Managing Member Associates

For membership product line items, you can add associate members that will receive member benefits. If you add associates to a membership order, those constituents will get member pricing for as long as the membership is current and active. Associates linked to a membership order are carried forward to the next renewal order.

If you modify the list of associates after a membership order is activated, a message displays asking you if you want to recalculate the CAC product dues (only if you set the RECALC_NAMED_ASSOC_DUES application parameter to "N").

From the Manage Member Associates page, you can view the number of Active Associates and the Total Associates at the top of the page. Additionally, you can use the tabs at the top of the grid to view All, Active, and Cancelled member associates.

From the Manage Member Associates page, you can perform the following:

• Add Individual Associates
• Add Multiple Associates
• Edit and Delete Member Associates

To manage member associates:

1. From the Orders Central page, search for the appropriate order. For more information, please see Searching for an Existing Order.
2. From the order summary page, in the Order Detail section, click the additional options menu to the right of the membership line item and select Manage Member Associates, as shown below.
   
   The Manage Member Associates page displays, as shown below.
   

Total Associates

If a membership product has a Dues Schedule set as the Pricing, the limited number of associates set on the Dues Schedule will be honored on the Manage Member Associates page. Please see the table below for the expected behavior on the Manage Member Associates page for different scenarios (Schedule Method of Schedule vs Commission, Limit Associates set to Yes or No):

Schedule Method	Limit Associates	Expected Behavior/Validation Messages
Schedule	Yes	The user cannot add more associates than are defined for the specific range on the Schedule Basis. If the user attempts to add more associates than allowed, the following error will display: “Limit set for associates has been met. Additional associates cannot be entered.” If there is an associate class restriction defined, the user cannot add more associates of that specific associate class than is defined on the Dues Schedule. If the user attempts to add more associates of a specific associate class, the following error will display: “Limit set for associate class has been met. Additional associates cannot be entered.” If there is an associate class restriction defined, the user cannot add an associate with a class not defined on the class restrictions for that Dues Schedule. If the user attempts to add an associated without the class defined, the following error message will display: “The class you have selected for the associate is not valid. The setup does not allow this class.”
Schedule	No	If the user exceeds the number of associates defined for that specific range on the Schedule Basis, the following soft validation message will display: “This will exceed the maximum number of associates defined. Do you want to continue?” The user can select Yes to continue or No to cancel. If there is an associate class restriction defined, the user cannot add an associate with a class not defined on the class restrictions for that Dues Schedule. If the user attempts to add an associated without the class defined, the following error message will display: “The class you have selected for the associate is not valid. The setup does not allow this class.”
Commission	Yes	The user cannot add more associates than are defined for that Dues Schedule. If the user attempts to add more associates than allowed, the following error will display: “Limit set for associates has been met. Additional associates cannot be entered.”
Commission	No	If the user exceeds the number of associates defined for the Dues Schedule, the following soft validation message will display: “This will exceed the maximum number of associates defined. Do you want to continue?” The user can select Yes to continue or No to cancel.

For more information on Dues Schedules, please see the following topics:

• Membership Rates and Pricing
• Creating a Membership Dues Schedule

Add Individual Associate

You can add an existing customer in the database who does NOT have an active relationship with the customer on the order as an associate on a membership order.

To add a new individual associate:

1. Select +Add Individual Associate.
   The Add New Member Associate screen displays, as shown below.
   
2. For additional search fields, select the Advanced button to the right of the Associate Name field.
   The Choose a Constituent page displays, as shown below. You can also create a new constituent from this page by selecting the New Constituent button.
   
   The following fields are available when searching for the ship-to customer to add to the order:
   1. Name (SEARCH_NAME in CUSTOMER)
   2. Constituent ID (MASTER_CUSTOMER_ID in CUSTOMER)
   3. Constituent Class (CUSTOMER_CLASS_CODE in CUSTOMER)
   4. Record Type (RECORD_TYPE in CUSTOMER)
   5. Status (CUSTOMER_STATUS_CODE in CUSTOMER)
   6. Postal Code (POSTAL_CODE in CUS_ADDRESS)
   7. Phone (SEARCH_PHONE_ADDRESS in CUS_COMMUNICATION)
   8. Email (PRIMARY_EMAIL_ADDRESS in CUSTOMER)
3. Enter the appropriate search criteria and click Search.
4. Select the appropriate constituent from the grid and click Select.
5. The Associate Job Title populates automatically from the constituent record..
6. Select the Associate Class from the drop-down.
   Values in the drop-down are populated based on the non-fixed codes defined for the MBR "ASSOCIATE_CLASS" system type.
7. By default, the Associate Status is set to "Active". If necessary, change the status.
   Values in the drop-down are populated based on the non-fixed codes defined for the MBR "ASSOCIATE_STATUS" system type.
8. By Default, the Associate Status Date is set to today. If necessary, change the date.
9. Click Save.

Add Multiple Associates

From the Manage Member Associates page, you also have the ability to add multiple related members as associate members. Constituents that have an active relationship as of today to the Ship-To Constituent will display in the list on the Add Related Member Associates page. These are existing customers in the database with an active relationship to the customer on the membership order line.

To add multiple associates:

1. Select +Add Multiple Associates.
   The Add Related Member Associates page displays, as shown below.
   
2. The Associate Job Title populates automatically from the constituent record.
3. Select the checkbox next to the associates you would like to add.
4. Select the Associate Class from the drop-down for each associate you would like to add.
   If you select an Associate Class for a member in the grid, the checkbox will be selected for that member automatically.
   Values in the drop-down are populated based on the non-fixed codes defined for the MBR "ASSOCIATE_CLASS" system type.
5. Select the Save Selected button to add the associates.
6. By default, the Associate Status is set to "Active".
7. By Default, the Associate Status Date is set to today.

Edit or Delete a Member Associate

To edit a member associate:

1. From the grid of member associates, click the pencil icon to the right of the associate you want to edit.
   The Edit Member Associate page displays, as shown below.
   
2. Modify the Associate Name, Associate Status, and/or Associate Status Date. and click Save.
3. Additionally, you can open a member associate in the Constituents module by selecting View in Constituents from the additional options menu, as shown below.
   

To delete a member associate:

1. From the grid of member associates, click the additional options menu, and select Delete, as shown below.
   A confirmation message displays.
2. Click OK.