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The Member Administration organizes the member data by property owner. All individual records are connected to the relative member and member data is comprised of a customized list of fields such as:
- Last, First, Middle Initial, Suffix
- Secondary family members living at address
- Company name and full contact information if deed is held by a corporation
- Full Address and address history (Street, City, State, Zip)
- Main, work, mobile phone data
- Owner class
- Validation data range
- Etc.
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Authorized user will be able to see and/or edit the member's data based on the user's individual permissions. An unlimited number of members and their related data can be added to this application.
The system is designed to provide you with the ability to create a member database of users. Members can also be prospects, pending members, advertisers or other contact type that you wish to communicate with through the system.
This system will allow the dissemination of information to specific groups of individuals. Events and emailing programs can be targeted to these specific groups of members.
In addition to basic member information, your members can be segregated into groups, categories and be given a status that will determine their level of access to the system. Lot information can also be maintained and managed and include fields such as:
- Active owners
- Co-owners
- Owners eligible for membership
- Transfer date
- Owner history
- Legal action history
- Categorize lots for reporting and mail merge systems
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All of these items are user managed in the administrative area and the fields list can be customized. This system can also track both the primary and secondary addresses of the owners and residents. The administrator will have the ability to create:
- Member Groups
- Business Categories
- Member Status
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These subdivisions will allow the administrator to determine rights and privileges for members. For example, a group could be set up for Board Members. Then only those members who are listed as board members will see email sent to the board members group or events in the calendar depicted for the board or participate in forums that are for the board members only.
Additionally, the Administrator will be able to export all member data to an Excel spreadsheet. The export function allows for filtering the data by different criteria and exporting only the data fields that are required. The system will also allow for member data to be imported from either Excel or a text file to allow for data import from desktop based systems.
Member Search - Admin personnel will be able to search for individual members by various criteria. Search screens can be custom designed to enable entire database searches or to perform group-specific searches. Search criteria will be determined by the administrator during development.
Members Only Section - In the Members Only section of the Web site, members will be able to submit changes to their profile, change their passwords, upload graphics, participate in Forums, or view calendar events that are specific to members and specific to member groups. They can also participate in a “Service Request” section. Additionally, this section can be customized to provide the option of allowing members to pay by credit card for billable items.
Member Emailing – As an additional feature, we will provide a group email feature that will allow members to use this function to email all members in their groups. As an example, one board member can email all the board members at the same time, but not another group that they are not a member of. They will have the same html capability or they can choose to mail as plain text.
In addition to the member data and import functions, the system will allow for the import of financial data for paid invoices from an XML file provided by your banking system. This will automatically assign the appropriate payment to the appropriate member. Of course, cooperation from your banking institution will be required for this application and Ithikon can also provide contact information for bankers who specialize in the homeowners association and association management industry should you decide to explore banking options. (Back to Management Gateway Modules)
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