Membership Coordinator
Note: the system has two concepts: user and contact. User is an online user who registered himself and manages his data
himself. Contact is managed by some membership coordinator. Both can be members.
If you are Membership Coordinator (MC) in your community, ask your Yellw Gakyil to assign you. After this you will receive an
email from the system informing you that you have a MC assignment.
When you log in, you will see 4 menu items:
You may see more if you also a Gakyil
Start with Manage Payment Setup
Select mandatory fields
These are fields that required by law in your country. A member will be required to fill them.
PayPal Allowed
Whether or not to accept PayPal payments in your community
PayPal Email
Your community PayPal email. Our system will use it when accepting payments.
Note that IDC doesn’t accept payment, our system just generates a PayPal html form for your members and let them pay you.
We only insert notification link so PayPal notifies us about payment and we can update records and send email alerts.
Currency
Your local currency. It must be the same as PayPal main currency, otherwise payments remain unconfirmed.
Currency for Global types
You can choose between USD and EUR for global types. The system will calculate price in your local currency on the moment of
payment
Enable Local Sustaining (optional from 2015)
You have a choice to accept or not local Sustaining membership
Bank info that your member will see
Put your official bank information, so the members know where to pay.
Local Terms and Conditions
Put your local Terms and Conditions here. It will be appended to IDC Terms and Conditions, so a person will need to click Accept
before paying with PayPal
If your community belongs to a gar, you will see an option
This means your currency, currency for Global types and prices will be the same as in your gar
International Gakyil recommends to select Yes if possible.
Click Save after editing
Manage Prices
If your community belongs to a gar and you have selected Align with gar, you don’t need to setup prices
If you and your gar are in different countries and you left Align with gar unchecked, you will see following screen
Click the blue button and set your prices (in the currency that you have chosen in Payment Setup) and click Save
After this you can register payments manually and your prices will be visible on membership page. If you enabled PayPal,
anybody can pay you membership via PayPal and instantly receive membership number and access to closed webcasts.
Manage Contacts
If we imported your members, you will see them in Admin - Manage Contacts
If not, it is easy to create your members as contacts.
But if you try to create a contact that already exists, the system will give youy a warning. In this case you don’t need to create
this contact, you can register payment for it directly. See Payment Registration
Please Remember – date of birth is a mandatory field in this new system. All your contacts who want to become members must
have it.
Payment Registration
Now you can register payments manually
Open Admin - Payment Registration
Type English or local name, email or new membership number if you know it.
You will see that you can Select some users and contacts and some you can’t. There may be two reasons
1. Contact’s Date of birth on set. In this case set the date of birth
2. The user is in a country that has community. In this case user needs to change the country to your country
If you are registering a payment for a user from another country, this means a contact is coming to live in your country. He will
be transferred to you contact list
Click Select on a user or contact
The right side is showing member’s card
You can see the full history by clicking
Year
Select membership year
Membership Type
Select type. Note that local Introductory, Reduced and Meritorious are available until 2014. Global types are available from 2015
Add Payment Date
In case your accounting system needs payment date
Exclude this payment from reports (for old payments)
If you are registering an old payment and want to not include it in the income that will be a base for inter-communities accounts
This is an old full payment
If the payment was full but the price has changed, so this option is needed not to calculated debts
If this is a full payment, click Confirm Payment twice.
If this is a partial payment click
(Limit), but if you click
pay more than the price.
, enter partial amount. The system calculates a maximum amount for you
, you will be able to register any amount. It is useful because sometimes people want to
Duplicate resolution
Don’t delete contacts and payments! Resolve duplicates as described below
To resolve duplicate two contacts:
1. Check with the person what is his first and last name in the passport and birthdate.
2. Update both contacts. You need to ask coordinator of his last payment to do it. Override the duplicate warning when saving
contact
3. The system will merge contacts into one where he paid last.
To resolve duplicate user and contact:
1. Update contact to match user's first, last name and birthdate. Override theduplicate warning when saving contact.
2. The system will merge contact into user.