Policies & Procedures

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