{"id":802,"date":"2026-08-07T16:57:25","date_gmt":"2026-08-07T20:57:25","guid":{"rendered":"https:\/\/calusacruiseclub.com\/?page_id=802"},"modified":"2026-08-22T10:39:52","modified_gmt":"2026-08-22T14:39:52","slug":"managing-member-records","status":"publish","type":"page","link":"https:\/\/calusacruiseclub.com\/index.php\/managing-member-records\/","title":{"rendered":"Managing Member Records"},"content":{"rendered":"\n<h1 class=\"wp-block-heading\">CCC-005 \u2013 Managing Member Records<\/h1>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Document Version:<\/strong> 1.1<br><strong>Last Updated:<\/strong> August 2026<br><strong>Applies To:<\/strong> Calusa Cruise Club Website<br><strong>Audience:<\/strong> Rear Commodore, Treasurer, &amp; Website Administrator<br><strong>Required Privileges:<\/strong> Officer or Website Administrator<br><strong>Estimated Time:<\/strong> 10\u201315 minutes per member<br><strong>Prerequisites:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>CCC-001 \u2013 Getting Started with the Calusa Cruise Club Website<\/li>\n\n\n\n<li>CCC-002 \u2013 Understanding User Roles and Privileges<\/li>\n\n\n\n<li>CCC-003 \u2013 Website Navigation Basics<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Document Owner:<\/strong> Rear Commodore<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h1 class=\"wp-block-heading\">Purpose<\/h1>\n\n\n\n<p class=\"wp-block-paragraph\">The Member Manager is the official source for all member information used throughout the Calusa Cruise Club website.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Information stored in the Member Manager is used by:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>The online Member Directory<\/li>\n\n\n\n<li>The printed Membership Directory<\/li>\n\n\n\n<li>Event and cruise registrations<\/li>\n\n\n\n<li>Member reports<\/li>\n\n\n\n<li>Contact information<\/li>\n\n\n\n<li>Officer reports<\/li>\n\n\n\n<li>Other website functions<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Because many parts of the website depend on this information, keep member records accurate and up to date.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h1 class=\"wp-block-heading\">Before You Begin<\/h1>\n\n\n\n<p class=\"wp-block-paragraph\">Before creating or editing a member record, verify that you have a signed membership application.<\/p>\n\n\n\n<ul class=\"wp-block-list\"><\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h1 class=\"wp-block-heading\">Opening the Member Manager<\/h1>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Log in to the website.<\/li>\n\n\n\n<li>Select <strong>Members Only <\/strong>from the main menu<\/li>\n\n\n\n<li>Press the <strong>Manage Members<\/strong> button.<\/li>\n\n\n\n<li>The Member List will appear.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">The Member List displays all active members. To include inactive members, deselect the &#8220;Active Members Only&#8221; checkbox at the top of the list.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h1 class=\"wp-block-heading\">Finding an Existing Member<\/h1>\n\n\n\n<p class=\"wp-block-paragraph\">You can locate a member in several ways:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Scroll through the member list.<\/li>\n\n\n\n<li>Search by last name. <\/li>\n\n\n\n<li>Search by first name.<\/li>\n\n\n\n<li>Search by boat name (if supported).<\/li>\n\n\n\n<li>Search  by address<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">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 &#8220;Active Members Only&#8221; check box.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h1 class=\"wp-block-heading\">Adding a New Member<\/h1>\n\n\n\n<p class=\"wp-block-paragraph\">To create a new member record:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Open <strong>Members Manager<\/strong>.<\/li>\n\n\n\n<li>Select <strong>Add Member<\/strong>.<\/li>\n\n\n\n<li>Complete all required information. NOTE: The boat name should appear BEFORE the boat description. <\/li>\n\n\n\n<li>Review the information for accuracy.<\/li>\n\n\n\n<li>Save the new member.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">NOTE: The &#8220;Active&#8221; status is selected by default for all new members. Only the Treasurer or Commodore can change the status to &#8220;Dues Paid&#8221;.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">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 &#8220;Create New Household Member&#8221; button at the top of the page. A new member form will appear with &#8220;Address 1&#8221;, &#8220;Address 2&#8221;, &#8220;City&#8221;, &#8220;State&#8221;, &#8220;Zipcode&#8221;, and &#8220;Boat Name\/Descriptions&#8221; prefilled.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h1 class=\"wp-block-heading\">Editing an Existing Member<\/h1>\n\n\n\n<p class=\"wp-block-paragraph\">To update an existing member:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Locate the member.<\/li>\n\n\n\n<li>Open the member record by clicking on the last name.<\/li>\n\n\n\n<li>Edit the required information.<\/li>\n\n\n\n<li>Review the changes.<\/li>\n\n\n\n<li>Save the record.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">Note: Most users can only edit their own member record!<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Common updates include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Address changes<\/li>\n\n\n\n<li>Email changes<\/li>\n\n\n\n<li>Telephone changes<\/li>\n\n\n\n<li>Boat information<\/li>\n\n\n\n<li>Membership status<\/li>\n\n\n\n<li>Officer positions<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h1 class=\"wp-block-heading\">Membership Status<\/h1>\n\n\n\n<p class=\"wp-block-paragraph\">Every member record includes a membership status such as: &#8220;Active&#8221;, &#8220;Officer&#8221;, &#8220;Safety Course Completed&#8221;, and &#8220;Dues Paid&#8221;.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This status determines whether the member appears in various reports and publications.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h1 class=\"wp-block-heading\">Before Saving<\/h1>\n\n\n\n<p class=\"wp-block-paragraph\">Before selecting <strong>Save<\/strong>, verify:<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">\u2713 Names are spelled correctly.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">\u2713 Email addresses are correct.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">\u2713 Telephone numbers are complete.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">\u2713 Boat information is accurate. NOTE: The boat name should appear BEFORE the boat description. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">\u2713 Status is correct.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">\u2713 Required fields are complete.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Correcting errors now helps prevent problems later.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h1 class=\"wp-block-heading\">After Saving<\/h1>\n\n\n\n<p class=\"wp-block-paragraph\">After updating a member record:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Verify the information appears correctly in the Member List.<\/li>\n\n\n\n<li>Confirm any reports affected by the change if necessary.<\/li>\n\n\n\n<li>If preparing a printed directory, generate a new proof before printing.<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h1 class=\"wp-block-heading\">Common Problems<\/h1>\n\n\n\n<h3 class=\"wp-block-heading\">I cannot find the member.<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The member status may not be checked as &#8220;Active&#8221;. Uncheck the &#8220;Active Members Only&#8221; checkbox at the top of the list and search again. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Check the spelling.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Search using only part of the last name.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h3 class=\"wp-block-heading\">The member does not appear in the printed directory.<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Verify that the member&#8217;s status is <strong>Active<\/strong> and the &#8220;Dues Paid&#8221; checkbox is checked.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Generate a new directory after making corrections.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h3 class=\"wp-block-heading\">I accidentally changed the wrong member.<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Do not continue making changes. Press the &#8220;Back&#8221; key and do not press save.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Correct the record immediately.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If necessary, restore the information from club records.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h3 class=\"wp-block-heading\">I cannot edit member records.<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Verify that your account has Officer privileges.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h1 class=\"wp-block-heading\">Tips<\/h1>\n\n\n\n<p class=\"wp-block-paragraph\">Update member records as soon as changes are received.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Do not wait until directory publication time.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Keeping the database current reduces errors and makes directory generation much easier.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h1 class=\"wp-block-heading\">Related Articles<\/h1>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>CCC-006<\/strong> \u2013 Understanding Member Fields<\/li>\n\n\n\n<li><strong>CCC-301<\/strong> \u2013 Generating the Membership Directory<\/li>\n\n\n\n<li><strong>CCC-302<\/strong> \u2013 Printing the Directory Booklet<\/li>\n\n\n\n<li><strong>CCC-401<\/strong> \u2013 Website Administration<\/li>\n\n\n\n<li><strong>CCC-402<\/strong> \u2013 User Roles and Privileges<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h1 class=\"wp-block-heading\">Revision History<\/h1>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><th>Version<\/th><th>Date<\/th><th>Description<\/th><\/tr><\/thead><tbody><tr><td>1.0<\/td><td>August 2026<\/td><td>Initial release<\/td><\/tr><tr><td>1.1<\/td><td>August 2026<\/td><td>Corrections<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>CCC-005 \u2013 Managing Member Records Document Version: 1.1Last Updated: August 2026Applies To: Calusa Cruise Club WebsiteAudience: Rear Commodore, Treasurer, &amp; Website AdministratorRequired Privileges: Officer or Website AdministratorEstimated Time: 10\u201315 minutes [&hellip;]<\/p>\n","protected":false},"author":4,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"site-sidebar-layout":"default","site-content-layout":"","ast-site-content-layout":"default","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"","ast-banner-title-visibility":"","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"","ast-breadcrumbs-content":"","ast-featured-img":"","footer-sml-layout":"","ast-disable-related-posts":"","theme-transparent-header-meta":"","adv-header-id-meta":"","stick-header-meta":"","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"default","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"ast-content-background-meta":{"desktop":{"background-color":"var(--ast-global-color-4)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"var(--ast-global-color-4)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"var(--ast-global-color-4)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"footnotes":""},"class_list":["post-802","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/calusacruiseclub.com\/index.php\/wp-json\/wp\/v2\/pages\/802","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/calusacruiseclub.com\/index.php\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/calusacruiseclub.com\/index.php\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/calusacruiseclub.com\/index.php\/wp-json\/wp\/v2\/users\/4"}],"replies":[{"embeddable":true,"href":"https:\/\/calusacruiseclub.com\/index.php\/wp-json\/wp\/v2\/comments?post=802"}],"version-history":[{"count":9,"href":"https:\/\/calusacruiseclub.com\/index.php\/wp-json\/wp\/v2\/pages\/802\/revisions"}],"predecessor-version":[{"id":841,"href":"https:\/\/calusacruiseclub.com\/index.php\/wp-json\/wp\/v2\/pages\/802\/revisions\/841"}],"wp:attachment":[{"href":"https:\/\/calusacruiseclub.com\/index.php\/wp-json\/wp\/v2\/media?parent=802"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}