The Membership Bulk Change program allows you to:
- Change the membership date and/or expiration date of passes in your system.
- Reset the Guest Visits Allowed for your passes back to their default setting.
To Run the Membership Bulk Change Program
- In the Pass DataGrid, select the pass code(s) for which you wish to change membership and/or expiration dates.
OR
Select the Use Pass Range option and enter a beginning and ending pass code range
OR
Use a pass code wildcard.
Note: You must make a selection either in the DataGrid or in the range (or both). Leaving the Use Pass Range option deselected and making no selections in the DataGrid will result in no pass codes being selected.
- Enter the range of pass membership dates for which you wish to change either the membership or expiration date.
- Slect:
- Membership Date - All passes originally purchased within the date range will be selected.
- Expiration Date - All passes that expired or will expire within the date range will be selected.
- Select the pass status(es) you want to include.
OR
Leave the field blank to include all pass statues. - (Optional) Enter a range of pass numbers. Pass numbers that fall within the pass code types you selected above will be included.
- Make a selection in then Payment Methodsfield. This allows you to further filter the passes that will be updated.
- Installment Billed Only - Passes set up for Installment Billing only.
- Paid in Full Only -Passes set up without an Installment Billing option.
- Installment Billed and Paid in Full - Both of the above.
- Expand Change Optionand select whether you want to:
- Enter a New Expiration Date
- Enter a New Membership Date
- Extend the Expiration Date
- Reduce the Expiration Date
- Clear Guest Visits - This option resets the Guest Visits Used for all passes back to their default Guest Visits Allowed value. Skip to Step 9 below.
- In the New Date field, enter or select the desired date. The date you pick will be the new expiration date or the new membership date, depending on your selection above.
- If electing to Extend or Reduce the Expiration Date, skip the New Date field and enter the number of days by which you wish to extend the current Expiration Date.
- Click Process. The process runs on the AppServer. The Notification Center will alert you when it completes.
- When the date change process is complete, Exit.
Other buttons on the screen…
Click Process to run the Membership Date Change program. The process runs on the AppServer; you will be notified with it completes.
Click Default Settings to reset the screen parameters. Vermont Systems recommends clicking Default Settings whenever a program or report doesn't produce the expected results. Resetting a program to its default settings removes any unseen spaces and/or bad data in the fields.
Core Criteria
Passes (PMPass_PassCode_DataGrid)
This field is applicable for the Pass Module only when running this program.
Select individual pass codes or a range of pass codes from the DataGrid if desired. The passes you select will be included in the process you are running.
OR
Make no selections in the browser and opt to Use Pass Range to select a range of passes to include in this process if desired.
Note: You must make a selection either in the DataGrid or in this range (or both). Leaving the Use Pass Range option deselected and making no selections in the DataGrid will result in no pass codes being selected.
Use Pass Range (PMPass_PassCode_UseRange)
This field appears in numerous programs. Its functionality may vary.
Select this option to limit your selection to a range of passes.
THEN
Enter the range of pass codes.
OR
Leave this option deselected to skip the pass code range check and make selections from the DataGrid if applicable.
- If there is a DataGrid for this program - In instances where you have a DataGrid and corresponding range a selection in one or the other (or both) is required. Selecting nothing from the DataGrid and nothing from the range yields a blank report or process.
- If there is not a DataGrid for this program - In instances where you do not have a DataGrid a selection here is not required. Leaving this option deselected skips this filter and results in all codes being included.
Begin Pass (PMPass_PassCode_Begin)
This field is applicable only if you opt to Use Pass Range.
Select the beginning and Ending pass codes for their respective fields. Pass codes within the range entered will be included in the process.
DeleteEnd Pass (PMPass_PassCode_End)
This field is applicable only if you opt to Use Pass Range.
Select the beginning and ending pass codes for their respective fields. Pass codes within the range entered will be included in the process.
DeletePass Code Wildcard (PMPass_PassCode_Equals)
Select the pass code you wish to use a base for your wildcard.
THEN
Choose your Wildcard Equals Option, if applicable.
See also: RecTrac Wildcarding.
DeleteWildCard Option (PMPass_PassCode_Equals_Option)
This field is applicable only if you opt to use a wildcard.
Select your Wildcard Option for this process:
- Equals - The process will return a list of all records that equal the value entered. This must be an exact match. For Example: If this was a list of Family Members entering 'Grace Somersby' would find 'Grace Somersby' because it is an exact match but it would NOT find 'Grace J. Somersby' because it is not an exact match.
Note: When running Reports you can use a comma-delimited list (with no spaces) in the corresponding Wildcard field when your Wildcard Option is Equals. This applies to Reports only. For Example: Entering "48116 5851 88003" in a Zip Code Wildcard field on a Report and using the Equals Option would yield results from those three separate Zip Codes.
- Begins - The process will return a list of all records that begin with the value entered. Wildcarding asterisks/periods are not needed. For Example: If this was a list of Family Members entering 'Gr' would find all members whose name begins with 'Gr ' such as Grace Somersby but it would NOT find Ginny Weasley because her name begins with 'Gi.'
- Ends - The process will return a list of all records that end with the value entered. Wildcarding asterisks/periods are not needed. For Example: If this was a list of Family Members entering 'by' would find all members whose name ends with 'by ' such as Grace Somersby but it would NOT find Sam McGee because his name ends with 'ee.'
- Matches - The process will return a list of all records where a value match can be found. Wildcarding and asterisks/periods must be used. For Example: If this was a list of Family Members entering '*om*' (asterisks must be included) would find Grace Somersby and Tom Sawyer because "om" appears in both names but it would NOT find Felicity Lemon because "om" does not appear anywhere in her name.
Note: See also: RecTrac Wildcarding.
Begin Date (MembershipDateChange_BeginDate)
Select your Begin Date option for this process.
THEN
Take appropriate action in the right-hand column to specify the actual date you wish to select. If you are running this program manually, it is always safe to use Actual Date" for this field and then enter the date you wish to use. If running this program as a Scheduled Event an option other than "Actual Date" may be more appropriate.
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
snippets/step_by_step_help>DeleteEnd Date (MembershipDateChange_EndDate)
Select your End Date option for this process.
THEN
Take appropriate action in the right-hand column to specify the actual date you wish to select. If you are running this program manually, it is always safe to use Actual Date" for this field and then enter the date you wish to use. If running this program as a Scheduled Event an option other than "Actual Date" may be more appropriate.
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
DeleteDate Option (MembershipDateChange_DateOption)
Select your Date Option option for this process.
- Membership Date - All passes originally purchased or renewed within the date range will be selected.
- Expiration Date - All passes that expired or will expire within the date range will be selected.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Statuses To Include (MembershipDateChange_StatusToInclude)
This is a mandatory field in the standard Vermont Systems design. Your design may vary.
Select the pass status(es) you want to include.
OR
Leave the field at (0) Selected to include all pass statuses.
Begin Pass Number (MembershipDateChange_BeginPassNumber)
Enter Beginning and Ending range of Pass Numbers, if desired. Pass Numbers that fall within the Pass Code types you selected from the Range and/or DataGrid will be included.
Note: Entering a range of Pass Numbers without selecting Pass Code types from the Range and/or DataGrid will yield no results. Remember: You must make a selection either in the DataGrid or in this Range (or both) else NO PASS TYPES will be selected.
End Pass Number (MembershipDateChange_EndPassNumber)
Enter a beginning and ending range of pass numbers, if desired. Pass numbers that fall within the pass codes you selected from the range and/or DataGrid will be included.
Note: Entering a range of pass numbers without selecting pass codes from the range and/or DataGrid will yield no results. Remember: You must make a selection either in the DataGrid or in this range (or both) else no pass codes will be selected.
Payment Methods (MembershipDateChange_PaymentMethodOption)
Make a selection in then Payment Methods field. This allows you to further filter the passes that will be updated
- Installment Billed Only - Passes set up for Installment Billing only.
- Paid in Full Only -Passes set up without an Installment Billing option.
- Installment Billed and Paid in Full - Both of the above.
Note: If you select "Installment Billed Only" or "Installment Billed and Paid in Full be sure to visit the Update Installment Billing field and make a selection.
Change Option (MembershipDateChange_NewDateOption)
Select your Change Option option for this process.
THEN
Enter a New Date or enter a value in the Number of Days field accordingly based on the option you select here.
- New Expire Date - This option allows you to select a new expiration date for all the passes selected for the process. Select this option, then enter a New Date. Passes will expire on the date you select.
- New Member Date - This option allows you to select a new member date for all the passes selected for the process. Select this option, then enter a New Date. Passes will have a membership date on the date you select
- Extend Expire Date - This option allows you to increase the expiration date for all the passes selected for the process by a dynamic number of days. Select this option, then enter a value in the Number of Days field. The expiration date of the passes selected will be extended from their current date by the number of days you select.
- Reduce Expire Date - This option allows you to decrease the expiration date for all the passes selected for the process by a dynamic number of days. Select this option, then enter a value in the Number of Days field. The expiration date of the passes selected will be reduced from their current date by the number of days you select.
- Clear Guest Visits - This option voids the number of guest visits used against a pass and restores the guest visits allowed back to its default setting. For example, your Annual Resident" pass code is set up to allow three (3) guest visits. William T. Stead has used all three (3) visits for his pass. When this program is run the "Guest Visits Used" field will be reset to 0 thus allowing William to use another three (3) guest visits.
Note: When opting to Clear Guest Visits the Date and Number of Days fields will be hidden
New Date (MembershipDateChange_NewDate)
This field is applicable only if your New Date Option is "New Expire Date" or "New Member Date." This is a mandatory field in the standard Vermont Systems design. Your design may vary.
Select your New Date option for this process.
THEN
Take appropriate action in the right-hand column to specify the actual date you wish to select. If you are running this program manually it is always safe to use "Actual Date" for this field and then enter the date you wish to use. If running this program as a Scheduled Event an option other than "Actual Date" may be more appropriate.
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
DeleteNumber Of Days (MembershipDateChange_NumberOfDays)
This field is applicable only if your New Date Option is "Extend Expire Date" or "Reduce Expire Date."
Enter a value in this field. The value is the number of days you will add to (Extend Expired Date) or subtract from (Reduce Expire Days) the current expiration date of the passes selected for this process. Positive whole numbers only are needed. If opting to Reduce Expire Days the system knows to do subtraction so a negative value in this field is not needed.
For example you opt to Reduce Expire Date. You enter "7" in this field. Upon running the process every pass will have seven (7) days subtracted from its expiration date so a pass set to expire on 12/06/20xx will now have an expiration date of 11/30/20xx..
DeleteUpdate Installment Billing (MembershipDateChange_UpdateInstallmentBilling)
This field is applicable only if your selection in the Payment Methods field is "Installment Billed Only" or "Installment Billed and Paid in Full."
Select this option to have Installment Bills updated to match the changes you're making here. Leave this option deselected to leave Installment Bills as they are regardless of the changes you make here.
For example you bill passes on a monthly basis. You use this utility to extend the expiration date of your passes by two (2) months. If you want to add two more installment bills (to extend the bills to match the new expiration date) then you would select this option. If you do you not want to add two (2) more bills to the billing schedule then you would leave this option deselected. In that event the expiration date of the passes would be extended by two (2) months but the bills would end on their previously scheduled date.
Delete