Main membership panel

Written by Jane Atkinson on . Posted in Documentation


• To access the membership area, select it from the pull-down menu in the admin console.

Select membership area


Adding members

If you need to add a number of members or guests at once, use the Quick Add tab.

Add a single member by entering name, email address and phone number in the top line, where it says NEW. Then click SAVE.

Adding new member

Once you've saved the new entry, you can use the membership tools or assign officer roles.

The underscore character "_" can be used as a "non-breaking space" in multi-part first names and surnames (e.g. John Van_Buren) to force the system to properly recognize the parts of the name. This helps the system determine the correct first names and surnames in features that split names, such as the Name Tags feature. The "_"'s are replaced with regular spaces whereever else names are used.


Membership tools

Click in the box at the left of the row to select one or more members.

Selecting members

Then choose an option from the Membership Tools pull-down menu.


Membership tools


Greyed out options can't be selected. They apply to other panels (see below).

Some of these options are fairly self-explanatory; others can be accessed elsewhere as well and are described separately. The following options are covered in more detail here.


Send basic email

You can use this to send an email to one or more members. You are automatically sent a copy for your records.

If you send an email to several members at once, you receive a single copy, beginning with a list of names to which it was sent.

You can use Email Tools to make use of templates and signatures.


You can't use CC or BCC, or add an attachment. If you need to do any of these things, use your regular email package.


Add Login Message

This is useful for sending a notification to a member, without needing to use email. The member will see it next time they log in. Currently, members can't reply to these messages, though that may be added to a future version of FreeToastHost.


Make Name Tags

This creates name tags from your member information. See separate page: Creating Easy, Inexpensive Name Tags with FreeToastHost.


Membership reports

Create member reports — contact information, mentoring information, guest follow-up — as html. You can print these immediately, or save them to your computer for further editing.


Upload Photo

You can upload a photo for a member, using the same method as described in View/Edit Profile.

It is preferable to use the separate View/Edit member profile tool to do this. If the member has disallowed admin edits to their profile, you probably shouldn't be overriding it by using this method to upload a photo. At the very least, ask the member first.

Assign mentors

See separate page: Assigning Mentors to Members

Export Contact Info

This is a way of saving a version of members' contact information on your computer. It is not a backup that can be reloaded onto the website later.

It does NOT export passwords.

It downloads the information as a csv file, which can be opened in any spreadsheet program.

If no selection is made, it will export ALL names from all lists (members, guests, former members etc).


Delete People

This removes names and information that you no longer wish to keep on your website. It is usually preferable to move members who have left the club to the former members list, in case they return later on. However, there may be occasions when complete removal is a good idea. You may also wish to prune your guest list from time to time, especially if you think that some of them are very unlikely to be heard from again.


Undelete People

Deleted names can be undeleted, provided it is done within 30 days of deletion. After that, they can't be recovered.


Assigning officer roles to members

Click on the Officer Roles pull-down menu. You may select up to three roles per member.


Set officer roles


To remove all roles from a member, click on Uncheck all at the top of the pull-down.


View/edit member profile

This allows you to view and in some cases edit a member's profile. You may only edit a member's profile if they have checked the setting to allow the admin to do so.

See the separate View/edit member profile for further details.