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Member Muster User Manual - Member Muster for The American

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1. G amp mw aif o Emergency Contact DOB Calendar Member Since Fiscal Year 2016 Fiscal Years Member Spouse A Committee and Subgroup Assignments Comments ADD REMOVE MEMBERSHIP DATA Date Joined 08 30 2015 Calendar J Membership Card Mailed T Post Newsletter Dues Payment Status CURRENT DD214 On File Current Dues Paid Date 08 30 2015 Calendar AnA Prior Year Dues Paid Date Payment Days Late fo PUFLS Photo On File J PurL T HM i T Check if Current Post Officer Denotes a required entry CANCEL The Standard Member Information Form will appear M Service y Service Era Army El C wwil Marines e C Korea ao Vietnam Air Force O C Lebanon Grenada Coast Guard C Panama C Other C Gulf Unknown C Unknown Gender C Male C Female Standard Member Information Form Standard Member Information Form F Check if Active Duty SAVE a This is the Standard Member Information Form All items that pertain to a member will be entered or checked on this form It is the basis for all information contained in the membership database Each time you make an entry or change to a member s record you will use this form Most fields a field is a box which can contain information are obvious and self explanatory To type an entry into any box select the box by moving the mouse into the box and then click to start typing 20 Y
2. Member Mgmt Missing Data Reports Membership Reports Quick Counts Member Since No News Letter Subscrption ID Card Not Sent DD214 Not On File Photo Not On File Missing Data Reports Menu 29 The Missing Data Report is intended as an aid in determining what is needed to keep your records complete and up to date It is the second selection at the top left side of the Main Menu This Missing Data menu appears when you select Missing Data Reports from the Main Menu Click on any topic line in the menu to see a list of members missing the data item you selected When the list appears you can double click any name and that member s record will appear in the EDIT mode ready to accept any changes you need to make You also have the option to print the Missing Data Report Membership Reports This is the business end of the stick Membership Reports provide the answers to questions about what kind of members you have where and when they served how to communicate with them and who they are These reports draw from the entire member database and are available instantly on demand Member Reports also allow the Post to keep track of members dues paid and unpaid All reports generated are first visible on your monitor screen Some reports allow you to link directly to a Member s record Others allow you to select members and to send email to those members You may also send letters to members using mail merge or you may print mailing lab
3. Then click the PRINT SELECTIONS button After clicking the PRINT SELECTIONS button you will be able to review each member s data summary on the screen by clicking the NEXT MBR an PREVIOUS MBR buttons to go through the entire selected list You may click the PRINT MEMBER DATA SUMMARY button at any time to send the selections to your printer A single page will print for each member If you only want the record for one member only select one member Complete Member Contact List The Member Contact List provides a listing of all members and how to contact them by mail email or phone Buttons at the bottom of the page allow you to select members to receive email letters generated in Word through mail merge or print mailing labels You may print the entire list directly or save a shortened version Short List The Short List will be saved in the Report Folder where it can be accessed by using your word processing software To open the saved Short List select the Open Report File option under the Utilities menu The Short List contains names telephone and email only You can also generate and print mailing labels or use mail merge to create letters to the members you select 32 Member Email Contact List The Member Email Contact List shows all members who have an email contact in their record The list shows Names Email address Phone and Dues payment status Compare to the Email Dues Reminders which shows th
4. The Member Muster Utilities provide access to stored reports for editing or export to an Excel spread sheet and Back Up Restore functions Open Report File Using WORD To Access Stored Reports Select Main Menu Utilities Open Report File Using WORD Several reports generated in Member Muster can be saved in the Reports For AMLGN DB sub folder under the AMLGN folder in your home folder You may also place other files in this directory which you wish to access in connection with Member Muster Often you may wish to alter or annotate these reports and files before printing or for other reasons If you select Open Report File Using Word from the Utilities Menu the Reports folder will open and you may edit any report or other files stored there Export Database to Excel Spreadsheet Selecting this brings up Excel on your screen and each of the columns will be filled automatically Once the database is loaded into Excel you may manipulate it any way you chose This does not have any effect on the original Database in Member Muster Copying the entire Database into Excel can take considerable time When loading is complete the first line on the page the column headings line will have a purple background This means the loading is finished Do not attempt to access the spread sheet until the heading line has changed colors Doing so will cause the loading to stop and your spread sheet will be incomplete If this occurs you
5. When you start Member Muster the opening window is called the Main Menu From the Main Menu you can select all the functions of the program by simply pointing and clicking the mouse Each top selection then leads you to the various options on a drop down menu under the top selection For example to add a new member you would click Member Mgmt on the menu bar at the top left side of the window This causes a drop down menu to appear showing all the choices available for managing member records Since you want to add a new member you would then click the choice labeled Add New Member This brings up the form for entering data about the new member When you have finished completing the form click the SAVE button See the next section of this manual for details on all the Member Management options This manual shows each of the menus you will use and explains how to use the functions you will select E Main Menu American Legion Post Number CA0077 i 12 x Member Mgmt Missing Data Reports Membership Reports Quick Counts Dues Payments Functions Post Maintenance Utilities About QUIT Split Member Muster Main Menu Selections from the Main Menu are divided into two general categories member management and reporting functions on the left side of the Main Menu bar and database and Post maintenance functions on the right side of the Main Menu bar General Information All functions of Member Muster are selected from the Main
6. E Select Date Range lol xj Select the Starting and Ending Dates for the New Members Report Stat Enter the Earliest Starting Date Calendar to Include in the New Members Report Enterthe Latest Ending Date rm to Include the New Members Report Days in Date Range CANCEL GO Enter the Date Range for which you want to see who the new members were Remember the Start and End dates are Inclusive They will be included in the Range the report covers When you have selected the dates click the GO button The report will appear on the screen and you may Print a copy or close the window You may also select to send letters to new members using Mail Merge or to print Mailing Labels New Member Recruiter Summary This report lists new members recruited during any period of the year and who has recruited each new member There are two sub menus available for reporting recruiter activity Summarize Recruitments by Period This report option covers a range of dates and prepares a list of new members sorted by recruiter name The second ranks and summarizes the total number of recruitments by each member during the current fiscal year YTD Cumulative Recruiter Totals This option prepares a list showing each recruiter and the total recruitments Year To Date July 1 through the current date Committee Assignments There are two sub menus available for reporting Committee members You may print the list and you may also
7. Cards and the number of Transmittal reports submitted and automatically completes these fields on the report Utiliti Dues Payment Functions Post Maintenance Enter Member Dues Payments Received Record Member On Line Payments Department Record Transmittal Report Start New Dues Fiscal Year 40 Entering Members Local Dues Payments To Enter Local Dues Payments Select Main Menu Dues Payment Functions Enter Member Dues Payments Received Local Dues Payments are those payments collected locally by the Post as opposed to dues paid to the Department On line Entering local dues payments is a very simple process Clear instructions are included on the payment window In the window shown below all unpaid Regular and HLM Members will appear in the window on the left This is the list of UNPAID members HLM members appear at the top of the list To select a member who has paid move the mouse to the line with that member s name and click one time The member will then be moved from the UNPAID list on the left side to the MEMBERS SELECTED list on the right side That s all there is to it If you make a mistake and move a name from the UNPAID list to the SELECTED FOR PAYMENT list move the mouse pointer to the mistaken name on the SELECTED list and Double Click The name will then be returned to the UNPAID list EA Dues Payment Work Sheet DUES PAYMENT RECORDING STEPS 1 To record dues payment for a member on the
8. The Create Officer List and Sort Sequence table must be completed before you can assign Post Officers 50 To Create and Maintain Committee Titles Select Main Menu Post Maintenance Maintain Committee Titles Use the Create Committee List to create your unique list of committees which can be added to individual member records The Committee List must be created before you can assign members to a committee EN Create Committes List Enter New Committee Title below and then click the Add Title button to add the new title To delete a title select the title and click the Delete Row button Click the SAVE button to save the changes Click the CANCEL button to discard the changes Add New Ttle Committee Name Creation Window Enter the name of each committee your post will use in the Add New Title box and click the Add Title button Committee names created here can be accessed on each Member s record to either indicate the Member s interest in the committee or to assign the Member to work on that committee Buttons on this window function the same as on the Create Officer window 51 Member Muster Utilities Functions O 18 x Open Report File Using WORD Export ACTIVE MEMBERS To Excel Spreadsheet Export ENTIRE Database To Excel Spreadsheet Export NEW MEMBERS TO Excel Spreadsheet Export EMAIL List to Excel Spreadsheet Back Up Database To CSV File Remove Old Backup Files The Utilities Menu
9. 3 Members with Email 383 68 64 Missing Data No Curert Address 2 04 No DOB 8 14 No Curen Phone 11 20 No Sevice 6 11 No Email Address 175 314 No Era 2 04 Monthly Membership Report Click the PRINT button to send the report image directly to your printer 39 Quick Counts Total Active Members By Payment Status By Service Branch By Era The Quick Count Menu Quick Counts are designed to give a Quick summary of membership data Quick Counts query the Member Muster database for total numbers of member categories and then give you a quick answer on the screen only printing is not available for Quick Counts When you select a menu item a popup sub menu will appear allowing you to select the criteria for the query The best way to understand Quick Counts is to simply try each one No further discussion is included in this manual Dues Payment Functions Member Muster breaks the dues payment process into two parts recording the payment of dues and preparation of the Department Transmittal Report Local dues payments are payments made directly to your Post Dues paid locally must be reported on the Department Transmittal report Dues paid On Line must NOT be included on the Department Transmittal Report Preparation of the Transmittal report is completely automated in Member Muster and the Transmittal report may be prepared for any range of dates needed Member Muster also tracks and updates the number of
10. Here Name of person preparing the form George James Adjutant Preparer s Address 242 Main Street Preparer s City Amber Hills State Catit Es Zip Code 12345 Total Cards Prior Transmittal 397 This Transmittal Sequence Number 7 CANCEL al 43 Department Record Transmittal Report The Department Name and Address In this window you may set the addresses for mailing the Department Transmittal from You only need to complete these boxes one time After the first Transmittal Report the information required for this window will be taken from the Post Control File and automatically inserted onto the Transmittal report s first page The first time you prepare a Transmittal Form the name and address boxes will appear blank You must enter the correct name and mailing address for your Department You may also override the first two lines showing Adjutant and American Legion if you wish You may either accept the automatically inserted data or you may make any changes necessary If you make any changes they will be saved for next time You may also leave any box empty In this case no name and address data will be printed on the form and you must manually address the form after printing Blank data will be saved for use on the next form The Post Name and Address The Post name number and name of the person preparing the form are taken from the Post Control File and are automatically inserted into FROM block the Transmittal
11. Main Menu The number will appear at the bottom of the Post Maintenance submenu as MM S N nnnnn where nnnnn is your unique serial number See example and instructions continued on the next page 12 The Post Control File EA Edit Post Control File Use this Form to enter and maintain iformation about your Local Post The Post Name District Department and Calculation data are all required You may change all information except the Post Number at any time m Post ID Data Post Number Main Tel No 121 242 3523 Post Name E Alt Tel No 456 546 7457 Address Linel 242MainStreet Fax No 4554474 Address Line 2 Email Setup City Amber Hils Post Email Address don1pa charter net State Califomia SMTP Server mail charter net Zip Code 12345 Email Camier Sending Limt 50 Department Record Transmittal Data District Name 16th Department Califomia Total Cards Transmitted to Date 0 Last Transmittal Number 0 Name of Person Completing Report George James Adjutant M Tax ID Numbers Fed Tax ID Number 67 123456 State Tax ID Number 555 111222 IAS Tax Exemption Code Section 5UNENIY American Legion Group Exemption Number GEN 0926 Data for Calculations Current Fiscal Year 2014 Curent Annual Dues 40 00 Per Capita Tax 28 50 Dept Membership Goal 440 Post CA0077 Membership Goal 550 CANCEL g Entry boxes marked by are required entries SA
12. Menu which is the first window you see when you start Member Muster NAVIGATING To guide you in making menu selections from the Main Menu this manual uses a format similar to the following example To Add a New Member Select Main Menu Member Mgmt Add New Member The arrow indicates each step in a menu s selection level BUTTONS Each of the functions you will use give you the option of completing the function or canceling without completion To stop performing a function or to cancel a request you have made you simply click the CANCEL CLOSE or STOP button Buttons that complete a function usually will say SAVE ACCEPT OR EXECUTE whichever is appropriate Other buttons provide specific actions See the example below kL SAVE SHORT PRINT COMPLETE PRINT MAILING PERFORM MAIL Names List contactust A ELHA Ae SAES E MERGE cose B 4 Example Typical Menu with Selection Buttons PROMPTS When further action by you is required such as agreeing to proceed with a function or supplying more information a small pop up window will appear with instructions and a choice of buttons to proceed or stop TIPS When you want to select a function but are not sure of exactly what it does just hold the mouse pointer over the selection for a second and a yellow Tip Box will appear with a description and explanation of that function If the box disappears befo
13. Steps Two and Three are for setting up your Post Control File and the Membership Database First Step Install PostgreSQL and Member Muster If you have not already completed installation of Member Muster you must do so before continuing with the following steps For a guide to installing Member Muster see the Member Muster Installation Manual included in your Member Muster software shipment PostgreSQL is the database engine used by Member Muster It was automatically installed on your computer during the installation process The following sections of this manual assume you have already installed Member Muster and are ready to run it for the first time Double click the Member Muster logo on our desktop to start Member Muster Second Step Create the Post Control File The Post Control File contains static information and data about your Post Post Number name addresses telephone serial number etc You must create and save the Post Control File before you can use Member Muster You must create at least a minimum Post Control File before proceeding The minimum Post Control File must contain data in all the fields marked with an asterisk Other fields in the Post Control File not marked with an asterisk are not required and can be completed at any time after starting Member Muster A unique serial number has been assigned to your copy of Member Muster You can see this serial number by clicking on the Post Maintenance tab on the
14. da is 35 Member Birthdays n 00 Aton dt e bo cel e dd ct de e de date 36 Active Duty Member ii ac dla 36 Paid DUES REPOMM A A O EE O 36 Unpaid DUES REDOC 22 45 ceteciacccteteaee di it a 36 Email Dues ReminderS cutis 37 Postal Mail Dues Reminders ee eeceecceceeeceeeseeeesceceeeceseaneeesaececaceceeaaesaeeeeaaeceeaaeseaeesaaeeeeaaeseeaaeseneees 37 List Resigned Dropped Members sscessecssssecsseceessecesseecssseecsseceeseecesseccsaeceesseceseeesseeeesaeeeeaeeceeeess 37 List Deceased Members wesc ssccclacaasecseseecesesizuccvaosoncesvssnuvect sa ousesounnecueh eugcadecbanevest suntivevsabasevsssuseecevenasess 37 Demographic Summary REPOFt cscccccccecessssessececececeseeseseaeceeeceseeeaaeseeeeeceseesaaaeseeeesceseeaaeseeeesensees 37 Demographic Age Spread oi A A A a a Edd 38 Monthly Membership RE port ecuacion nenita nati cies Edades 38 QUICK COUNTS iaa A A Dies PayMent FUNCTIONS A A a el ele eee bet Entering Members Local Dues PaymMentS coconocccccnncnonononononnnnnnnocononononnnnnnnnnnnnnononnnnnnnnnnnnnrnnnnnnnnnnnnnnnennnnnnnnnnnns 41 Record Member On Line Payments alocado td einen cooss 42 Department Dues Transmittal 2000 AA a teste ear A desea eee ee 43 Department Record Transmittal REPOrt ccccccccccccessssesscecececeesesenseaeeeeeceseeseceaeeeeecesseseaaeseeeeseesseseaaeaeeeenens 44 The Department Name and Address occcccccnnononocnnnnnncnononenanonnnnnnnononenonnnnnnnnnnnnnennnnnnnnnnn
15. must start over again Wait until the heading line changes color before clicking on the spread sheet To export Active Members Only Select Main Menu Utilities Export ACTVE MEMBERS to Excel Spreadsheet 52 Selecting this option will cause a copy of the records for all ACTIVE members only to be exported to Excel To export ALL Members Select Main Menu Utilities Export ENTIRE database to Excel Spreadsheet Selecting this option will cause a copy of the records for all members ACTIVE and INACTIVE to be exported to Excel To export NEW Members Only Select Main Menu Utilities Export NEW MEMBERS to Excel Spreadsheet Selecting this option will cause a copy of the records for all NEW members joined during a date range to be exported to Excel This is useful in contacting new members for notice of initiation and orientation To export EMAIL List Only Select Main Menu Utilities Export EMAIL List to Excel Spreadsheet Selecting this option will cause a copy of the records for all members with an email address to be exported to Excel Back Up Database To CSV File To Back Up Database Select Main Menu Utilities Back Up Database to CSV File This option is perhaps one of the most important functions of Member Muster Backing up your Database guarantees that when your computer fails you will not have to recreate all the past work you have done Backing Up your Database creates files that can be us
16. nr naar rra anar anno 14 Third Step Load Your Datan eiiocidonni a diiniita 15 How To Download Your RosSteT oooccnncccncccccnonnconncnnnnnncnnnonnnnnn rra nc cane crecen nenes 16 Installation of Downloaded Database cescescessceseceeeseseeeeeeeeeeeeeeeeaeeeaeecaeesaaecaaecsaeceaecaeceaeeeaeeeeeeseneseneesas 18 Member EE SAA A A eanedieiaaacecdes 19 Add New Member sostenidas 20 Standard Member Information FOrn cccceccesscessceesceesceceaeceaeceaeeeseceeeeeneseeeeeaeesaeesaaecaaecaeeeaeeeaeeeeeees 20 Fields on the Standard Member Information FOr ccccccsecsseceeeceeeceeeseeeeeeeeeeeeeeeeeeeeeeaeesaeeeaaeeaeeaaees 21 Print New Member Records ioiomionoiaaiaa aaa 23 Change Member 2 22 E E E dee sad sesh E E EE A hastens 23 View Print Member ace A Asn dh ev ei ek headed aan 24 Transter Memberi aa 25 WASPS EEE akcveschadevenevalivisidadsds E E Makaescyaseevis ota uabecsasevadyovavateessdast e 25 TransterQUT tdi et aea alate tested 25 Reactivate Members ives A A odie eee 25 Removing Members from the Database ccccccccccssssssssssecececsseesesneaeeeeecsseeseeaeeeeeceseeeeaeaeeeesesseeeaasaeeeesesssesaaeas 26 Transfert Post EVE aStiA Bs tii ii da ii A e tata alta a ts 26 DTO Member A ada is 26 Resign Members tic A A ies 26 Member ID Number Changes rica AAA AAA OA A A teste eee ts 27 Assign New Member ID NUMBDE sscccccececsssssnscccececeesenssanscsecessesenssaesececessessnusansececessessnssaes
17. year end closing process To start the closing process click the button labeled START NEW YEAR When the closing process begins you will see a progress bar at the bottom of the window This bar will fill with a solid color as the process continues When the process is finished you will be taken directly to the Post Control File where you can verify the updates and make any changes needed Close the Post Control File and you are ready to start working in the New Fiscal Year 48 Post Maintenance Functions The Post Maintenance Submenu To Edit the Post Control File Select Main Menu Post Maintenance Edit Post Control File The Post Control File is discussed extensively elsewhere in this manual If you want to make changes to the Post Control File click on Edit Post Control File in the Post Maintenance menu This will bring up the complete Post Control File described earlier window where you may make any changes necessary En Edit Post Control File 555 111222 49 Maintain Officer Titles To Create and Maintain Officer Titles Select Main Menu Post Maintenance Maintain Officer Titles Member Muster does not lock you into a standard list of possible officer titles since this can vary from Post to Post Clicking this selection will allow you to create a list that is appropriate for your Post using the Create Officer List and Sort Sequence window as s
18. 5 Go down to the line labeled All Members LGN CSV File and click the button that says Download CSV If you are using Explorer as your web browser RIGHT CLICK where it says download file The following drop down menu will appear Open Open in new tab Open in new window Save target as Print target we nera Cop Copy shortcut nera Paste tu E mail with Windows Live nera Translate with Bing All Accelerators r Inspect element nera Add to favorites Properties Click Save target as to save the downloaded file If you are using Firefox or Chrome as your browser LEFT CLICK where it says download file When the roster appears click the Firefox File menu at the top of your screen or the Google Chrome Tools item and select Save File As Do Not edit or make any changes to the downloaded file Save the download exactly as it comes to your computer When you load the file into Member Muster any formatting changes required will be automatically made by Member Muster You will use the downloaded file only once to accomplish your original database setup Once the downloaded file has been successfully loaded into Member Muster you may delete the downloaded file 16 After you have downloaded and saved your Post s membership roster you are ready to load your database with the Post s roster Go to the Post Maintenance menu on the Main Menu to load the member
19. American Legion Member Muster The Best Way to Automate Your Post s Membership Record Keeping The Adjutant s Best Friend Member Muster Table of Contents Note Hold down the Ctrl key and click a page number to go directly to that page User Manual Introduction Ica 4 Using Member MUSTEET vvssccccssscccscsstsccscastsececeshivcceasstecccdenancscusntccedessbcccdeuenececuubaaedcuuances dyubbccdesatcecdUuaaaes cvsatecedvyeosedev sane 5 General Intima dida 5 Special File Folders s 2s cescsecccnnsesiehessscaccsacedeanedtdanedessdaenans iacvaseadecedesdvausseeseudenesasiy sealeaiadeneaduldeaseasiegesaatieaeeassdene 7 Mailing kabeles naea ar because a ita 7 ENERO NN 8 Using the Date Range Selection WindOW oocccococccccoconnnonanoncnonanonononanonnncnonononcnnnonnncnnarnnnrcannnnncnannnnncnnns 8 SENGING TO 9 Using Mail Merge wcccivescsccesssccecevesccccevenccecevencsecevosccecevonccdcevanccecevobdaecevosscecevenced devendcedevobdaedevonicecevontadesvancdecsvanes 11 cu A O NO 12 First Step Install PostgreSQL and Member Muster o ooooccccccoccconononcnonononccononncconono nono nano cnn naar cnc cano nnnss 12 Second Step Create the Post Control File ooonococcnnnococcnonocancnonannnonananonocanonnnccnnncnncnnno nn nccnnnnnncnnnnss 12 The Post Control FILS cenar raid 13 Email Setup susana aaa 14 Department Record Transmittal Data ooonoccccnoniccccnononcnonononnnonanonnno nono nono nono nn conan nn nn nnnn nr
20. End Closing process CAUTION These changes CAN NOT be undone after you have completed the Year End Closing process There are 4 more steps to the Closing Process Answering NO to any of the 4 closing step questions will terminate the Closing process without making any changes CANCEL al START NEW YEAR e Year End Closing Window 47 This process automates all the housekeeping steps necessary to start a new year Mainly this consists of resetting dues status markers in the database to the UNPAID status All the current year dues payment items for each member at June 30 will be reset as of July 1 the Post Control File will be updated to reflect new year starting values and the date in the Current Dues Paid Date box will be moved to the Prior Year Dues Paid Date box on each Member Record You do not need to enter any manual updates to perform the fiscal year end closing and open the new year However a few caveats are in order 1 If as is often the case you have new members who have joined late in the current fiscal year and you want to record their first year dues as paid at the beginning of the new year you must perform the year end closing BEFORE entering the new members If you enter the new members in the current year then when the Fiscal Year closing is performed their dues will be reset to UNPAID at the beginning of the new year Thus they will not get a full year credit for their dues This is true ev
21. Keyboard and Printer e PostgreSQL Database Software Free and included in Member Muster installation and setup e Internet connection preferably high speed such as cable for sending email and download of original membership list from National website e Internet Email account if you want to use the built in email functions of Member Muster e Microsoft Word Release 7 or later if you want to use Mail Merge for sending letters to members you select from your reports and member lists e For Printing Address Labels Use address labels sized 1 X 2 5 3 30 labels per sheet e g Avery 5160 in office supply stores or Avery 18160 available from Walmart What is Member Muster Member Muster is a database management system designed specifically for American Legion Posts to keep local records for each member of the Post Member Muster is available only to officially chartered American Legion Posts Member Muster provides a number of reports showing the statistics regarding the make up of the Post s membership Further it provides a quick and flexible method for tracking and recording dues payments and for automating preparation of the Department Dues Transmittal report Through the member reporting functions emails can automatically be sent to one all or any selected group of members Member Muster Support For support contact us at support membermuster com Using Member Muster Member Muster is intuitive and Menu Driven
22. LIST OF UNPAID MEMBERS select 3 After you have reviewed the SELECTED list ifitis correct click the RECORD PAYMENT that member by CLICKING the line with the member s name button to update all the Selected Members payment status from UNPAID to CURRENT 2 As you make your selection the selected member will be moved from the UNPAID To return a selection back to the UNPAID list DOUBLE click on the line for that member list on the leftto the MEMBERS SELECTED FOR PAYMENT list on the right Click CANCEL to undue all selections not yet recorded and return to the Main Menu To enter a DIFFERENT PAID DATE for a member s payment Click the Paid Date column pes by that member s name and then select the correct date from the Payment Calendar 2848 1190 100718560 100718552 100718810 200082849 200666245 200676635 201209148 201741953 201801476 Ae elelelelelele eleele Eg Window for Recording Dues Payments Moving a member from the UNPAID list to the SELECTED list does not immediately cause any change in the paid status of a member Nothing is changed until you have clicked the RECORD PAYMENT button Clicking the RECORD PAYMENT button causes the member s record to be updated and reflect their dues 41 status a being paid and CURRENT and the Payment window will close This also makes the member s last name and ID number available for automatic inclusi
23. N 48963 Import Database for Original Setup To Setup Your Database for the First Time Select Main Menu Post Maintenance Import Original Database Download This selection will allow you to establish your original database using the roster file you downloaded from the American Legion Headquarters website Your entire membership roster as Headquarters has it will be installed into your local Member Muster database file This will be accomplished in a matter of a few seconds or less as opposed to the very long time consuming and error prone process of manually entering each member The import program will automatically look for the downloaded CSV file in your Download Folder If you saved it in a different folder change to that folder and click the name of the downloaded file The Import Original Database Download menu selection is available ONLY BEFORE you have first installed the downloaded version of your Legion Database Once you have completed installation of the downloaded Database this menu selection will no longer be available After importing the downloaded roster you must then use the Add New Member selection under Member Management on the Main Menu to add additional members to the database Note If you select Import Original Database Download but do not complete the Import you must exit Member Muster and then restart Member Muster to make this menu option available again It is a good idea to ma
24. Number Find Member Window If there is more than one member meeting your search criteria you will see a series of pop up windows allowing you to see each possibility until you find the correct record When you find and accept the member record you are searching for the Standard Member Information Form will appear You may then change the record Click the SAVE button to save the changes Click the CANCEL button if you do not want to save the changes View Print Member To View but not change a Member Select Main Menu Member Mgmt View Member View Member works the same as Change Member except you may not make any changes to the record This is a safe way to see a record without the risk of accidentally making an incorrect change You may also print a summary of the Member s Record from this window Any data field in the Member Record which is blank will have a blank line when it prints Suggestion Use this printed record to obtain and fill in missing data for a member Then use the form to update the Member s Record 24 Transfer Member Use Transfer Member when transferring members from another Post into your Post or to transfer a member from your Post out to another Post Transfer IN To Transfer a new or existing Member INTO Your Post Select Main Menu Member Mgmt Transfer Member Transfer In The process of transferring a member into your Post is the same as Adding a New Member with two exceptions You must
25. Number CA0077 TRANSMITTAL OF DEPARTMENT RECORD CARDS AND PER CAPITA TAX Report of Dues Collected for a period of 30 days Start Date Saturday November 01 2014 Date Report Prepared Thursday November 27 2014 End Date Sunday November 30 2014 Selection dates are both inclusive Thus next report needs to start on FIRST DAY AFTER previous report NEW MEMBER NEW MEMBER 201986767 100718395 202117919 NEW MEMBER Total Cards this Transmittal 16 Total Per Capita Tax Due 456 00 Total Cards prior Transmittal 397 Transmittal Sequence Number 7 Total Cards Transmitted to Date 413 Transmittal Report Summary Window The above window shows the Member payments that will be used to complete the Transmittal report These are the Members who have paid dues during the date range you selected If the number of names exceeds the visible space of the window scroll bars will become available to view all names If for some reason a name should not be included on the report you must go to the member s record and reset the Dues Payment Date to a date that falls outside the range of the report Then restart the Transmittal Report generation See the Transmittal Report Summary at the bottom of the window You should make a note of this information for use in finishing the printed report 45 The printed report will look the same as the standard Department form provided for this purpose The maximum n
26. Status T Photo E PUFL M HLM M Check if Current Post Officer Officer Title Asst Adjutant CANCEL al Denotes a required entry On Line Payment Recording Example 42 Since On Line payments have no relationship to locally paid dues On line payments may be recorded at any time without regard to when local payments are recorded Recording the on line payment is complete when you SAVE the Member Record after entering the date Department Dues Transmittal To print the Department Transmittal Report Select Main Menu Dues Payment Functions Department Record Transmittal Report K Dues Transmittal Data Preparation paimi This information is required for the preparation and submission of the TRANSMITTAL OF DEPARTMENT RECORD CARDS AND PER CAPITAL TAX form You must complete all the boxes before the form can be printed To change the contents of any item first select it by using the mouse Next clear the contents Then type the new values Changed values will be stored for use the next time a Transmittal report is prepared When you have finished filling in all the boxes Click the CONTINUE button to select the date range to include in the report Or Click the CANCEL button to stop preparing the report and return to the Main Menu Enter the Department Name and Address Here American Legion Dept Name California Street 1234 Some St City Sacramento State ca Zip 78065 Enter the Sending Post Information
27. VE id See the next page for detailed instructions about creating the Post Control File 13 The first time you run Member Muster an empty Post Control File will automatically appear The Post Control File is where all general information about the Post such as Post Number Name Address and other static information will be stored The Post Control File must be created and saved before you can see the Main Menu and access the rest of Member Muster After creating the Post Control File and clicking the SAVE button Member Muster will then automatically create the database structure needed to run Member Muster Required entries in the Post Control File are noted by an asterisk next to the item description You will not be allowed to go further into Member Muster until at least all the required items have been completed Items which are not required may be left blank and filled in at a later time Enter your Post Number now Once you save the Control File your Post Number cannot be changed You should enter your Post Number exactly as you want it to appear on all your reports including the Department Record Transmittal Report Example For Post 66 in California do not enter only 77 The correct entry would be CA0077 as in the example above All entries other than the Post Number can be changed at any time You may enter the name of your Post or you may leave the name box with only the default name of American Legion P
28. a New Member a Permanent ID Number Select Main Menu Member Mgmt Assign New Member ID Numbers New members are automatically assigned a four digit temporary ID number Use this function to replace a new member s temporary ID number with the permanent number after it is assigned by Headquarters When the permanent ID number is available the member s temporary number must be replaced with the new permanent ID number Missing Data 5 x Members WITHOUT Permanent ID Numbers David Barbara Total Members WITHOUT permanent ID Number is 3 DOUBLE CLICK ON THE MEMBER BOW TO EDIT DETAILS FOR THAT MEMBER PRINT Al CLOSE al New Member List When you select Assign New Member ID Numbers the Missing Data list will appear showing the names of new members without a permanent ID number See the New Member List above Note that the list window includes instructions for how to proceed to the Standard Member Information Form where you may replace the temporary ID number with the new permanent ID number Only the ID number may be replaced on the record at this time You cannot edit other member data at the same time as you change the number Enter the new number Click SAVE when you are finished 27 Correct Change Member ID Number To Record a Member s Resignation Select Main Menu Member Mgmt Correct Change Member ID Number Although Member ID Numbers are permanent that does not mean they cannot b
29. acy before submitting it Also save a copy for your records 46 Starting a New Fiscal Year The current fiscal year must be reset to a new fiscal year at July 1 each year To Close the Current Fiscal Year and Open a New Fiscal Year Select Main Menu Dues Payment Functions Start New Fiscal and Dues Year 2101 START NEW FISCAL YEAR Use this function to Close the current fiscal year and Open the new fiscal year This will reset each member s Dues Payment records to the BEGINING of the new Fiscal Year Each Fiscal Year starts on July 1 DO NOT ENTER DUES PAYMENTS FOR THE NEW YEAR BEFORE COMPLETING THIS START NEW FISCAL YEAR FUNCTION Clicking the START NEW YEAR button will cause the following changes to be made to each member s record 1 A back up of all member s current year data will be made automatically and saved in your Backup Folder 2 The Dues Paid Date and the Dues Status boxes will be reset to reflect all dues as UNPAID 3 The current year dues paid date will be moved to the Prior Year Dues Paid Date history box for each member 4 The Payment Days Late for dues payments will be reset to zero 0 for all members 5 The count for years as a member will be increased by one year for each member Once these changes have been completed you can start entering dues payments for the new fiscal year The process to reset all member records can take several minutes Click START NEW YEAR to start the Year
30. ary Report As Of Thursday November 27 2014 Branch of Service Count Percent Army 50 2 Marines 56 10 0 Navy 137 246 Air Force 66 118 Coast Guard 10 18 Other 3 0 5 Unknown 6 11 Era Of Service Percent WWII 94 16 8 Korea 22 9 Vietnam 248 444 Lebanon Grenada 15 27 Panama 8 14 Persian Gulf 63 113 Unknown 2 0 4 Gender Percent Male 95 0 Female 28 5 0 Total Active Members 558 37 The Demographic Summary Report produces a total summary of each Service Era and Gender It may be viewed on the window and printed Click the PRINT button to send the report image directly to your printer Demographic Age Spread la xi Total Members by Age Group Age Range Under 25 25 to 35 13 35 to 45 9 45 to 55 28 55 to 65 56 65 to 75 181 75 to85 130 85 to 95 112 Over 95 9 Olon o On A Go Total Count 540 PRINT Fj close E The Demographic Age Spread produces a breakdown of different age groups which comprise the Post membership It is useful in determining how well the Post keeping up with the ever changing age profile of new veterans Monthly Membership Report The Monthly Membership Report provides a comprehensive summary of membership activity for a designated period Before creating the report you must select the period to cover in the report You may generate the report for any period needed as often as needed When selecting the dates to include
31. ber Mgmt Remove Inactive Member 28 Member Muster Reporting Functions Reports are easily and quickly produced by selecting the category of report you want from the Report menu and then clicking on the Report name Some reports require you to select a qualifier for the report such as a report selecting members by branch of service would ask you to select from a list of service branches new member reports require you to enter the date range for selecting new members Most reports are automatically sorted in alphabetical order last name first name However you can change the sort order of any report by clicking on any column heading of the data you want to sort by Some reports allow you to click on a member name and be linked directly to that member s record to make changes A standard feature of most reports is a PRINT button Clicking the PRINT button will bring up the standard Windows Print Dialog and send the report to your printer You may select which printer to use and set options for the printer such as manual feed and number of copies Where appropriate you may also link directly to email print mailing labels and select members for mail merge Three main categories of reports are available Missing Data Reports Membership Reports and Quick Counts Quick Counts do not offer a Print option Each category is described on the following pages Missing Data Reports Main Menu American Legion Post Number CA0077
32. bject and text for the email lx Create your Email by adding a Subject and Entering your Message in the boxes below You may also add an attachment by clicking the ADD ATTACHMENT button then click SEND EMAIL Enter the SUBJECT of this Email Enter the MESSAGE to include in this email in the box to the right Select Email Address Show or NO Show CANCEL E ADD ATTACHMENT Dl SEND EMAIL S 4 The Member Muster Email Preparation Window The COPY and CUT buttons allow you to copy highlighted text from the email to the clipboard and then paste the copied text into other documents prepared with a word processor The PASTE button allows you to paste copied text from another document into the email The UNDO button allows you to undo changes The Select Email Address Show or No Show box In this box you may select whether to show the email addresses to all recipients or to hide the addresses on each message The default condition is to hide all addresses the same as using the Bcc option when sending an email If you want all recipients to see the address of all other recipients you should check the button that says Do Not Hide Email Addresses You may add an Attachment to your email Clicking the ADD ATTACHMENT button opens a file dialog where you can pick a file to be attached to the email After you select the attachment you will see a new box showing the attachment names When you are finished preparing the
33. by using the Word Processing link on the Utilities menu Open Report File Using WORD You may also want to attach these reports to emails sent to members AMLGN DB STUFF folder This is a Catch All folder where you may store anything you want to save which might be related to Member Muster It is not accessible from the Main Menu Mailing Labels Mailing Labels may be printed for names you select from many of the reports When printing mailing labels after you make your name selections and click the PRINT button click the OK button on the Print Dialog window and you will see the following window Use this window to select the paper source on your printer HE Mailing Label Setup loj xj SELECT A PAPER FEED SOURCE FROM THE LIST OF AVAILABLE PAPER FEED SOURCES IN THE BOX BELOW FOR PRINTING LABLES AVAILABLE PAPER SOURCES FOR THE Brother MFC 7340 Printer y Auto Select Manual CANCEL PRINTING al START PRINTING A If you have more than one printer be sure to select the printer you want to use before clicking the OK button on the Print Dialog window Date Range Selection Many reports and other functions in Member Muster pertain to events and actions occurring during a range of dates that is between the starting date and the ending dates In the case where a date range must be selected you will see the following window to set up the date range search PA Select Date Range Of x Select the Starti
34. d You may select members from the list to receive emails Members by Era List This listing allows you to generate lists for members from each era Select the era you want to list and click the EXECUTE button EA Select Era of Service 10 x Select the Era of Service you want to include in the List Era of Service o WWII Korea Vietnam Lebanon Grenada Panama Gulf Cn S O S E F Unknown CANCEL al EXECUTE The list generated shows the member name service era and years as a member The list may be printed You may select members from the list to receive emails PUFL and HLM Member Lists These reports show all the PUFL and HLM members The lists may be printed Post Officer List The Post Officer List provides the contact information for each officer of the Post Data Fields Officer Title Name Phone Cell Complete Address and Email The list is generated from the Officer Title data contained in each Member s Record To be included in this report the Current Officer box on the Member s record window must be checked Be sure to update the Member Records each time the Officer roster changes The list may be printed and email can be sent directly to each individual 34 New Member List This option will produce a list of new members who joined during a specified data range First you will see the Date Range Selection screen Described in the Date Range Selection section of this manual
35. d load all Members at once If you chose to enter your members manually you may skip to the next section Member Management The remainder of this Fourth Step is relevant only if you are loading your database from a downloaded CSV file How to Load Your Database When you download the roster from the Headquarters web site you should save it in the Download Folder on your computer When you select the menu option to install this roster into your database the installation program will automatically look for the downloaded file in your Download Folder See the Installation of Downloaded Database window example later in this manual In addition to the data contained in the downloaded roster Member Muster has information fields available for a member s Nickname Spouse and Gender These fields may not be contained in the roster available for download from the Headquarters web site If you use the download method to establish your initial database the Gender of each member will default to Male the Nickname and Spouse fields will be left blank You will need to change the Gender box in the Member Record for each female member 15 How To Download Your Roster Easy steps for setting up using the download of your roster 1 Go to the Officer Portal of the Headquarters web site 2 Login then click the DOWNLOADS tab at the top of the page 3 Click the Accept button to proceed 4 Click the Membership Reports and Files line
36. e changed It is possible that mistakes were made in entering or obtaining the permanent ID numbers and this option provides a means of changing the incorrect number After using Find Member to locate the record you want to change you will see the Standard Member Information Form will appear and you may access the number box to enter the correct number Enter the new number Click SAVE when you are finished Reactivate Member If a past member has not been permanently removed from the database using the Purge Member Database function see Purge Member Database below use this selection to reinstate the Member You will not need to reenter all data about the member Purge Member Database Member records are flagged as Inactive when dropped resigned or deceased The record is not actually removed from the database Eventually this can result in storage of a large number of records that are not needed The Purge Member Database option provides a method for permanently removing these records from the database It is up to you to determine when records should be purged Use this function as you feel necessary Once records are purged they are completely gone no longer exist and may not be Reactivated see Reactivate above Remove Deceased Members To Permanently remove a Deceased Record Select Main Menu Member Mgmt Remove Deceased Member Remove Inactive Members To Permanently remove an Inactive Record Select Main Menu Mem
37. e same data but only lists members who are UNPAID You may select and send email to any single member several members or all members by using the Ctrl and or Shift key and the mouse to select intended recipients You can add attachments to an email and use the Cut Copy and Paste options to manipulate text A hard copy of the email recipient list can be printed Note The size and number of emails that can be sent in one batch may be limited by your email carrier See the Post Control File instructions about how to automatically repackage your large emails into small batches to work around this artificial limitation Members Without Email Contact List This list is similar to the Complete Member Contact List except it does not contain member s email addresses This list may be used to identify and send regular mail to members who do not have email You can generate and print mailing labels or use mail merge to create letters to the members you select Members by Service List This listing allows you to generate lists for members from each service Select the service you want to list and click the EXECUTE button ioi x Select the Service you want to include in the List Service C Army E C Marines be C Navy C Air Force C Coast Guard C Other C Unknown 33 The Service list will be immediately generated and will show the member name Service branch era and years as a member The list may be printe
38. eated and maintained in the Post Control File A member may not be assigned to a committee until the member s record has been created and saved To add a committee to a member s record click the ADD button to see a list of available committees Then select the committee name by clicking on it It will be added to the member s record To remove a committee from a member s record click the REMOVE button then click the committee name Comments This field is free form and you may enter any data which you want to associate with this member MEMBERSHIP DATA FIELDS Data boxes in this section are used to store information about dues member history and actions When you create a new member the dates in these boxes default to the current date You may either change these dates or you may accept the default date To change a date either type a new date in the box or click the Calendar button to pick a date which will then automatically appear in the box When typing a date in Member Muster you may type it any format that is reasonable for a date and Member Muster will automatically rearrange it to the proper format If you change the date in the Date Joined box the date in the Date Paid box will automatically change to the same date as the Date Joined If this is not correct you can change the Date Paid box 21 10 Important Be sure to check the PUFL box or the HLM box or both if this dues status pertains to that member Failure to check
39. ececensensaes 27 Correct Change Member ID Number ccccccssccesssccssscecssececssecesseecsssecesaeceessecessecesaeeeessecesseeesseeseaaeeeeasecsaes 28 Reactivate Member iii A da td 28 Purge Member Database cise cisiccccnavscecees vee uedunte cade shede entnende EA adi de 28 Remove Deceased Members csccceeccesesceeesseeeesaeceeacesseneeeaaeceeaaeceeaaeenaeeeeaaeceeaaesseeeeaaeeeeaaeceeaaessneees 28 Remove Inactive Members ic A td 28 Member Muster Reporting Functions cccsssccccecessssesnsaeeececesseseaeaesececsseeesaeaesececeseeseaaeaeeeeeceseeseaaeaeeeeseesenseaaeas 29 Missifig Data RE POMS EAEE dde bteg meee 29 Membership REDO Senier a eed ate an is 30 Complete Member Listick a5 ies Bikes a i ie esis es 32 Complete Member Contact Listin ta tia ctas das 32 Member Email Contact Listin 33 Members Without Email Contact List 0 0 eeceesseceesceceeeeeenaeeeeaaeeeeaeeceaeeeeaaeeseaaeseeeesaeeeeaaeeseaeeeeeeees 33 Members by Service List ica di ti dt caus ba gate ani wet ba oh 33 Members by Erankist s 2 2 0 0y 2 hcsevidedect a rk Fess ae a oe eevee ee 34 PUFL and HLM Member Lists ceccccceseceesseceesceceecceseneeesaececaaeceeaaesaeeeeaaeceeaaesseaeeesaeeeeaaeceeaaeseeeees 34 Post Offic r Listo nn a AA tt td 34 New Member Listo viciosa A tai 35 New Member Recruiter SUMMALY ccccocococnnnnnnonononononnnnnononononenonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnrnnnnnnnnanannos 35 Committee ASSIGNMENTS a
40. ed to restore your Database in the event it becomes corrupted or otherwise unavailable These files can also be accessed using a spreadsheet program Backup Files are stored in the Back ups For AMLGN DB sub folder under the AMLGN folder in your home folder Simple Backup Rule You should make a backup whenever you have made entries and changes that you would not enjoy doing a second time 53 Making a backup is an instantaneous process it is simple and will not inconvenience you It can be accomplished by selecting this option from the Utilities Menu or by answering YES to the Backup question each time you exit Member Muster Remove Old Backup Files To permanently remove and discard old backup files Select Main Menu Utilities Remove Old Backup Files You should make frequent backups of your database You can do this either trough the Utilities menu or at the close of each Member Muster session by clicking the QUIT button Backup copies of your database are kept indefinitely and can accumulate in large numbers Old unneeded backup files must be frequently removed The Remove Old Backup Files menu selection produces a window see below where you can select the files you want to remove As a general rule you do not need to keep Backup Files older than the last two or three you have made If you need to restore your database from a Backup File you will ordinarily use the most recently saved file It is your choice
41. els Reports are normally prepared for listing in alphabetical order You may change the order of the listing in each report as it appears on the screen Each report is presented in ascending order based on the first column of data However you can easily rearrange the order of the report based on a different column s data All column reports allow you to resort the entire report by placing the mouse pointer on a column head and then clicking once Try it On the first click the report will be resorted in ascending order small to large based on the column you selected If you want to see the list sorted in descending order large to small click a second time on the same column head To print mailing labels first select the members you want then click the MAILING LABELS button Labels can be printed using either continuous sheet feed or manual feed You may also print a hard copy of reports by clicking on the PRINT button 30 pion Post Number CA0077 Complete Member Data List Complete Member Contact List Members Email Contact List Members Without Email Contact List Members Branch of Service List Members Era List PUFL Member List HLM Member List Post Officer List New Members List New Member Recruiter Summary Committee Assignments Member Birthdays Active Duty Members Paid Dues Report Unpaid Dues Report Email Dues Reminders Postal Mail Dues Reminders List Resigned Dropped Members List Deceased Members Demo
42. email click the SEND EMAIL button The recipients addresses will be automatically added to the email before it is sent A copy of each email will be sent to the address you have entered in your Post Control File IMPORTANT NOTICE ABOUT EMAIL CARRIERS Although Member Muster allows you to send emails in one batch to as many members as you select your Internet Service Provider ISP may have other ideas Most ISPs have restrictions on the number of addresses and or the size of emails Check with your email carrier or ISP to find out what limitations they place on the number of emails sent at one time If you are restricted to a certain number of emails per each sending by your email carrier or ISP Member Muster can automatically repackage your large emails into smaller packets for sending multiple times This automatically gets around the number limitation Once you know the number limitation you should enter that number into the Post Control File You may then send as many emails to any number of recipients in one batch without concern for limitations placed on you by your email carrier or ISP See the Post Control File Maintenance functions for instructions on how to set up the limitation work around 10 Using Mail Merge Mail Merge allows you to select names from a report and then automatically send letters to each name selected The letters are automatically generated using Word Further details are included in this manual under the repor
43. en if you manually try to set the date for joining to the beginning of the new year So if you want the new memberships to start in the new year you must enter them in the new year 2 After closing the current Fiscal Year and opening the new year the Fiscal Year number stored in the Post Control File will be changed to reflect the new Fiscal Year number You will be asked during the closing process if you want this change to be made If you answer NO the entire process will close without making any changes To proceed with the year end dosing you must answer YES to this question Note if a mistake is made you can always go to the Edit function for the Post Control File and manually change the year number 3 Usually there is no reason to retain records for Members who are no longer active You will be asked if you want to completely remove all the past year s records for deceased dropped resigned and transferred out members during the closing process If you answer YES to these questions all the relevant records will be automatically deleted Removing all the past year s records will also cause any prior year s records to be removed at the same time Individual inactive records can also be removed by selecting Purge Member Database from the Member Mgmt menu Using this method for removal allows you to have complete control over which records are removed Click the CANCEL button if you do not want to complete the
44. enter the new member s ID number and the Post Number from which you are receiving the new member Dues for incoming transfers are assumed to paid up If the transferee must still pay dues click the Calendar button to enter a date when dues were paid This will cause the dues payment to be reflected in the Transmittal report Click the SAVE button to complete the transfer action and save the new member record Click CANCEL to cancel the transfer Transfer OUT To Transfer an existing Member OUT of Your Post Select Main Menu Member Mgmt Transfer Member Transfer Out Use this option to remove the member s record from your database when the member is transferring out to another Post After selecting this option the Find Member window will appear allowing you to search for the member s record After you find and accept the correct member the member s Standard Member Information Form will appear Click the TRANSFER OUT button to complete the transfer action Click CANCEL to cancel the transfer Reactivate Member To Reactivate a Member Select Main Menu Member Mgmt Reactivate Member A member who has either been dropped or has resigned is retained in the database and is flagged as inactive Occasionally and inactive member will decide to become active again Reactivate Member allows you to reinstate the member without the need to complete a new Standard Member Information Form by resetting the member record to same state it was w
45. er and each selection will be included in the final result SELECT ALL When selecting members for printing email mail merge or other uses you may select all members in a list by clicking the SELECT ALL button Click a second time to cancel all selections SORTING REPORT COLUMNS All reports visible on the screen can be sorted by any column To sort the data in a report based on data in any single column place the mouse pointer on the Heading of that column and click once to sort in ascending order Click a second time to sort in descending order Special File Folders When you installed Member Muster a special file folder named AMLGN was created in your home folder The path to this folder is C Users your_user namelAMLGN Three other Folders were created inside this AMLGN Top Folder These Folders are for storing backup copies of your database storing reports which you want to save and storing miscellaneous items which you want to use with Member Muster u Back ups for AMLGN DB folder This is perhaps the most important of the special folders Each time you create a backup of your Member Database the backup package will be stored in this folder You will be able to delete old backups from this folder whenever you feel they are no longer needed u Reports for AMLGN DB folder This is the default folder for saving reports you have created You may access documents stored in this folder
46. graphic Summary Report Demograraphic Age Spread Monthly Membership Report Membership Reports Menu A brief description of each report is on the following pages The best way to familiarize yourself with each reporting option is to click the report name and run each report In each case you can first see the report on the screen without the need to print it Clicking on the column headings in each report will rearrange the report sorted by the contents of that column Click the PRINT button to print the report 31 Complete Member List The Complete Member List summarizes the main fields of information for each member in 23 columns Each line is one member While viewing the report you may change a Member s record by Double Clicking on the line for that member When you return to the List the selected member line will be in the middle of the list window You may print the record for one or more members by clicking on the line for the member To select a member or several members you have three options 1 To select a single record to print click on that record 2 To select a contiguous number of member records example select all from number 7 through 33 click the mouse pointer on the first line you want 7 Hold down the Shift key and click on the last line you want to include in the printed report 33 3 To select more than one member but not in contiguous lines select each individual member line while holding down the Ctrl key
47. hen the member became inactive When you select Reactivate Member you will first need to use the Find Member window to pull up the inactive member s record When the record appears the Transfer From Post box will contain a word indicating why the member was flagged as inactive This is for your information only and serves no purpose in the Reactivation process You may make any changes necessary at this time When you are satisfied with the data on the record click the SAVE button to save the reactivated record Click CANCEL to cancel the reactivation 25 Removing Members from the Database Members are either Active or Inactive Removing a Member from the Database moves the Member from Active status to Inactive status Changing a Member s status to Inactive does not actually remove the Member data from the database Only the Active or Inactive status is changed To make a member Inactive the member s record is simply flagged as Inactive in the database In the case where a member is to be removed from active status to inactive you will use the Find Member window to pull up the member s record before changing the status It is assumed you are now familiar with Find Member from reading the preceding sections and it will not be discussed further for each of the menu options where it is used Transfer to Post Everlasting To Record the Passing of a Member Select Main Menu Member Mgmt Transfer to Post Everlasting O
48. hown below When the form first appears all the title lines will be blank EE Create Officer List and Sort Sequence B Oo x Enter New Officer Title and Sequence Number below and then click the Add Title button to add the new title Commander To delete a title select the title and click the First Vice Cmdr Delete Row button Second Vice Cmdr Click the SAVE button to save the changes Adjutant Click the CANCEL button to discard the changes Asst Adjutant Finance Ofcr Asst Fin Ofcr Add New Title Chaplain Judge Advocate Sat at Arms E Sequence Number Create Officer Title Creation Window You must enter each title you want to use You must also enter the Sequence Number The Sequence Number determines the sequence in which the officer title will appear on the Post Officer List In this example the Commander is number one 01 and the Jr Past Cmdr is last This means the Commander will print at the top of the list and the Junior Past Commander will print last on the list Other titles and names will print in the order of their number You may have more than one member with the same title and sort sequence number In this case each name will print in alphabetical order under the same title You may change or delete any line item To delete a line click on the line and then click the Delete Row button Click the SAVE button to save the list
49. hows the ID Number Name Telephone Email Member Since Gender and the date of the last dues payment received from the Member The list includes both members with email and members who do not have email The report may be printed The next two Dues selections allow Members to be selected for receiving email reminders mail merge reminders or for printing mailing labels 36 Email Dues Reminders Use this listing to send email dues payment reminders to Unpaid Members who have email Members who do not have email will not appear on this list The list shows Name Email Phone and Payment Status all UNPAID You may select one or multiple Members to receive the reminder notes Postal Mail Dues Reminders This option lists members who are delinquent but have no email You may select members from this list to receive a regular mailed letter using mail merge or for printing mailing labels List Resigned Dropped Members Produces a list of Members who have either Resigned been Dropped or Transferred Out and the date for each action You may purge member names from the list by selecting the name or names and clicking the DELETE button List Deceased Members Produces a list of Members transferred to Post Everlasting and the date of the final transfer You may purge member names from the list by selecting the name or names and clicking the DELETE button Demographic Summary Report lol American Legion Post Number CA0077 Demographic Summ
50. in the report note that the dates you select are inclusive that is activity on both the start date and end date will be included in the report The year to date start date is always July 1 of the current calendar year The current calendar year is calculated from the current 38 fiscal year as set in the Post Control File So make sure your Post Control File shows the correct fiscal year When selecting the dates to include in the report note that the dates you select are inclusive that is activity on both the start date and end date will be included in the report The year to date start date is always July 1 of the current calendar year The current calendar year is calculated from the current fiscal year as set in the Post Control File So make sure your Post Control File shows the correct fiscal year He Post Number CA0077 Monthly Statistical Report lO x Stabstcal Report far last 30 days For Month of November 2014 End Date Total Assigned Members 558 PUFL Only Members 70 PUFL HLM Members 4 HLM Members 7 Total Paid for Life Members 81 Other Paid Members 418 Total Paid Current Members 499 Unpaid Members 59 Calformia Dept Gaal 440 Dept Goal Attained 11341 Post Number CADOT Goal 550 Post Goal Attained 0 73 Percent Assigned Membership Paid Current Year To Date This Period New Members 27 6 Transfer IN 58 7 Transfer OUT 2 0 Post Everlasting 6 0 Resigned 13 2 Dropped 2 2 Net Change 62
51. k the Active Duty member as paid when their dues payment is received When you have completed the information for a member click the SAVE button and the member s data will be added to the database Click the CANCEL button if you do not want to save the record you have created Print New Member Records After clicking SAVE you may immediately print the new member s record PRINT NEW RECORD x OQ Do You Want to Print the New Record for David Delo Click Yes if you want to print the new record at this time Click No to exit the New Member entry mode Change Member To Change a Member Select Main Menu Member Mgmt Change Member Selecting the Change Member option allows you to change any information about a member except the ID number After selecting the Change Member option the Find Member window will appear To search for a member record enter EITHER the last name phone number zip code or Member ID Number and click the FIND button 23 Note This same Find Member window will be used to initiate all attempts to find a member s record for any purpose It will be your key to locating and seeing any member s record la SEARCH FOR MEMBER TO EDIT To search for a Member in the database enter any of the following inthe boxes below Last Name Telephone Number Zip Code or ID Number Then click the FIND button Search By Member Last Name ee Res Phone Number o o o y Zip Code St Member ID
52. ke a backup of your database immediately after you have installed the downloaded roster To do this select Back Up Database To CSV File under the Utilities menu Note your unique serial number at the bottom of this submenu Example MM S N 48963 18 Member Management Functions The Member Management selection menu is shown on the next page It is the first selection on the left side of the Main Menu From this menu you can select all the functions for managing the membership records in the Member Muster Database You may add new members change existing member records view records transfer members IN and OUT and correct Member Records etc This is the menu you will probably use most frequently To Access the Member Mgmt Menu Select Main Menu Member Mgmt Member Mgmt Missing Data Reports Membe Add New Member Change Member View Member Transfer Member Transfer to Post Everlasting Drop Member Resign Member Assign New Member ID Numbers Correct Change Member ID Number Reactivate Member Purge Member Database Member Management Menu Each Member Management function is described in the following sections 19 To Add a New Member Select Add New Member Main Menu Member Mgmt Add New Member 101x ADD NEW MEMBER Recruiter J See List Temporary Member ID 2905 Tite y FirstName Mil rastne Suffix Nickname Address 1 Address 2 City State CA Zip Res Phone AltPhome
53. ng and Ending Dates for the Monthly Statistical Report St Enter the Earliest Starting Date Sart to Include in the Monthly Statistical Report Enterthe Latest Ending Date at to Include the Monthly Statistical Report Days in Date Range cancel GO Using the Date Range Selection Window When setting up the Date Range you may either type a date in the appropriate box or use the Calendar buttons Using the calendar buttons helps avoid typo errors When you click the calendar button you will see a calendar from which you can select the date you want When you click the date it will automatically appear in the date box When you have selected both the Start and End dates the number of days in the Date Range will appear in the box labeled as Days in Date Range Next click the GO button to proceed Dates are INCLUSIVE that is both the Start Date and End Date are included in the Date Range Remember both the Start Date and End Date will be included in the output of the report function to which the Date Range relates Sending Email From most reports in Member Muster you have the option of contacting members either by email regular mail or by printing mailing labels To send email to members first select the names to receive the email message from the report windows then click the CONTINUE TO SEND EMAIL button After you click the CONTINUE TO SEND EMAIL button you will see the following window Enter the su
54. nnnnrnnnnnnnnanannnns 44 The Post Name and Address 44 Selecting the Dates aio 44 Viewing and Printing the Transmittal REPOrt ccccccsesscccceecessessaeeeeeesceeseeeaeseeeesseesesaeeeeseeseeeeageas 45 Starting a New Fiscal er ies 47 Post Maintenance FUNCtONS dai id ideo iia a AA Maintain Officer Titles id aid deaa aaa dt a 50 Member Muster Utilities FUNCIONS oooooncccnnnccnnnnnnnnanananocononnnonononnno cc non cnn rra nana n cnn rro Open Report File Using WORD spresti erani a aeae Ea a ia AAA AEEA aa EES oA A 52 Export Database to Excel Spreadsheet cccccononocococnnonononononnnnnnnnnncononononnnnnnnnnnnnnonnnnnnnnnnnnnnnnnnnnnnncnnannns 52 Back Up Database TO CSV File coo aeae eo a a aed Bias ieee Rese Sees 53 Remove Old Backup Files ci iaa 54 User Manual Introduction This Member Muster User Manual is intended as a complete reference to how to use Member Muster The introductory beginning of this Manual is a brief explanation of frequently used features and functions which are necessary to understanding the later sections of the manual After this introduction the sections in this manual are organized in the same order as the functions you can select from the Main Menu of Member Muster reading from left to right Each selection is clearly explained and where needed steps for how to proceed are included What You Need Member Muster requires the following e PCrunning Microsoft Windows Vista or later e Mouse
55. on on the Department Transmittal report Click the CANCEL button to terminate the session and leave all records unchanged Record Member On Line Payments To Enter Dues Paid On Line Select Main Menu Dues Payment Functions Record Member On Line Payment Dues paid on line to Department should not be included in the Transmittal report since Department is already aware of these payments You must use a separate recording process for entering dues paid on line so they will not be included in the Transmittal Report To record an On Line payment you must change the payment date manually in the Member s Record When you select the Record Member On Line Payment menu option you will be taken to the usual Find Member window Enter the last name or other search criteria to be taken directly to the Member s Record After the Member Record appears click the Calendar button next to the box labeled Date Dues Paid On Line Click a date on the calendar to select it for recording the payment The date will be automatically inserted in the date box and the Dues Payment Status box will be changed from UNPAID to CURRENT You may also type the date in the box but using the Calendar button is quicker and helps avoid errors A ls MEMBERSHIP DATA Date Joined N A IM Membership Card h Dues Payment Status HLM IV Post News Letter S Date Dues Paid Online 07 02 2014 Calendar nai Prior Year Dues Paid Date TT DD21 Payment Days Late Add F PUFL
56. ost Email Setup To setup the email you must register your email server in the Post Control File This requires entering your Post s email address and SMTP Simple Mail Transfer Protocol Server in the boxes provided To determine the correct entry for the SMTP Server look in your computer s email program setup Usually this will be either Microsoft Outlook or Mozilla Thunderbird In Microsoft Outlook Open the Tools item on the main menu then select Account Settings Double click on the line where you see your email address You will see a line labeled Outgoing Mail Server SMTP Copy the entry in this box to the SMTP Server box in your Post Control File You can also ask your email provider e In Thunderbird email Open the Tools item on the main menu then select Account Settings In the panel on the left side select Server Settings In the right hand panel you will see a line labeled Server Name Copy the entry in this box to the SMTP Server box in your Post Control File If your ISP or email carrier places a limit on the number of email addresses you can send in one batch enter the limit number in the box labeled Email Carrier Sending Limit Member muster will then automatically repackage large emails into smaller packets to be sent separately which will avoid the limitation restriction Department Record Transmittal Data In the Department Record Transmittal Data box the Total Cards Tran
57. ou may also use the Tab key to move from one field to the next Where there are check boxes or buttons just click the button Any item which is required has an asterisk denoting that it is a required entry The only required items are the first and last names and you must check a Gender Fields on the Standard Member Information Form Although most entry fields are intuitive and self explanatory some items deserve special attention or an explanation See the following for details 1 Temporary Member ID Each member number must be unique A New Member will be automatically assigned a temporary 3 or 4 digit number which will control the member s record until such time as a permanent ID number is assigned Most reports list members showing their ID number By using a 3 or 4 digit number new members which do not have a permanent ID stand out and are easily identified on listings When a permanent ID number is assigned you may replace the temporary number Duplicate member numbers are not allowed Recruiter Use this box to add the name of the recruiter to the member s record You may not type the recruiter s name To enter a recruiter s name you must click the button labeled See List to select a name from the roster of members Committee Interests and Comments Use this block to record members interest in serving on a committee and to assign members to committees The list of committees available in the Post must be cr
58. pen the member record using Find Member In the box at the bottom of the screen enter the date of death You may also click the Calendar button and select the date to be inserted in the box If you do not make an entry in this box the date of death will automatically be recorded as today s date Click the DECEASED button to save the record Click CANCEL to leave the record unchanged A report of deceased members is available and may be printed any time Drop Member To Drop a Member from active status Select Main Menu Member Mgmt Drop Member Use the Drop Member function to remove members from active status involuntarily This usually is a member who has defaulted on dues payment for an extended time or is to be involuntarily placed on inactive status for some other reason Resign Member To Record a Member s Resignation Select Main Menu Member Mgmt Resign Member Use the Resign Member function to remove members from active status to inactive when the member has requested to either become inactive or quit the Legion 26 Member ID Number Changes Member ID Numbers are permanent and you normally may not change an ID Number However there are two exceptions to this rule as you will see on the Member Management menu First you must change the temporary ID for anew member after the Member s permanent number has been assigned Second you may correct a wrong entry for an ID number Assign New Member ID Numbers To Assign
59. r before you can add them to the member record Clicking either button starts your search in the My Pictures folder Work your way through these folders until you find the folder with the image you want to add Select the photo or DD214 and then click the OPEN button The image will be copied to the Member Muster photo or DD214 gallery Once the image is added the ADD button will change to the VIEW button You will also see a DELETE button which will allow you to remove the image from the member s record If you do not want to store the actual redacted copy in Member Muster just create a document image with a statement similar to Stored in Safe or use some photo like a safe photo or other picture and import it through the DD214 box Note Photos and scanned DD214s must be in the JPEG jpg format Member Muster displays the photo in a square box When taking photos to include in member records you should attempt to stage the original photo as closely as possible to this square format DD214s are displayed in a rectangular box approximating a letter size document 22 11 Check if Active Duty Check this box if the member is on Active Duty As a convenience and reminder for paying dues if your Post has a policy of paying dues for Active Duty members Active Duty members will appear at the beginning of the Dues Payment list just below the HLM members If you do not have such a policy i e paying dues for Active Duty just mar
60. re you have finished reading the text move the pointer away and then move it back to see the tip again BACK UP YOUR DATA Making a backup of your data can save you much grief if and when your computer rolls over and sticks its feet in the air The general rule for when to make a backup is when you have made enough entries that you would hate to have to do it again it s time to make a backup Member Muster makes backing up your data extremely easy just one button click You can make a backup at any time or you can make it each time you exit the program See the section on Utilities menu later in this manual SELECTING REPORT DATA To select data from reports for printing email mail merge or other uses you should point and click on the line or lines you want to select You may select the data on a single report line by clicking the mouse pointer anyplace on that line Some reports only allow printing of all lines To select more than one report line you have two options 1 Toselect a contiguous number of members example select all from line 7 through 33 click the mouse pointer on the first line you want line 7 Hold down the Shift key and click on the last line you want to include in the printed report line 33 2 To select more than one member but not all contiguous lines select each line while holding down the Ctrl key and then clicking the line Using this method you may select the lines in any ord
61. report Note Be sure your Post Control File contains this information exactly as you want it to appear on the Transmittal report If you wish to use information other than that taken from the Control File you may enter the new information here To change Post Name and Address default values enter the new values directly into the Post Control File The Total Cards Prior Transmittal and the Transmittal Sequence Number boxes are automatically completed from data contained in the Post Control File You may enter different values here if needed Changes made to these boxes will also be saved for future use No automatic entry will be made for the Check Number and amount You must manually enter the Check number and amount on the Transmittal cover sheet before mailing the report You must also manually enter the TRANSMITTAL Number and TOTAL PAGES ATTACHED at the top of the printed form When you are satisfied with the cover page information click the CONTINUE button Selecting the Dates In the next window you must select the payment date range the Transmittal Report covers The standard Date Range window will appear for this purpose Remember start and end dates are inclusive All payments received between and including the Start and End dates will be included on the Report The Transmittal Report Start Date should always start the first day after the ending date of the previous report 44 Viewing and Printing the Transmittal Report LN Post
62. send email to any or all members listed directly from the list window All Committees This option prepares a list showing all members currently assigned to all committees Select Committee This option allows you to select a single committee and see the members assigned to the committee 35 Member Birthdays There are two sub menus available under the birthday menu option By Month Use this to obtain a list of Member birthdays by month First select the month to query ioi x Select the Month for this report from the drop down box below then Click the ACCEPT button CANCEL E ACCEPT gt The list shows Name Service Era Age DOB Spouse and Years as Member for each Member with a birthday in the month you selected You may use email to select and send birthday greetings to the members on the list The list may also be printed By Age Order This option will produce a list of all members sorted by their age oldest to youngest Active Duty Members Produces a list of members whose record has the Active Duty box checked Paid Dues Report The format for the Paid Dues Report is the same as the Complete Member List However this report lists only Members whose dues are paid current You may print a summary sheet for one or all members on the list You may also directly access Members Records to make changes Unpaid Dues Report This report provides a list of member who have not paid their dues The report s
63. smitted and the Transmittal numbers will be automatically incremented and inserted into the Transmittal Report as each Transmittal 14 Report is printed In the event that a Transmittal Report is canceled or mistakes are made you may override these incremented numbers by entering the correct number in the box Hint Always keep a printed copy of Transmittal reports as they are submitted Also entering the name of the person who makes the Transmittal Report will save the need to reenter it each time you submit a report This name will be automatically entered on each Transmittal Report When you have finished entering data in the Post Control File click the SAVE button to save the Post file After saving the Post Control File the next step is to start entering member records You may either do this manually one record at a time or by loading the complete list of your members which you can download from the American Legion Headquarters web site The fastest way is to load your Post s roster is to use the download from mylegion org See Installation of Downloaded Database instructions under the next section of this manual Third Step Load Your Data As stated there are two ways to initially load your Post s data into Member Muster You can either enter each member into the database manually the hard slow way to do it or you can download your membership roster from the Officer Portal of the American Legion Headquarters web site an
64. t headings where Mail Merge is available To use Mail Merge first select the names to receive the letters from the report on the screen After selecting members to receive written letters click the MAIL MERGE button Next you will see a window for preparing the letters to be merged and mailed See example on next page Enter the fields called for and the body of the text to insert into each letter The selected names and addresses will be automatically inserted by Mail Merge into letters prepared in Microsoft WORD EN Prepare Mail Merge Document l iol xi Greeting Dead Default is Dear Page Format Options Subject Leave blank if no Subject Line J USE LETTERHEAD PAPER Check box if letters will print on letterhead paper Closing Sincerely Default is Sincerely Select Line Spacing Option SINGLE Signed Default is SINGLE 15 DOUBLE Title The Mail Merge Window This is the standard Mail Merge window Enter the Greeting Subject Signature Name Title and Enclosure you want to show on the letters if any Then enter the text to use in the body of the letter You may use the COPY CUT PASTE and UNDO buttons in the same manner as with emails When the setup is complete click the SEND TO WORD button The merged letters will be automatically prepared and will appear in WORD 11 Getting Started Getting started with Member Muster is a three step process The first step installs the programs
65. table into Member Muster See Step 6 below 6 8 9 10 11 Start Member Muster and select the Post Maintenance tab on the Main Menu See picture below Note This step assumes you have already created your Post Control File If you have not completed the Post Control File you must do so before you can access the Main Menu and the Post Maintenance function On the Post Maintenance drop down menu select Import Original Database Download See picture below The SELECT FILE TO LOAD window now appears Click the Select List button Select the roster file you downloaded from Headquarters MyLegion org and click OPEN Next click the Import List button when it appears You will see a message on your screen telling you the database is loaded and the number of members loaded Your membership database is now loaded and you are ready to go See the rest of this Manual for further instructions on using Member Muster 15 x Post Maintenance Edit Post Control File Maintain Officer Titles Maintain Committee and Subgroup Titles Import Original Database Download e Select to set up your original data base MM S N 48963 17 Installation of Downloaded Database e 18 x Post Maintenance Edit Post Control File Maintain Officer Titles Maintain Committee and Subgroup Titles Import Original Database Download u Select to set up your original data base MM S
66. the PUFL box will cause a PUFL member to be included in calculating annual dues payable PUFL is not likely for a new member but you should always be aware of the effect of checking the PUFL box If the member is a Post Officer check this box You will be able to select an Officer Title from the Post Officer List The list of Officer Titles available must be created and maintained in the Post Control File Select the correct officer title and click the ADD button to assign this member to that officer position Members can be assigned to more than one office Uncheck the box to remove the Officer Title from a member Service click the button indicating the member s branch of Service Each time you access a member s record it will appear with a color background matching the color for that service The member s service is also needed for report generation by the program Service Era click the appropriate era for each member The member s Service Era is needed for report generation by the program The check boxes for Membership Card Mailed and Post News Letter are intended only as reminders for you They do not create any action nor do they affect the database You may want to use these check boxes only to keep track of these actions Add Photo and Add DD214 Clicking these buttons will allow you to add a photo or a DD214 image to the member s record A digital photo or scanned DD214 image must be stored in your compute
67. umber of names printed on the first page is 32 16 lines Additional pages will include 96 names 48 lines per page Each member s Last Name and Membership Number will be automatically inserted in the report in alphabetical order In the case where a new member has not yet been assigned a permanent Membership Number the Membership Number column on the report will show NEW MEMBER You should keep a copy of each Transmittal Report If needed you may reprint a Transmittal Report any time If you do reprint a report the Post Control File transmittal boxes will be automatically updated just as with the original printing Therefore you MUST select the Post Maintenance menu and Edit the Post Control File to reset the Total Cards Transmitted to Date and Last Transmittal Number back to what they were before reprinting the report Otherwise the tally of cards submitted and reports printed will be inaccurate on the next report Tip Refer to your copy of the last report submitted to verify the correct numbers to reset To cancel printing of the report click the CLOSE button Closing without printing will have no effect on any data stored in the Post Control file To complete the Transmittal Report click the PRINT button Printing the report has no effect on any of the data contained ina Member s record Only the transmittal data in the Post Control file will be updated when the report is printed Be sure to review the report for accur
68. which files to remove LT x Ww S JU J E Users Don AMLEG Back ups For AMLEG DB Search Back ups For AMLEG DB al Organize y New folder B Fr Favorites Name Date modified Type EES BBE Desktop EE Member_Backup_CA0066_06 13 2014 6 13 2014 10 04AM OpenOffice org XM J Downloads HE Member_Backup_Test7_05 18 2014 5 18 2014 3 34PM OpenOffice org XM dl Recent Places E Member_Backup_Test7_05 17 2014 5 17 2014 11 16 AM OpenOffice org XM EN Utraries EE Member_Backup_CA0066_05 14 2014 Copy 5 14 2014 4 24PM OpenOffice org XM Ed Documents E Member_Backup_CA0066_05 14 2014 5 14 2014 4 24PM OpenOffice org XM a Music EE Member_Backup_CA0066_05 12 2014 5 12 2014 4 24PM OpenOffice org XM p Pictures sss Member_Backup_Test7_04 27 2014 4 27 2014 11 46 AM OpenOffice org XM E videos EE Member_Backup_66_04 25 2014 4 25 2014 4 12 PM OpenOffice org XM dee EE Member_Backup_99_ 03 19 2014 3 19 2014 11 56 AM OpenOffice org XM lomegroup Ml Computer El Local Disk C Ca System Reserved ha 4 2 File name csv files csv gt Delete Old Backup Files Window 54

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