Treasurer: Added a page for onboarding members backend.

2026-02-18T23:04:52Z

Added a page for onboarding members backend.

New page

This is the back-end procedure for becoming a member of Creatorspace. There are five actions that must be performed.

First is finding out when someone joins on the website. That's done in Square (there's a different process for PayPal and Cash), which needs to be checked at least weekly. I also check when I see an invoice with a name I don't recognize in the Treasurer email.

==== Square (for member info) ====

* Payments & Invoices/All Orders/
** Shipping Address
** Phone Number
** Email
** Creation Date
* Customer Directory/Directory/Group:New Customers
** Sort by Created
** Email
** Phone
** First Visit date

Second is updating the Master Membership spreadsheet. This is super important because this is the only way tp know how many members there are.

We currently use a spreadsheet to manage membership data. This works well as long as it is continuously kept up to date. The Data description is (will be) here.

==== Update MasterMemberList spreadsheet with info ====

* Add First Name, Last Name
* Add whole name
** Add other names, if needed
* Billing email
** Add other emails, if needed
* Address, Phone
* Checkboxes
** Add x for Member, Square
** Add Dues: Mthly and Actual
** Add type of membership
** Add Join Date Add Notes, if needed
* Save As, with date in name

Third is sending a Welcome to Creatorspace email. This is to confirm to the member that they have become a member. This email includes a Welcome Letter outlining the rights and responsibilities of membership.

==== Email ====

* Copy older welcome letter
* Attach Welcome Letter

Fourth is adding the new member to the various Mailchimp mailing lists, or Audiences as they call it in Mailchimp. We maintain a list of current members, a list for all members past and present, and a Master List which is used for the newsletter.

==== Mailchimp ====

* Audience
** Creatorspace Member
*** Add Single Contact
**** Permission checkbox
**** Email
**** First Name, Last Name
**** Address
**** Phone
*** Contacts
**** Select checkbox
**** three dots:Copy to audience
**** Copy to Creatorspace Members and Friends
**** Repeat, and copy to Master List

Fifth and final task is adding the new member to Slack! This is done last because they aren't fully a member until everything else is done. I have found changing the order tasks are preformed usually leads to errors. Also data gathered from each task gets used in later tasks.

==== Slack ====

* Creatorspace menu
** Invite people to Creatorspace
*** Send to: email
*** Invite as Member

Policies & Procedures - Revision history

Treasurer: Added a page for onboarding members backend.