MEMBERSHIP DATABASE SETTINGS

Before you start registering your members on the database system after your account has been activated for the first time, you must do the following 5 settings to be able to use the Database software effectively. 

These settings have been explained in details below:

  1. PUBLIC REGISTRATION CODE
  2. CREATING GROUPS
  3. SUBGROUPS (optional)
  4. MEMBER ID PREFIX
  5. STATUS INDICATOR 

Click on the Registration menu to drop down the submenus under it. Click on Public Registration (Code) to open and enter your preferred account registration code. The code could be the abbreviation of your organization or any short word or figures so long as the code you are entering is available ( that is if the code is not being used by another account user). Enter the code and submit the form.

Note: The code is to help you create a registration link for your members, particularly those who can register by themselves. Once you create the code, go to https://member.plusdatabase.com/register your will be required to enter the registration code you created to allow the member to access your account registration form.

Note: You may generate the registration link for them members by copying the url (link) you see in the url bar. For example if the public registration code you created is RMG, when you enter the code on the https://member.plusdatabase.com/register page to open the registration form, the registration link (url) will change to https://member.plusdatabase.com/register?account-code=RMG. This is the link you can give to members of your organization who can complete the member registration form by themselves.

 If your organization has groups and subgroups within it, then you need to create the various groups and subgroups you have in your organization and assign the members to their respective groups and subgroups if any. To create groups, click on the Membership Data on the main menu to display the sub-menus under it, then click on Groups/ Chapters/ Classes to create the groups, enter the name of the group and click the Add button to create it. Follow same process to create more groups.

To create a subgroup, follow the same process and click on Sub-Groups, the select a group, enter the subgroup under it and click on the Add button to create a subgroup under the group. Follow same to create more subgroups.

Note: All groupings must be created before you start registering your members this is because on the registration form, there is option to select group and subgroup without which the form will not submit.

By default, when you register a member on the database, the  system generates a long incomprehensible ID for the member.

To create your own unique ID for registered members, you MUST create your ID Prefix so that the system will automatically assign your ID prefix to the members.

To create your ID Prefix, click on the Membership Data on the main menu to display the sub-menus under it, then click on Member ID Prefix and enter the prefix ID you prefer.

You may use the abbreviation of your organization. For example ICGC. Once the ID Prefix is set, the IDs numbers of the members will start as follows: ICGC_1, ICGC_2, ICGC_3, ICGC_4 in that other.

Note: To view a list of your members with their prefix ID, click on the Member IDs to open a page to view the list.

If the list displays without the ID Prefix you created against the members, click on the  SET MEMBER IDs to activate the ID Prefix against the members.

Note: If you are using a smartphone, you should see a small blue square button with an image icon, with the inscription SET MEMBER IDs.

Note: Besides, if you want to create additional ID Prefix and assign them to some selected members, you can can do that by using the CREATE MEMBER ID option on the same page; select the member and enter the new ID prefix, and click on the ADD button to submit to to change the existing ID Prefix to the new one.

This feature enables you to set a criteria for determining a member’s status; either ACTIVE or INACTIVE.

To set your Status Indicator, click on the Setting button on the top bar of your laptop or click on the 3 dots on the top right corner of your phone and click on the setting button.

You should see these buttons MAIN, LOGO, LEADERS and the Status Indicator button, Click on it to display Update Status Indicator.

Now click on the Update Status Indicator to give you the option to select any of these Status Indicators, select your preferred indicator and click on the update button to activate it.

Note the following:

  1. If you set the status Indicator at None, what it means is that you you are not using any criteria to determine if a member is ACTIVE or INACTIVE.
  2. If you set the status Indicator at Attendance, what it means is that you want to use members’ attendance as the criteria for determining the activeness of your members. In other words if a member’s attendance falls below the minimum expected number of attendance within a specified period of time as set by Admin under General Attendance, the status of the member should change to INACTIVE and if the member’s attendance meets or exceeds the minimum expected number of attendance, the member’s status should change to ACTIVE.

3. If you set the status Indicator at Dues, what it means is that you are using Dues Payment as the criteria for determining the activeness of your  members.

Therefore when a member fails to pay his dues as set by Admin under Dues Manager within a specified period , the  member’s status should change to INACTIVE and if the member has paid his Dues, the status should change to ACTIVE

MEMBERSHIP DATA

Registration: There are three ways to register a member on the Membership Database System. Below are the member registration under the Membership data.

Only Admin can use the new registration option to register new members directly on the system.  This registration form is a bit more detailed than the other registration options.

Note: There are 6 steps to go through to complete the New Registration form, the 3 and 4 steps/pages have been named Additional 1 and Additional 2 and have plenty of optional questions; however you must at least answer one question on Additional 1 and Additional 2 forms else you cannot submit the form.

Note: You may customize the questions on Additional 1 and Additional 2 by editing the “already-made” questions to suit your.

 Note: When a member is registered through the New Registration form, his phone number becomes his default login ID and the same phone number is the password when the member logins in via https://member.plusdatabase.com to his member/user account.

The user can change his password when he logins into his account and goes to My Account to update his information.

A member can register directly by using the registration link provided by his Admin. An example could be https://member.plusdatabase.com/register?account-code=RMG .  This registration form is the first stage of the user’s registration process. By completing and submitting this registration form, the user has created his or her membership account. The next stage is to login to hs account via https://member.plusdatabase.com with his email and password. 

When a member logins into his/her account, the members must go to MY ACCOUNT to update this profile and go to Additional Registration to FILL any custom registration form created by Admin (If any). 

Where the registration details provided in the system are not enough for the data or information needed to be provided by the member/user, Admin can create additional questionnaire form; otherwise called Additional  Registration form using the custom feature.

Beyond creating additional registration from, this feature be used to create questionnaires to conduct survey among members.

You can find the custom registration button on the main menu, click on it to drop down two sub-menus namely:

 Forms: This takes you to a page to view all the custom forms you have created with options to FILL FORM and to view MY DATA.

When you click on FILL FORM on the Admin account, it opens the custom questions created with option to select the name of the member you are filling the form for and submit.

When you click on MY DATA, it opens a page to view all the members whose custom forms have been completed with options to View Data, Edit and Delete the member’s completed form. It also comes with options to download the entire completed forms of all the members in one excel or PDF file.

In the same way when you click on the View Data against each member, it previews the completed questions with option to download the completed questions in excel or pdf.

Create Form(s): This is where you can create your custom forms. To do so click on the ADD FORM button and create the name of the form , give a brief description about the form and click on the Add New Form button to create the form.

Once the form name is created, you will see four buttons under the form name; namely INFO, OPEN, EDIT, DELETE.

Click on OPEN to take you to a page to add or create your questions.

Click on the ADD QUESTION button to display the add question form. Now enter the question, select the question type, enter question number and click on the Add Question button to submit the form.

SELECTING A QUESTION TYPE:

The type of question you select determines how the question will display for the respondents/members to complete the questionnaire. Below are the various types of question types/descriptions.

  1. INPUT: This a type of question that requires the respondent to enter a simple word, figures or phrase as an answer to the question. An INPUT question creates a small input box for the respondent to enter the answer.
  2. SINGLE SELECT: This is a type of question that requires the respondent to select one out of multiple optional answers.
  3. MULTIPLE SELECT: This a type of question that requires the respondent to select more than one out of multiple optional answers.
  4. HOW TO CREATE SINGLE OR MULTIPLE SELECT QUESTION

    Having selected either single select or multiple select,  to create a question, click on the OPEN button below the question to open a page for you to add responses (multiple answers for respondent to choose from). 

    1. LONG TEXT: This is type of question that requires the respondent to express him/her views which means the answer can be a sentence or paragraph.

      Now click on the ADD RESPONSE button to display and input box to enter the optional answers from which the respondent is expected to choose one or choose more than one.

    1. FILE: This is type of question that requires the respondent to answer by attaching a file (image/document) to the form.

     

  5. DATA ARCHIVES: This feature enable you to move to archive member(s) that are no longer with the organization but their data are essential to keep for records purposes.

    CREATE ARCHIVE FOLDERS: This enables you to create folders into which you can move your members who are longer with the organization or are not active members.

    VIEW ARCHIVES: This takes you to a page to view all the achieve folders. When you click on each folder it opens a page to view all the archived members. It comes with options to search by name, to filter data by gender and date. There also option to download archive data in Excel/ PDF and to delete or restore archived member or archive folder. Note: Accounts of all archived members are automatically deactivated; meaning they can’t access their web and mobile App accounts with the organization.

    HOW TO MOVE MEMBER(S) TO ARCHIVE

    To move a member or group in your database account into archive folder, click on Membership Data to drop down the sub-menus under it, then click on Member to open the Member Data page. Tick the members you wish to move to archive, after ticking them, click on MOVE TO ARCHIVE to drop option to choose the folder you wish to move to.

    Besides, you can move an entire group or subgroup into archive by selecting the group or subgroup and move it to archive.

    Note: Same process can be done to move clocking members at the Attendance Management to archive folders.

Having selected single select or multiple select to create a question, click on the OPEN button below the question to open a page for you to add responses (multiple answers for respondent to choose from).  Now click on the ADD RESPONSE button to display and input box to enter the optional answers from which the respondent is expected to choose one or choose more than one.

  1. LONG TEXT: This is type of question that requires the respondent to express him/her views which means the answer can be a sentence or paragraph.
  2. FILE: This is type of question that requires the respondent to answer by attaching a file (image/document) to the form.

DATA ARCHIVES: This feature enable you to move to archive member(s) that are no longer with the organization but their data are essential to keep for records purposes.

CREATE ARCHIVE FOLDERS: This enables you to create folders into which you can move your members who are longer with the organization or are not active members.

VIEW ARCHIVES: This takes you to a page to view all the achieve folders. When you click on each folder it opens a page to view all the archived members. It comes with options to search by name, to filter data by gender and date. There also option to download archive data in Excel/ PDF and to delete or restore archived member or archive folder. Note: Accounts of all archived members are automatically deactivated; meaning they can’t access their web and mobile App accounts with the organization.

HOW TO MOVE MEMBER(S) TO ARCHIVE

To move a member or group in your database account into archive folder, click on Membership Data to drop down the submenus under it, then click on Member to open the Member Data page. Tick the members you wish to move to archive, after ticking them, click on MOVE TO ARCHIVE to drop option to choose the folder you wish to move to. Besides, you can move an entire group or subgroup into archive by selecting the group or subgroup and move it to archive.

Note: Same process can be done to move clocking members at the Attendance Management to archive folders.

When you have successfully registered all your members on the system, you can then tell your members to download the Akwaaba App from the google playstore.

You can also copy the App url  from playstore and send the link to them via whatapp or SMS to download the app.

Note: The IOS version of the Akwaaba App is not ready yet.

In the meantime members who are using apple phones can clock attendance from the member account on the web when they login to their member account via https://member.plusdatabase.com  and click on the Meeting Clocking ( for only group meeting) or Attendance Clocking ( for only general meeting) to mark attendance.

Note:  Admin must first activate Attendance Clocking and Meeting Clocking feature on the member account for  for those who cannot use the Akwaaba App to clock attendance from their web account.

When  an Admin makes the attendance clocking features  visible on members’ can see the Attendance Clocking and Meeting Clocking.

To make them visible, Admin must go to settings under GENERAL ATTENDANCE, and click on Attendance Visibility to open a page to make the attendance clocking options visible on members’ account.

By default the Meeting (Group Meetings) and Attendance (General meetings)  are not visible on members’ account until Admin makes them visible.

Note: Members whose phones are not download the app and those using Apple phone can  login to their account and clock attendance from there.

Besides,  Admin or Clocking Agent can mark attendance for persons who cannot use the Akwaaba App.

Note: Members who have been made Clocking Agents can clock attendance for other members on the Akwaaba app to make the clocking process smooth and fast.

If you are not a clocking Agent you can only clock for yourself and not for others.

  1. A member can update his or her information directly by logging into his account via https://member.plusdatabase.com . Members who were registered through the Excel Registration method can use their 9 digits phone number (remove first zero to make it nine digits) as their default user ID and same phone number as password to login to https://member.plusdatabase.com.

Note: When user has successfully login, user must click on My Account to view his information by clicking on the orange buttons to edit his information and submit to update the information.

The member can also complete any custom registration form created by the admin by clicking on the Additional Information on the menu. When it opens, the member must click on Fill Form to complete the custom registration form and click on My Data to view details of the completed custom form.

2. An Admin can also update a member’s profile by clicking on Membership Data on the main menu to drop down the sub-menus under it, then Click on Members to display all the registered members.  Now click on the member’s Profile Details to view the member’s information. Click on the orange buttons to edit all the relevant details of the member and submit to update his or her records

Note:  An Admin can also complete the custom registration form for members provided admin has created Additional Registration form. To fill the Additional Registration, go to Custom Registration and Forms, and then click on Fill Form to open the Additional Registration form created. Select them member you wish to fill his details to complete the questions and submit the form.

To easily get all your members registered and have their data updated quickly, we recommend the following:

1. Use the excel registration method to get your members on the database by just a click of a button.

2. Then after, get a few dedicated and committed number team (Data Entry Agents) and share the excel list among them to update their information.

3. Create admin user account for the Data Entry Agents to give them access to the database to update the members’ information. Once they are done with exercise, you may deactivate their account or keep them.

For example if you have registered 100 members through the excel registration option, you may get 5 committed and dedicated Data Entry Agents and assign each of them to 20 members each. Agent A (1-20 list), Agent B (21-40 list ), Agent C (41-60 list) Agent D (61-80 list ) Agent E (81-100 list) to update their records. Task them to finish within 30 days.

4. Inform all the members in your organization about the membership registration exercise and let them know the required information needed from them to complete their data.

5. Provide the Data Entry Agents with airtime credit and internet data to commit the agents to the task.

6. Introduce the Data Entry Agents to all the members and make them aware that the data entry agents will be calling them to get their information for the database.

7. The Data Entry Agents must be given a specific time frame to complete the task. Meet regularly with your Data Entry Agents to measure process and to come up with strategies to complete the task within the time scheduled if there are any challenges.

8. Create a special Ministry or Department responsible for the management of the organization’s database. The team must register new members and update the data at least o for each member once a year.

9. Don’t leave the database in the hands of only one person. Leadership must take keen interest in the organization’s data.

10. The newly created Data Ministry/Department must undertake periodic membership data auditing by making a power point presentation before the entire members or the leaders to report the true state of the organization’s membership data.

Note: This exercise is necessary to keep all informed about the various demographic statistic (gender, age, marital status, occupation etc), the status of every member (active or inactive) and a graphic presentation of the total number of children, teenagers, adolescents, young adults, older adults and aged in the organization.

It will also make members and leaders of your organization appreciate the relevance of the database software; as it will help in measuring the numerical growth of the organization, and to use the data to make informed decisions.

Note: Data Management is a serious business, and therefore you need serious and committed team in place to own up to the task.

Note: As the saying goes, garbage in, garbage out. If you don’t regularly and timely enter the right data, you should not expect any useful data from the database when you need it.

Note: Most people do not realize the relevance of the data entry you are entering immediately until such a time that the data is needed to inform a critical decision. If you fail to get your data current and updated will render the enter database system useless

There are two types of Admin users, namely Unlimited Admin User and Limited Admin User. The Unlimited Admin has unrestricted access to the database, he can modify anything or delete information but a limited admin user is restricted to specific areas of the database and cannot do much on the system except the area he has been given access to. Limited Admin user cannot add another admin user.

To add admin user click on Accounts at the top bar on the home page right by the subscription button but if you are using smart phone, click on the 3 dots at the top right of your phone, click on Accounts to open the page, Click on Add User to open the admin user registration form.

On the second page of the Admin User registration form, there an option to tick the areas on the database that you want to grant the user access. The ticked boxes are the areas the user can operate when he logs into the database. If you tick all the access boxes it means the user has been granted unlimited access.