What is it?
An Organizational Member Type is one where an organization or company is responsible for paying their dues each year, and has one or more linked individual(s) attached to the organization. Within Oasis’ organizational Member Type setup, you can allow an organization to add as many individual linked users as they want, or you can limit them to a certain number of allowed linked users.
- How to Create a New Organizational Member
- How to Create Linked Profiles
- How to Add Existing Linked Profiles
- How do Notification Emails Work?
Glossary of Terms
Organization profile: the Organization profile does not belong to a person. Rather, it is an aggregator profile that contains information about the organization (ex. address, phone, email, and any other attributes you assign) and has one or more individual linked profiles tied to it. An Organization's dues may be based on the number of linked profiles tied to that Organization, or an Attribute (ex. Total Personnel). The automated renewal reminders are sent to the email address in the Organization profile.
Linked profile: Linked profiles are the individuals who work for the organization or company. Think of them as an extension of the organization or company. Each linked individual will have their own profile, which contains the built-in attributes (ex. name, email, address, phone) and any other custom attributes you assign.
Key Contact: Key Contacts are specific linked profile(s) who are viewed as the organization’s manager. An organization may have one Key Contact, or all of the linked users may be designated as Key Contacts. The Key Contact(s) can:
- Pay dues on behalf of the organization
- Edit and update the organization’s profile they're linked to
- Edit and update other profiles linked to their organization
- Register other linked users from their organization for events
How to Create a New Organizational Member
After you have successfully logged in to the back end of your site, click on the Profile List button in the top right-hand corner. This will take you into a list of all of the members within your system.
In the upper right-hand corner, click on the “Add an Organization” icon.
In the modal that pops up, select the Member Type you are adding to and fill in the name of the organization you'd like to create.
As soon as you hit the “Save” button you will be taken into your new Organizational Member’s profile.
Once you are in the new profile, start by filling in the organization’s information (ex. address, phone, email). NOTE: In order for your system to send this new organization a renewal notification, you will need to fill in the Email address and Expiration Date.
How to Create Linked Profiles
The next step is creating linked profiles underneath the organization. If the individual profile you need to link to the organization is NOT currently in Oasis, click on the “Linked Profiles” tab near the middle of the page. If the profile IS currently in Oasis and needs to be tied to the organization, skip to the next section.
Once in the Linked Profiles tab, click on the “Create Linked Profile” button.
A new modal will pop up asking you to fill out all of the new linked member’s information.
As soon as you have completed that information you have two options. You can either save this one member or continue adding additional linked profiles.
Once you have finished adding all of your linked members you will be able to choose your Key Contact. Toggle the “Key Contact” button to the 'on' position next to the profile(s) you have selected.
How to Add Existing Linked Profiles
If the profile(s) you want to link to your new organization already exist in Oasis, you can simply link them to the organization profile. To start, click on the “Linked Profiles” tab on the far right.
To note: An organization can only link to profiles in the linked Member Type attached to the Organization Member Type. If an individual profile is not in the linked Member Type that's tied to the Organization Member Type, you cannot link the individual to the organization. The user's Member Type needs to be changed to the correct Member Type in order to link them.
From there, click on the “Add Linked Profiles” button.
A new modal will pop up asking you to “tag” the profile that you want to link to your organization or company. Do so, then click Link "X" Profiles.
Now you'll see that profile in your linked profiles list, and can designate them as a Key Contact if needed.
How do Notification Emails Work?
In an organization/linked setup, the organization is the one responsible for paying dues. The renewal notification emails will be sent to the email address in the organization’s profile. For that reason, it's very important to keep the organization’s email address up to date - make sure that if you are changing out Key Contacts for the organization, you're also updating the organization’s email address as needed.
*If you would like to add the Key Contact's name to the renewal notification email, you'll need to create a custom attribute, assign it to the org. member type, adjust profile owner attribute security, then insert that data merge field into the renewal notification
This article provides additional details about the automated renewal process, including notifications.
- Add/update the Expiration Date in the Organization profile - it will cascade down to the linked profiles.
- Creating a linked profile is adding someone new that is not currently in your Oasis database.
- Adding a linked profile is linking a pre-existing profile to the organization.
- When “creating” linked profiles, always make sure to reset their password and notify them or send them a password reset link so they can set their own password.
- Make sure to add the Key Contact’s email address to the organization’s email address attribute.
- If you change the Key Contact or they leave the organization, always make sure to update the organization’s email address accordingly.