Casual Member – The default status-type, member's names will appear alphabetically on the Attendance Checklist with the letter C and an empty checkbox beside each name. TIP: Create one or more Anonymous member IDs to accurately record payments received from for one-off visits at meetings/events.

Full Member – These member names will appear alphabetically on the Attendance Checklist with the letter F and an empty checkbox beside each name.

Email-List-Only - used to track people who have not yet attended a meeting, but may do so at a future date. These names will appear at the bottom of the Attendance checklist with the letter E and an empty checkbox beside each name.

Ex-member - this status applies to members who have requested removal from the mail-list AND are not likely to attend meetings during the current financial year. These member names will ONLY appear in a report (Show All Members) with the letter X beside each name. They exist by virtue of the fact that they still exist as a record in the database.

Adding a new member

If Full Member (F) status is selected when adding a new record you will be prompted to record the amount received and the date that Full Member Payment was made, which in turn sets an expiry date 12 months on.

We have deliberately chosen to keep Member Details to a minimum - full address and phone number details are not recorded as they are not required for financial reports. This greatly reduces the tedium of data entry, and eliminates concerns for privacy and online security. There are no mandatory fields, so email addresses are optional.

Meeting - Creating a Meeting will generate an attendance checklist complete with all the names of your group's members that can be used to check off guests as they arrive. A suggested fee appears beside each name according to the member status, as well as any notes or reminders ie. annual membership due date. The fee structure for the meeting is determined during the Create Event process, thus allowing you to increase or decrease the fee according to the type of event - covering such costs as special venue hire, guest speaker fees, refreshments etc. Fees can be set anywhere from $0 to $999.00.

Other income - this form simply allows you to add one or more records grouped under the event date, describe each type of transaction (eg. the sale of merchandise), and to record the amount.

Expenses – this form allows you to add one or more records grouped under the event date, describe each type of expense (eg. hire of data projector), and to record the amount.

Notes: The Update and Lock button prevents the addition of further records, best used at the end of a month.
This system is NOT a complex financial management tool, it is intended for very simple, basic tracking of group meeting activity.

Creating an event

Meeting event dates are best set as the actual date of the meeting. If your group meets only once a month, then Other Income and Expense events are best set as the last day of the current month.