Member Onboarding Workflow

The member onboarding workflow is a streamlined, 4-step process for adding new members to your organization. This guided workflow ensures all necessary information is collected and membership invoices can be automatically generated.

When to Use Onboarding

Use the member onboarding workflow when:

• Adding a new member to your organization
• Converting a prospect or contact to a full member
• You need to collect membership tier information and create an invoice
• You want a guided, step-by-step process

For quick edits to existing members, use the standard member management interface instead.

The Onboarding Process

1. Step 1: Member Details

   Collect basic information about the new member:

   Required Fields:

   • Member Type: Member, Contact, Prospect, or Former Member
   • First Name: Member's first name
   • Last Name: Member's last name
   • Email: Primary email address (must be unique)

   Optional Fields:

   • Title: Mr., Mrs., Dr., Rabbi, etc.
   • Middle Name: Middle name or initial
   • Phone Numbers: Primary and secondary phone
   • Address: Full mailing address
   • Date of Birth: For age-based tracking
   Email Addresses: Each member must have a unique email address in the system. If two family members share an email, consider creating a family account or using alternate emails.

   Continue to Next Step →

2. Step 2: Additional Details

   Collect Jewish/Hebrew information and additional details:

   Jewish Details:

   • Hebrew Name: Member's Hebrew name
   • Father's Hebrew Name: For Hebrew name format (ben/bat)
   • Mother's Hebrew Name: For Hebrew name format
   • Tribe: Kohein, Levi, or Israel
   • B'nai Mitzvah Date: Date of Bar/Bat Mitzvah
   • Anniversary Date: Wedding anniversary

   Participation Preferences:

   • Aliyah: Willing to receive aliyot to Torah
   • Chazanut: Can lead prayers/services
   • Dvar Torah: Willing to give Torah talks
   • Maftir: Can read Haftarah

   Why Collect This Information?

   Hebrew names and participation preferences help with:

   • Creating Mi Shebeirach lists
   • Planning services and assigning honors
   • Yahrzeit reminders and memorials
   • Hebrew calendar integration

   Continue to Next Step →

3. Step 3: Select Membership Tier

   Choose the appropriate membership tier and billing period:

   Available Membership Tiers:

   Tier Name	Annual Cost	Description
   Individual	$1,200	Single adult membership
   Family	$2,400	Household membership (2+ adults)
   Young Professional	$600	Ages 22-35, discounted rate
   Senior	$800	Ages 65+, discounted rate
   Student	$300	Full-time students with ID

   Note: Actual tiers and pricing are configured by your administrator and may differ from the examples above.

   Billing Period:

   Select how often the member will be billed:

   • Annual: One payment per year
   • Semi-Annual: Two payments per year (50% each)
   • Quarterly: Four payments per year (25% each)
   • Monthly: Twelve payments per year (1/12 each)
   • Custom: Enter a custom billing schedule

   Continue to Next Step →

4. Step 4: Review & Create Invoice

   Review all information and decide whether to create an invoice:

   Review Summary:

   Carefully review all entered information:

   • Member personal details
   • Contact information
   • Hebrew/Jewish details
   • Selected membership tier and cost
   • Billing period and schedule

   Invoice Options:

   Create Invoice Now

   Generate a membership invoice immediately:

   • Set the invoice date (defaults to today)
   • Set the due date
   • Optionally email the invoice to the member

   Save Without Invoice

   Create the member record only:

   • Member is added to the system
   • No invoice is generated
   • You can create an invoice later manually

   Email Invoice

   If you choose to create an invoice, you can email it immediately:

   • PDF invoice attached to email
   • Payment instructions included
   • Member receives payment link (if online payments enabled)
   Success! After completing the workflow, the new member is added to your database with a complete profile and optional invoice.

After Onboarding

Next Steps

Once a member is onboarded, you can:

• View Member Profile: Click "View Member" to see the complete profile
• Create User Account: Generate login credentials so the member can access the member portal
• Add Family Members: Link spouse and children to the member record
• Record Yahrzeits: Add yahrzeit observances for family members
• Track Payments: Record invoice payments as they're received

Creating User Accounts

To give members access to the member portal:

1. Navigate to the member's profile
2. Click "Create User Account"
3. A temporary password will be generated
4. Email the credentials to the member
5. Member will be prompted to change password on first login

Tips and Best Practices

Common Questions

Can I edit member information after onboarding?

Yes! All member information can be edited at any time from the member management interface. Navigate to Members, find the member, and click Edit.

What if I make a mistake during onboarding?

You can use the "Back" button to return to previous steps and correct errors. If you've already completed the workflow, edit the member record directly.

Can I onboard multiple members at once?

No, the onboarding workflow processes one member at a time. For bulk imports, use the member import feature instead.

What happens if the email address is already in use?

The system will display an error. Each member must have a unique email address. Consider using alternate emails or family-specific addresses.

Can I customize the membership tiers?

Yes, administrators can add, edit, or remove membership tiers in the Settings section under Membership Tiers.

Related Documentation

• Managing Members - Full member management guide
• Membership Periods - Track membership over time
• Managing Invoices - Invoice creation and tracking
• Student Onboarding - Similar workflow for students