Managing Member Records

CCC-005 – Managing Member Records

Document Version: 1.0
Last Updated: August 2026
Applies To: Calusa Cruise Club Website v1.x
Audience: Membership Chair, Website Administrator
Required Privileges: Membership Chair or Website Administrator
Estimated Time: 10–15 minutes per member
Prerequisites:

  • CCC-001 – Getting Started with the Calusa Cruise Club Website
  • CCC-002 – Understanding User Roles and Privileges
  • CCC-003 – Website Navigation Basics

Document Owner: Rear Commodore

Purpose

The Member Manager is the official source for all member information used throughout the Calusa Cruise Club website.

Information stored in the Member Manager is used by:

  • The online Member Directory
  • The printed Membership Directory
  • Event and cruise registrations
  • Member reports
  • Contact information
  • Officer reports
  • Other website functions

Because many parts of the website depend on this information, member records should always be kept accurate and up to date.

Before You Begin

Before creating or editing a member record, verify that you have the following information:

  • Member name
  • Spouse or partner name (if applicable)
  • Mailing address
  • Email address(es)
  • Telephone number(s)
  • Boat information
  • Emergency contact information (if used)
  • Membership status
  • Any other required club information

If possible, confirm the information directly with the member.

Opening the Member Manager

  1. Log in to the website.
  2. Select Members Only from the main menu
  3. Press the Manage Members button.
  4. The Member List will appear.

The Member List displays all member records currently stored in the system.

Finding an Existing Member

There are several ways to locate a member.

You may:

  • Scroll through the member list.
  • Search by last name.
  • Search by first name.
  • Search by boat name (if supported).
  • Filter by membership status.

Using the search function is usually the fastest method.

Adding a New Member

To create a new member record:

  1. Open Members Manager.
  2. Select Add New Member.
  3. Complete all required information.
  4. Review the information for accuracy.
  5. Save the new member.

After saving, verify that the member appears in the Member List.

Editing an Existing Member

To update an existing member:

  1. Locate the member.
  2. Open the member record.
  3. Edit the required information.
  4. Review the changes.
  5. Save the record.

Common updates include:

  • Address changes
  • Email changes
  • Telephone changes
  • Boat information
  • Membership status
  • Officer positions

Membership Status

Every member record includes a membership status.

This status determines whether the member appears in various reports and publications.

Examples may include:

  • Active
  • Inactive
  • Honorary
  • Former Member

Use the appropriate status according to current club policy.

Before Saving

Before selecting Save, verify:

✓ Names are spelled correctly.

✓ Email addresses are correct.

✓ Telephone numbers are complete.

✓ Boat information is accurate.

✓ Membership status is correct.

✓ Required fields are complete.

Correcting errors now helps prevent problems later.

After Saving

After updating a member record:

  • Verify the information appears correctly in the Member List.
  • Confirm any reports affected by the change if necessary.
  • If preparing a printed directory, generate a new proof before printing.

Common Problems

I cannot find the member.

Check the spelling.

Search using only part of the last name.

Verify the member is not marked Inactive.

The member does not appear in the printed directory.

Verify that the member’s status is Active.

Generate a new directory after making corrections.

I accidentally changed the wrong member.

Do not continue making changes.

Correct the record immediately.

If necessary, restore the information from club records.

I cannot edit member records.

Verify that your account has Membership Chair or Website Administrator privileges.

Tips

Update member records as soon as changes are received.

Do not wait until directory publication time.

Keeping the database current reduces errors and makes directory generation much easier.

Related Articles

  • CCC-006 – Understanding Member Fields
  • CCC-301 – Generating the Membership Directory
  • CCC-302 – Printing the Directory Booklet
  • CCC-401 – Website Administration
  • CCC-402 – User Roles and Privileges

Revision History

VersionDateDescription
1.0August 2026Initial release
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