# Welcome to Memba {% hint style="info" %} **Getting started:** Take your time to configure Memba to meet your organisational needs before you import or add your members. You can set up display options, pre-populate forums or events, to make sure that when your members login for the first time, they have a rewarding and engaging experience. {% endhint %} ## Overview **What makes Memba different?** > Memba CRM is member management software that runs in your browser. It's easy to learn and can be used by many different types of organisations, such as business groups, local clubs, charities, trade associations and more. > > With Memba CRM you can keep track of all member records, the companies that your members work for, the events that you host, forums you create and the documents that you share. > > Memba CRM can be linked to your existing website or to a Memba website theme, meaning you have the option for a complete end-to-end solution. ## Quick links {% content-ref url="/pages/qLkB6VqnbmHqu4DEfB8N" %} [What is Memba CRM?](/overview/what-is-memba-crm) {% endcontent-ref %} {% content-ref url="/pages/EvqnetNhU4Ali7QVPDGl" %} [Core Features](/overview/core-features) {% endcontent-ref %} ## Get Started We've put together some helpful guides for you to get setup with our product quickly and easily. {% content-ref url="/pages/WzkIvYmPEPT43N7Buhnk" %} [Getting set up](/fundamentals/getting-set-up) {% endcontent-ref %} {% content-ref url="/pages/TGL9XHYNVWHBUvmcedxw" %} [User types](/fundamentals/getting-set-up/user-types) {% endcontent-ref %} {% content-ref url="/pages/FJ45i1rIQ9MFnofKQoJT" %} [Batch uploading members](/fundamentals/getting-set-up/batch-uploading-members) {% endcontent-ref %} # What is Memba CRM? Memba CRM is a customer (or in this case, member), relationship management software. It runs in the browser, so you do not need to download any software and you can use it on any connected device. {% hint style="info" %} **Heads Up:** The quickest way to get to grips with what Memba CRM is and does, watch the short video below. {% endhint %} ## Memba overview Got a minute? That's all it takes to sign up. This video walks you through the process. {% embed url="" %} # Users & Permissions Memba CRM is pre-configured with a number of User Types and their permissions (what your users can see and do) can be configured by an administrator. There is one account owner - this is the person who signs up - and account admins (people on your team will will manage your members). Then we have the members and the organisations these members work for. Let’s go over each in more detail... ### Account Owner & Admin Users * **Account Owner**: there is only one account owner. By default, the account owner is the person that signs up on the [mymemba.io](http://mymemba.io) website, although this can be changed by you by transferring ownership to another admin. The account owner is typically the owner/director or manager of your organisation. The application can be configured to your organisational requirements by the owner or an admin user. * **Account Admins**: Account admins are privileged users of the application and they work with the account owner. There can be up to 10 account admins, depending on the plan you're on. These can be added/created by the account owner on sign up or afterwards in account settings. The Account Admins do the day-to-day tasks of managing your organisation’s members, such as updating member records, adding notes, creating events, publishing news and moderating the forum discussions. {% hint style="info" %} **Heads up**: The Account Owner and Admins work for the same organisation. The account owner organisation can have many member organisations and member organisations can have many individual members. {% endhint %} > ### Members > > * **Member Companies**: These are your individual membership organisations that may pay a membership subscription to you. Member companies are made up of individual members, usually their employees. One of these members can be assigned as a Lead Member, which gives them additional privileges and viewing permission. All other members are classed as standard members. > * **Lead Member:** There can only be one lead member in any Member Organisation and it’s up to you to optionally assign this role to one member. Once assigned as a lead member, this user can add other members and they will be automatically assigned as belonging to the same company as the lead member. Members must belong to a specific company or if they are individual members (meaning they pay a direct subscription to you) then they will be tagged as an independent member. The Lead Member can update and manage their own members and update their company's profile/settings. > * **Standard** **Member**: This is the default membership type; a standard user of the application with the lowest level of access. They can view and edit their own profile and access other content that you choose to make available to them. > * A**ssociate Member**: This is a special type of member, such as a supplier to you or your member organisations. An Associate Member has restricted access to the platform and these options can also be configured in your settings. > * **Audience**: At various points in the application the admin user can select an “Audience” (e.g. to send out an Event Invite, Post a News item etc.) they must choose one or more of the following user types: > * All Admins (send something or make visible to all Admins) > * All Members (send or make visible to members) > * All Members of a specific organisation (send or make visible to all members in one specific organisation) > * All Members of a Smart Group (send or make visible to all members of a specific smart group). More information about smart groups on the following page. > > *** # Core Features {% hint style="info" %} **Key Features overview:** Before we dive into too much details, let's walk you through some of the main features and benefits of the Memba CRM application. {% endhint %} ## Events Create and promote events to your members. Our built-in event module allows you to create any event type, including online-only events. Members are automatically notified when a new event is published and additionally you can send branded emails to your intended audience with just a few additional clicks. [More about events](/overview/core-features/events) ## Website Integration Memba CRM can be connected easily to any existing website. Simply add a button or link in your existing site and point it to the Memba CRM login page. You, your Admins and your Members can then login to your own secure portal. For more information please [contact our technical support team](mailto:support@mymemba.io). [More about website integration](/overview/core-features/integrations) ## Reports Memba CRM comes with 13 pre-built reports that you can view online or download as a .csv file.

The administrator dashboard can be configured to show the chart data that is important to your organisation.

* **User by Role** (list of all users, grouped by role) * **Tasks** (list of tasks, grouped by status) * **Upcoming Events** (list of upcoming event and confirmed attendees) * **Next Event Attendees** (List of members who have registered for the next event. Data includes dietary preferences and notes). * **All Event Attendees** (list of attendees to upcoming events) * **Forum Topics** (list of forum replies grouped by topic) * **News** (list of news articles by category) * **Document report** (list of documents sorted by permissions) * **Members Expiring 30** (complete list of all members expiring within next 30 days) * **Members Expiring 60** (List of members whose subscription expires within 60 days) * **All subscribers** (list of all membership subscriptions) * **Events** (This report shows a list of events and users, grouped by status category) * **Forum Flags** (List of members flagged for inappropriate content in Forum) Custom reports can be ordered and purchased using the custom report request form or submitted as a 'feature request' for s future unscheduled release. [More about reports](/overview/core-features/reports) ## News Create and publish member news. Members are notified when news is published and additionally, can submit news to your administrators for review and publishing.

The news listing page.

[More about news](/overview/core-features/news) ## Smart Groups Think of smart groups like a built-in Facebook Group for your members. Members can choose to join the smart groups you create. You stay in control of which smart groups are created. Members can join or leave a smart group at any time. Smart groups can have their own news, events and forum discussions. When creating or editing a smart group, the admin user can choose which features to enable. Possible features include: * Forum * Events * News Depending on which options are set, members of the smart group will be able to see relevant content on the Smart Group page. ![](/files/p6nxuad60sK35JyiudYm) [More about smart groups](/overview/core-features/smart-groups) ## Member Forum Create discussion forums for your Members. You can create topics that enable Members to participate in moderated discussions. Forums are a great way for your Members to ask questions and self-service their needs. Forums are created and controlled by you and any flagged user or message can be easily removed if needed. Forums are one of the best ways to get members actively engaged in your online community. ![](/files/YiB0nWcLZhG9KOKZfpV1) [More about forums](/overview/core-features/member-forums) ## Document Manager Upload documents and share with your members. You can upload Word, Excel, PowerPoint or PDF files and set viewing permissions to limit who can see or download them. Documents can be organised into Member folders, Smart Group folders or Admin-only folders.
[More about documents](/overview/core-features/document-manager) ## Messaging Send and receive messages from Members, Smart Group Owners, Event Managers and Forum Moderators. Members receive notifications when they login to your Memba CRM portal and can reply without leaving the safety and convenience of the application. [More about messaging](/overview/core-features/messaging)
# Smart Groups Smart Groups are segments of your member database that share the same interests. You may refer to them as special interest groups, or by some other collective name, within your own organisation > **A powerful way** to bring together members from different member companies that share a similar interest. It's a great way to promote specialist events and other member marketing Smart Groups are created by you. You can have as many smart groups as you like and your members can browse a list of smart groups and add or remove themselves from the group. That way they will receive notifications and event invites sent out by you to the members of the groups. {% hint style="info" %} **Think creatively!** How could you use this feature to enhance member engagement? {% endhint %} * Smart Groups are similar in purpose to Facebook Groups or WhatsApp Groups * Members choose to add themselves * Any admin can create, edit or remove a smart group * You can promote events to specific smart groups * You can upload documents only accessible to the members of the group * You can send email marketing to members of specific smart groups * You can choose to make smart groups available to your admins - perfect for a closed group, such as a Committee or Board Smart Groups arranged as cards. Users can choose to join or leave any smart group![](/files/p6nxuad60sK35JyiudYm) # Member Forums The Memba forum allows you to create themed discussion boards for your members. You can create as many forum topics as you like and optionally choose to make these available to your members. > **A powerful way** to increase levels of engagement in your member portal. When you start using Memba CRM you will want your members to be actively engaged in your new platform. Forums give you the perfect for members to interact with you and with other members. **Think creatively!** How could you use this feature to enhance member engagement? * How about a forum to help onboard new members? * Or a forum to deal with FAQs? * What about a closed forum that can be used by your Admins or Board? Members can be encouraged to help police the forum by 'flagging' any inappropriate content. Flagged content is automatically reported to your Admins and is automatically unpublished pending admin review. ![](/files/XDNtYMZUZ7X4lVVX7jzm)![](/files/5sy3q5dw9Wd6pWtcdkpN) *The two screenshots above show the Forum discussion detail (member view) on the left and the Forum management view (admin -only) on the right.* # Document Manager Memba CRM provides the possibility for you to upload documents to share with your members or your team. > **A powerful and secure way** to share information with members. Any admin user is able to upload files to share with your members. When uploading a file, the Admin user can choose the audience that the file will be shared with. The options are: * All Members * Members of a specific organisation * All Admin * All Members of a specific Smart Group Additionally, the following file formats are supported. * Microsoft Word * Microsoft Excel * Microsoft PowerPoint * PDF * Image files (.jpg, .png)

The screenshot shows the document management view.

*The above image shows the administrator view of the document manager. New documents can be added and existing ones downloaded or unpublished. The view shows the audience (who can see the document) and controls for publishing, editing or deleting*. # Messaging The Memba CRM allows Members to send direct messages to other Members or Admins and allows Admins to send batched messages to all Members or Members of a specific Smart Group or Company > **A simple and secure way** to communicate with members without the information leaving the security of the Memba CRM. Members do not need to share their email address and you can optionally decide whether to enable this feature for Members from the settings panel. The built in messaging system enable you to keep all member communication in one place. When you message a member, the message appears in their Memba inbox. They receive a notification of new messages or message replies whenever they login. {% hint style="info" %} **Member notes**: as an additional feature, you can log private notes against any member record. These notes can only be seen by you or other Admin users, they cannot be seen by members. {% endhint %} ![](/files/eXobeIH1MIUkjJjybJ9s)![](/files/jdRRWLI0pZt0E3UBlswO) *The screenshots above show the Memba message inbox and the message details. Unread messages are listed in bold and also appear in the member's notifications at the top right of their screen.* # News News is at the heart of most membership organisations. Memba CRM gives you the power to easily publish and promote news to your members, > **A powerful way** to keep members in the loop Memba CRM provide a useful tool to help you broadcast news to your members. In its simplest form, you can write a news article and publish it with one click. The news will appear on your members dashboard whenever they login. {% hint style="info" %} **Additionally**... you have the option to write simple announcements. These appear on the dashboard home screen and are perfect for short messages. {% endhint %} News articles can contain text and images and appear on the member dashboard home page as well as in a separate news section, accessible from the side menu. News can be organised into categories, such as General, Social, Financial, Politics etc. When configuring your CRM you can choose which categories are appropriate for your organisation. Access the settings area of the portal to configure your options. ![](/files/sO1GsRGT1BNNSrTyqMlz)![](/files/dqCaVR3N2ouOM6eH40yJ) *The screenshot on the left shows a news listing, with the news article open on the right. News can be written for specific smart groups and shared only with members of the smart group.* # Events Events are one of the most important aspects of any membership organisation. These can be Board/Committee meetings, training events, social outings or team building to name just a few. > **Memba CRM Events delivers powerful features** that allows an admin to quickly create and publish events for members. Events can be at physical locations or online and you can even promote the event with just a few clicks using one of our built-in email marketing templates. Creating a new event is simple. You need to add a short headline that grabs attention, write some summary copy, add the events details, such as location, date, start/end time and an attractive image. Once you've done this you can optionally broadcast the event to your audience. The main features are: * Event creation is quick & simple * Option to broadcast the event to your audience using our pre-designed email templates * Email promotion uses the dynamic content of the event, so no need to write separate promotional emails * Events can be published/unpublished * Members see all published events in their dashboard as well as received notifications and optional email * Members can confirm their attendance and manage their booking * Confirmed attendees are automatically added to downloadable event reports * Integrates with Google Maps to embed map of actual location / # Reports Downloadable reports make it easy for you to keep track of your members and their activity. Custom reports can be requested and more reports will be added with each new version we release > **A powerful way** to keep track of member activity Reports are the cornerstone of any CRM platform. The ability to instantly get an overview of your members and their activity is essential for effective membership management. Below we have listed the currently available report options, but if you would like to request a custom report, please email our support team or use the report request form in the Settings area of your CRM {% hint style="info" %} **Heads Up!** Reports in Memba CRM take two forms - dynamic charts accessible from your dashboard or downloadable CSV files from the Reports section of your CRM. {% endhint %} Custom reports can be ordered and purchased using the custom report request form or submitted as a 'feature request' for s future unscheduled release. * **User by Role** (list of all users, grouped by role) * **Tasks** (list of tasks, grouped by status) * **Upcoming Events** (list of upcoming event and confirmed attendees) * **Next Event Attendees** (List of members who have registered for the next event. Data includes dietary preferences and notes). * **All Event Attendees** (list of attendees to upcoming events) * **Forum Topics** (list of forum replies grouped by topic) * **News** (list of news articles by category) * **Document report** (list of documents sorted by permissions) * **Members Expiring 30** (complete list of all members expiring within next 30 days) * **Members Expiring 60** (List of members whose subscription expires within 60 days) * **All subscribers** (list of all membership subscriptions) * **Events** (This report shows a list of events and users, grouped by status category) * **Forum Flags** (List of members flagged for inappropriate content in Forum)
# Integrations Memba CRM is just one part of the equation. Think of it as the back end of your website, the CRM/portal that members login for personalised and private content. Memba CRM can be connected to your public-facing website in a number of different ways 1. Option 1 is to add a button or link to your existing website menu and point it to the MembaCRM login screen. 2. Option 2 is to use one of our [twelve pre-built membership marketing templates](https://www.mymemba.io/all-themes), which comes with Memba CRM integration baked-in. {% hint style="info" %} **Not sure which is best?** Schedule a[ quick cal](https://www.sandlebridge.co.uk/contact)l with one of our specialists {% endhint %} **Third Party Integrations** Memba currently integrates with the following software * Mailchimp * Stripe (Payment Processing) # Membership Plans We currently only supports online payments for your account owner subscriptions, However, with our next release we will provide the option for you to process member subscriptions. Memba CRM has a built-in Plan creator module that lets you: 1. Create any number of membership plans 2. You can configure these plans to meet the needs of your organisation 3. You can report on subscriptions, renewals and expiry and export these in report form to analyse alongside your accounting software When you start your free trial you are automatically added to our own 60 Day Free Plan and when you add your first members, they too will be added to a free plan, which will expire when your free plan expires, unless you choose to upgrade. In order to configure your own plans, you need to login to Memba and follow these steps: * Click on your profile image and then `Settings` > `Account Settings` * In the left admin menu choose `Plans` * Now click the green button `Add Plan`. (you will need to do this before you start subscribing your members) * Complete the Plan set up to provide a plan name, payment frequency, cost and select whether or not a company pays for the subscription (leave de-selected in the member pays independently). * Once the Plan has been saved, you can add others, or [start subscribing members to a plan](/overview/core-features/subscriptions). {% hint style="info" %} **Not sure which is best?** Schedule a[ quick cal](https://www.sandlebridge.co.uk/contact)l with one of our specialists {% endhint %} # Subscriptions Once you have at least one plan, you can start subscribing your members. Members can only be subscribed to one plan at any one time. ### How to subscribe members Members can be subscribed to plans one at a time, or in batch. * Click on your profile image and then `Settings` > `Account Settings` * In the left admin menu choose `Subscriptions`. Now click the button `Subscribe Member` * In the pop up that appears, select the member from the dropdown list (*if the member isn't in this list, you will need to add the member first*) * Now select the plan dropdown to choose a plan. If there is no plan in the dropdown you'll need to create a new plan first * Select an expiry date from the date/time picker * Optionally add subscription notes {% hint style="info" %} **Note**! When you batch upload members or add them during your own account creation process, the members is automatically added to a 60 day Free Trial plan. Once this time elapses, they will not be able to login to Memba unless you add them to a new Plan that you create. {% endhint %} # Getting set up
Step1: Creating your account [Sign up online](https://app.mymemba.io/sign_up) for a Free 60 day trial. This is the perfect way to start your journey and get to know the platform and whether or not it's right for your business.
Step 2: Adding your team Once you have verified your email, you can start adding your team. These are the colleagues or collaborators that will help configure and manage your membership portal. You can add up to 3 colleagues on sign up and then up to 10 when you're on a paid plan.
Step 3: Adding Your Members During the sign up process you can add a couple of members to get started. More can be added manually once the sign up process is completed and you're logged into your account dashboard. Simply click on your profile picture at the top right of the screen, navigate to `settings` and then to '`manage members`'
Step 4: Configuring your portal You will want to configure your portal to reflect the way you want operate. For example, you can control whether or not members see a listing of members, or whether or not you have company members. You can switch certain features or or off. All these configurable options are located in `settings`. Click on your profile photo in the top right and go to `settings`, then `account settings`and configure and of the following display and notification options: * Menu display options (controls which features are available to Members) * Notification options (controls when Members are notified or new events, messages, etc) * From this screen you have a new Admin menu where you can manage members, events, forums, announcements, plans and subscriptions).
Step 5: Setting up Membership Plans With Memba CRM you can create as many different types of membership plans as you want. However, Memba CRM currently doesn't support online payments for members, but you can still set up the plans and manage expiry notifications and reports. For more information go to our page on [Plans and Subscriptions](/overview/core-features/membership-plans).
# User types With Memba CRM there are five types of user: the account owner, administrators, lead members, members and associate members. The table below explains a little more about each type. {% hint style="info" %} **Heads up:** The account owner has full control over all settings and configuration options. Admins have the permissions to do most day-to-day management tasks and lead members have limited control over members from their own organisation. {% endhint %} ## Permission levels There are 5 types of permission levels in Memba CRM.
RoleCapabilities
OwnerHas all complete account access and all privileges
AdminCan add and manage all members and configure the portal
Lead MemberCan add and manage members of the same company
MemberCan manage their own profile and respond to message, forum posts and other options that you set for them
AssociateHas limited viewing permissions which you can determine
# Batch uploading members Batch uploading members is an efficient way to add multiple members into the system at once. {% hint style="info" %} **Heads up:** If you already have a large number of members in another system or spreadsheet, you can upload them directly into Memba CRM using our downloadable template. {% endhint %}
Step 1: Download our CSV template The template can be downloaded from the admin area of Memba. Navigate to the template as follows: * Click on your profile image > `Settings` > `Account Settings` * In the left admin menu click `manage users` * Now click the green button `Upload Members` * In the pop up that appears click on the link to `Download CSV Template`
Step 2: Export your current member data into our template Your data will need to map precisely to our template. Make sure you use the same column headers as the template or the upload will fail. If you have other fields not supported by our template, you will need to add these manually to each user record, using the available fields.
Step 3: Import the members To import your members, follow Step 1 above, and complete all the fields in the pop up, ensuring you click on the button to select your completed CSV file.
For more help and information please contact our [onboarding team](mailto:help@mymemba.io). # Importing Members The following video walks you through importing your existing members. # Creating An Event The following video shows you how to create a new event. # For Charities {% hint style="info" %} **Good to know:** depending on the product you're building, it can be useful to explicitly document use cases. Got a product that can be used by a bunch of people in different ways? Maybe consider splitting it out! {% endhint %} ## Figma Integrations {% tabs %} {% tab title="Installing" %} {% embed url="" %} {% endtab %} {% tab title="Configuring" %} Maecenas faucibus mollis interdum. Donec id elit non mi porta gravida at eget metus. Donec ullamcorper nulla non metus auctor fringilla. Donec sed odio dui. Donec ullamcorper nulla non metus auctor fringilla. {% endtab %} {% tab title="Customizing" %} {% endtab %} {% endtabs %} # For Business Groups & Clubs {% hint style="info" %} **Good to know:** depending on the product you're building, it can be useful to explicitly document use cases. Got a product that can be used by a bunch of people in different ways? Maybe consider splitting it out! {% endhint %} ## GitHub Integrations Cras mattis consectetur purus sit amet fermentum. Praesent commodo cursus magna, vel scelerisque nisl consectetur et. {% tabs %} {% tab title="Installing" %} Sed posuere consectetur est at lobortis. Integer posuere erat a ante venenatis dapibus posuere velit aliquet. Aenean lacinia bibendum nulla sed consectetur. Maecenas sed diam eget risus varius blandit sit amet non magna. ``` string | ComponentClass | FunctionComponent ``` {% endtab %} {% tab title="Second tab" %} Maecenas faucibus mollis interdum. Donec id elit non mi porta gravida at eget metus. Donec ullamcorper nulla non metus auctor fringilla. Donec sed odio dui. Donec ullamcorper nulla non metus auctor fringilla. {% endtab %} {% endtabs %}