On this page
- Overview
- To view your member and prospect profile limit
- To move profiles into the prospect member type
- What if the whole organization is cancelling or did not renew?
- What if my prospect members want to rejoin?
Overview
To keep your database within your billing plan profile limit, moving your inactive members to the prospect member type is the quickest solution. There are a few other scenarios when you may want to move profiles to the prospect member type:
- Some members decided not to renew
- Some members cancelled their membership
- You want to clean up your lapsed members
All member profiles (pending, active, graced, and lapsed) count towards the total number of member profiles outlined in your billing plan. This guide will help you keep your database clean, manage cancelled members, and stay within your MC Professional billing plan limit.
Members moved to the prospect member type, that are currently assigned to an e-list, will retain their e-list privileges. These members will continue to receive e-list messages unless they are manually unsubscribed.
To view your member and prospect profile limit
1. Navigate to Settings > Account Settings. You can view your current number of custom member and prospect profiles under Account Information.
2. Or, navigate to Membership Dashboard.
Profiles in this category are considered to be member profiles, no matter their status (pending, active, graced, and lapsed). A Prospect profile is a non-member profile. It does not count towards your custom/member profile limit. Prospect profiles do not pay dues as they are treated as a non-members and cannot participate in member benefits. You can keep a database of Prospect profiles to communicate with, and send out a membership drive in the future.
To move profiles into the Prospect member type
Moving a profile to the Prospect member type will depend on the structure of your member type:
- Individual
- Organization
If you move a profile to the Prospect member type, their open renewal invoices will be voided. This happens automatically. This can be an added benefit to clean up open invoices when you know a member is not going to renew.
Moving members in individual member types
Moving individual member type profiles to the Prospect member type can be done one-by one or in bulk.
To do so one-by-one, navigate to the member's profile. Click Edit next to their Member Type. Select Prospect in the drop-down menu, then click Save.
To move individual member type profiles in bulk, navigate to your Profile List. You can use the Advanced Search By drop-down menu to filter your database.
For more information on how to conduct an advanced search and tag profiles, see here.
If you are cleaning up lapsed members, use the advanced search by drop-down to filter by expiration date. Below is an example of how to set up your search.
Once you run your search you can tag the targeted profiles.
Lapsed members must be changed to active status before they are moved to the prospect member type. When you do, ensure the Untag Profiles After An Action check box is de-selected. This way you can perform another action on the same tagged profiles. Re-check this box when you're finished so that these profiles don't remain tagged in your Profile List. Tag your lapsed members, then click Actions > Change Status > select Active in the dropdown menu.
Once your lapsed members are moved to active status, click Actions > Change Member Type > select Prospect in the drop-down menu.
Once you've tagged your profiles, they remain tagged until you release them by clicking Untag All, or use the Untag Profiles After An Action option.
Moving members in organization member types
First, you need to unlink the linked user that you want to move to the prospect member type. Navigate to the Organization’s profile, then click on the Linked Profiles tab. Find the linked profile you want to move, then click unlink.
Once the profile has been unlinked, use the quick search bar in the top right corner of the page to search for the member again. Inside the member's profile, Click Edit next to their member type. Use the drop down to select Prospect.
You can unlink multiple members at the same time on the Profile List page. Search for, then tag, the linked members in your list. Select Actions in the bottom right corner of the page > click Unlink Profiles.
What if the whole organization is cancelling or did not renew?
You cannot move the organization profile to the Prospect member type. For this reason, you may want to delete the organization profile. You will need to unlink each linked user following the steps above. For step-by-step instruction on deleting profiles, see here.
Deleted profiles are removed from the member type but not from your database. Deleted profiles do not count towards your database limit. If you need to recover deleted profiles, see here.
What if my prospect members want to rejoin?
If your Prospect members want to rejoin, they will need to use their existing username and password - associated with their Prospect account - to take your application form. They will not be able to renew, as they are no longer considered a member.
See here, for more information on cleaning up your database.