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"Dues Follow-up" tab under "Dues Management" 7 years 6 months ago #58380

  • desplainestoastmasters
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**** ADDITIONAL INFORMATION for #58408****
Since I posted this reply 30 minutes ago, I ran a test on the Member Management, after recreating my TestDummies custom group to include all 6 of my dummy members. And then tested who belonged in each group. The PAID group included not only the 5 memberswho had paid, but also the same 5 of the 6 dummy members I added tonight (but not the one I added last night). So somehow FTH is picking all members who do NOT fall in the DUESNOTPAID group as DUESPAID members, even those that had "DO NOT SEND" flagged are flagged as DUESPAID. (Or maybe I did something differently when I added one dummy member correctly into my custom group last night that he did not appear as a PAID member today?) So it isn't working for our website as currently configured, and I don't know what I am doing wrong.

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Last edit: by desplainestoastmasters. Reason: Additional Information for #58408

"Dues Follow-up" tab under "Dues Management" 7 years 6 months ago #58386

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The 5 columns on the right are for payment records by method of payment. What you need to look at is the column on the left. The Dues Paid and Dues Not Paid will go to all members with email addresses, based on the "flag" in the "send" column, i.e. if "Send" is flagged, Dues not Paid will go to those members, and Dues Paid will go to the rest.

I suggest you remove the email addresses from your "dummy" members, and word your thank you letter to thank for payment or advice of non-renewal, otherwise your dummy members and retiring member should be flagged as "Other" to exclude them when sending to Dues Not Paid (no reminder), and as Send (to be excluded when sending to Dues Paid.

Perhaps a Non-Renewing advice received column would be useful, with those to be excluded from both groups. Please post that as an Improvement Suggestion if you would like it to be given consideration
Pam Holley, DTM
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Redlands Toastmasters Club, Secretary 2023-2024 redlands.toastmastersclubs.org/
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"Dues Follow-up" tab under "Dues Management" 7 years 6 months ago #58392

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Thanks Pam for your reply. I finally removed the valid "test" email addresses from dummy members Webmaster and User Testing so they are now assigned "noemail" accounts; moved our retired member into former member status and left the other dummy drop list entries (Guest Director, Guest Evaluator, Guest Speaker, Visiting D30 Director) with their "noemail" accounts along. Then sent a PAID Thank You test message to the Paid members; a NOTPAID Reminder test message to the Unpaid members, and everything worked as expected.

I'll let my Treasurer compose and send her own official messages with Invoice before our next meeting if she wants.

I still think a "DO NOT SEND/OTHER" flag should block "members" (with "noemail" or real email accounts) from getting any email.
But I can live with the changes I made to get it to work "right" and so will not elevate it to an Improvement Suggestion at this time.

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"Dues Follow-up" tab under "Dues Management" 7 years 6 months ago #58408

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Repeating my last comment: I finally removed the valid "test" email addresses from dummy members Webmaster and User Testing so they are now assigned "noemail" accounts; moved our retired member into former member status and left the other dummy drop list entries (Guest Director, Guest Evaluator, Guest Speaker, Visiting D30 Director) with their "noemail" accounts alone. Then I sent a PAID Thank You test message to the Paid members; a NOTPAID Reminder test message to the Unpaid members, and everything worked as expected."

Well, it turned out, after I sent test messages, not exactly as I expected. I just found the messages I composed and sent Friday in my inbox Saturday afternoon, and everything did NOT work as expected!
The DUESNOTPAID reminder test message sent using the "Due Followup" tab CORRECTLY went ONLY to the Unpaid members (as flagged on the "Send Notice/Track Payments" tab).

But the DUESPAID 'Thank you' test message sent out went to the 5 paid members PLUS was sent (according to the recipient list) to most of the dummy members having noemail URLs:
This email address is being protected from spambots. You need JavaScript enabled to view it. (assigned to Guest Speaker);
This email address is being protected from spambots. You need JavaScript enabled to view it. (assigned to Guest Evaluator);
This email address is being protected from spambots. You need JavaScript enabled to view it. (assigned to User Testing) and
This email address is being protected from spambots. You need JavaScript enabled to view it. (also assigned to Webmaster);
This email address is being protected from spambots. You need JavaScript enabled to view it. (assigned to Guest Director).

Only dummy member (Visiting D30 Director) that was assigned This email address is being protected from spambots. You need JavaScript enabled to view it. did not get a DUESPAID 'Thank you' test message, probably because I moved had it from Members group into a custom group (TestDummies). I guess for now as a workaround I'll move all these "dummy members" one of my predecessor webmasters created into the custom group (TestDummies) to prevent future mishaps; doing so does not cause them to disappear from the Agenda members drop list.

I still think a "DO NOT SEND/OTHER" flag should block "members" (whether they have "noemail" or real email URLs) from getting any emails.

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"Dues Follow-up" tab under "Dues Management" 7 years 6 months ago #58410

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As per my previous comment

The 5 columns on the right are for payment records by method of payment. What you need to look at is the column on the left. The Dues Paid and Dues Not Paid will go to all members with email addresses, based on the "flag" in the "send" column, i.e. if "Send" is flagged, Dues not Paid will go to those members, and Dues Paid will go to the rest.


Of course, the message to members with no email address will go nowhere, so it doesn't really matter which group they are in.

Moving members into custom groups won't exclude them from these emails - if they are on your Members list they will be split into two custom groups for the purposes of the Dues Paid and Dues not Paid messages, based only on the setting in the left most "Send' column
Pam Holley, DTM
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Redlands Toastmasters Club, Secretary 2023-2024 redlands.toastmastersclubs.org/
HOT, President 2023-2024 hot.toastmastersclubs.org

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"Dues Follow-up" tab under "Dues Management" 7 years 6 months ago #58412

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Thanks, Pam. Then it is working as designed, apparently?

Is there a better way to add special entries into the Agenda member drop list (so that drop-in people such as "Ambassador visitors from other clubs" or district officers can be assigned meeting roles) than by adding as dummy members in the member list?
Or should we add their names as visitors, and will a visitor's name then be included in the Agenda drop down lists?

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"Dues Follow-up" tab under "Dues Management" 7 years 6 months ago #58414

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How you handle guests is entirely up to your club and what suits them best.

I recommend adding a dummy member named {Guest}. The curly brackets will force them to the bottom of your agenda dropdown list. Once selected you can, if necessary, add their name to the actual agenda role description. Putting their name in the membership list is not advisable as someone might accidently add their email address, which will mean that they get member email. You can add their real name and details to your Guest list to include them in communications to guests.

Only names in the Members list will be available in the agenda drop down list.
Pam Holley, DTM
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Redlands Toastmasters Club, Secretary 2023-2024 redlands.toastmastersclubs.org/
HOT, President 2023-2024 hot.toastmastersclubs.org

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"Dues Follow-up" tab under "Dues Management" 7 years 6 months ago #58419

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I've added several new dummy names in {curly brackets} (which were assigned new noemail addresses). And Deleted the old dummy names.
R Dellar

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