  • A potential match to an existing member profile was found within your chapter and may require further review
  • Memberships are missing required data and a potential match was found
Potential match(es):

If a potential match is found, you can review the similarities between the existing member profile data (i.e., text in red) and the imported member profile data (i.e., text in the editable fields). After reviewing:

  1. Select one of the following options:
    • Update Existing Member – Implies, YES, this is the same person; keep this FFA ID and update his or her profile upon registering
    • Treat as New Member – Implies, NO, this is a completely different person; assign a new FFA ID upon registering
    • Discard – Deletes the membership from the Register Added Memberships section only
  2. Click Save. Watch for a green success message at the top of the screen.

Tip

If you have several potential matches to review, click Cancel to return to the grid. Then, register your brand new memberships (i.e., those without an FFA ID). Afterward, focus on the memberships to be reviewed.

Export added/imported membership(s):

If you have multiple memberships to review, you may find it easier to review your added/imported memberships in a Microsoft Excel spreadsheet.

  1. Click the Excel Icon – A Microsoft Excel file will be generated
  2. Retrieve the Microsoft Excel file – Locating the downloaded file will depend on your internet browser

Tip

The last column of the exported spreadsheet notates errors (i.e., missing required data).

Edit added memberships

After identifying memberships that are missing required data, you can now edit the membership(s).

Edit a single added/imported membership:
  1. Click the Pencil Icon for a specific membership
  2. Verify the Membership Type is correct
  3. Review and/or add the following national-required data points:
    • First Name
    • Last Name
    • Mailing Address
    • High School Graduation Year (Students)
    • High School Graduation Month (Students in Grade 12)
  4. Review and/or add the following state-required data points (Students):
    • Email – may be required by your state, check your chapter profile
    • Gender – may be required by your state, check your chapter profile
    • Race/Ethnicity – may be required by your state, check your chapter profile
  5. Click Save. Watch for a green success message at the top of the screen.
  1. Next, choose one of the following options:
    • Click Return if you have additional memberships to edit and/or register
    • Click Register to register this membership only

If you chose Register, watch for a green success message at the top of the screen.

Edit multiple added memberships:

If you have several memberships missing required data, it may be easier and more efficient to edit your original roster template and then re-import the template. If you choose this method, first, you will need to delete your existing added/imported memberships, as they will not be overwritten by the new import.

Delete unintended or duplicate added membership(s)

With the unintended and/or duplicate membership(s) identified, you can now delete the membership(s).

Delete a single added membership:
  1. Click the Trash Can Icon for a specific membership
  2. Click OK to approve the action. Watch for a green success message at the top of the screen.
Delete multiple added/imported memberships:
  1. Select Membership(s) to delete by one of the following methods:
    • Select checkboxes to delete one or more memberships
    • Click the top-left checkbox to delete all memberships on the current page
    • Choose Select all ## memberships to delete all memberships on all pages – This option only appears when there are more than 20 memberships
  2. Click Delete Added Membership(s)
  3. Click OK to approve the action. Watch for a green success message at the top of the screen.

Register added membership(s)

With unintended/duplicate memberships deleted and remaining memberships reviewed/edited, you can now register the membership(s).

Register a single added/imported membership:
  1. Click the for a specific membership
  2. Click OK to approve the action. Watch for a green success message at the top of the screen.
Register multiple added/imported memberships:
  1. Select Membership(s) to register by one of the following methods:
    1. Select checkboxes to register one or more memberships
    2. Click the top-left checkbox to register all memberships on the current page
    3. Choose Select all ## memberships to register all memberships on all pages – This option only appears when there are more than 20 memberships
  2. Click Register Added Membership(s)
  3. Click OK to approve the action. Watch for a green success message at the top of the screen.
Final review

After registering your added/imported membership(s), go to the Manage Memberships section to see all your memberships in one area. There, you will find:

  • Active, nationally approved multi-year memberships (e.g., Three Year, Four Year [Student], Associate and Lifetime [Alumni])
  • Memberships awaiting your approval
    • Renewed
    • Added/Imported
    • Self-registered (Except Alumni memberships paid via PayPal)
  • Memberships already submitted for state approval

Perform a final comparison and review of all your memberships to identify missing, unintended and/or duplicate memberships before submitting for state approval. After finishing your final review, you will be ready to submit your memberships for state approval from either Manage Memberships or Approve Pending Memberships.


Additional help: Review, edit, delete and/or register added/imported memberships (PDF)

Updated on June 19, 2018

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