Managing Member Records

CCC-005 – Managing Member Records

Document Version: 1.1
Last Updated: August 2026
Applies To: Calusa Cruise Club Website
Audience: Rear Commodore, Treasurer, & Website Administrator
Required Privileges: Officer 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, keep member records accurate and up to date.

Before You Begin

Before creating or editing a member record, verify that you have a signed membership application.

    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 active members. To include inactive members, deselect the “Active Members Only” checkbox at the top of the list.

    Finding an Existing Member

    You can locate a member in several ways:

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

    Using the search function is usually the fastest method. As you type in the search field, the list is narrowed. If you are trying to find someone who is no longer an active member, uncheck the “Active Members Only” check box.

    Adding a New Member

    To create a new member record:

    1. Open Members Manager.
    2. Select Add Member.
    3. Complete all required information. NOTE: The boat name should appear BEFORE the boat description.
    4. Review the information for accuracy.
    5. Save the new member.

    NOTE: The “Active” status is selected by default for all new members. Only the Treasurer or Commodore can change the status to “Dues Paid”.

    After saving, verify that the member appears in the Member List. To add another member from the same household, select the first member of the household and press the “Create New Household Member” button at the top of the page. A new member form will appear with “Address 1”, “Address 2”, “City”, “State”, “Zipcode”, and “Boat Name/Descriptions” prefilled.

    Editing an Existing Member

    To update an existing member:

    1. Locate the member.
    2. Open the member record by clicking on the last name.
    3. Edit the required information.
    4. Review the changes.
    5. Save the record.

    Note: Most users can only edit their own member 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 such as: “Active”, “Officer”, “Safety Course Completed”, and “Dues Paid”.

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

    Before Saving

    Before selecting Save, verify:

    ✓ Names are spelled correctly.

    ✓ Email addresses are correct.

    ✓ Telephone numbers are complete.

    ✓ Boat information is accurate. NOTE: The boat name should appear BEFORE the boat description.

    ✓ 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.

    The member status may not be checked as “Active”. Uncheck the “Active Members Only” checkbox at the top of the list and search again.

    Check the spelling.

    Search using only part of the last name.

    The member does not appear in the printed directory.

    Verify that the member’s status is Active and the “Dues Paid” checkbox is checked.

    Generate a new directory after making corrections.

    I accidentally changed the wrong member.

    Do not continue making changes. Press the “Back” key and do not press save.

    Correct the record immediately.

    If necessary, restore the information from club records.

    I cannot edit member records.

    Verify that your account has Officer 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
    1.1August 2026Corrections

    Scroll to Top