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MEMBER.MAN
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1994-02-17
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Servile Software
Membership Database
Operators Instructions
Second Edition
Febuary 1994
2
INTRODUCTION
The Servile Software membership database is a simple to use system for
recording and analysing club and society membership details. Very little
setting up is required, you should be up and running in just a few minutes.
The database offers a range of facilities which are selected from displayed
lists, called "menus".
╔══════════════════════════════════════════════════════════════════════════════╗
║ Servile Software MAIN MENU Member V1.0 ║
╚══════════════════════════════════════════════════════════════════════════════╝
╔═════════════════════╗
║ Membership Details ║
║ Membership Types ║
║ General Letters ║
║ Expiry Letters ║
║ Birthday Letters ║
║ Analysis Facilities ║
║ Manager Facilities ║
║ Exit ║
╚═════════════════════╝
╔══════════════════════════════════════════════════════════════════════════════╗
║ Please Select Facility ║
╚══════════════════════════════════════════════════════════════════════════════╝
The Main Menu
Menu facilities are selected by pressing the return key when the desired
facility is highlighted. The highlight bar is moved by pressing the cursor up
arrow and cursor down arrow keys.
Operation of the database is quite straight forward, and you will probably
only need to refer to this documentation occassionaly.
3
MEMBERSHIP TYPES
Before you can enter any membership details, you must record details of the
different types of membership your club or society offers. This is done
through the "Membership Types" facility.
╔══════════════════════════════════════════════════════════════════════════════╗
║ Servile Software ENTER MEMBERSHIP TYPES Member V1.0 ║
╚══════════════════════════════════════════════════════════════════════════════╝
╔═══════════════════════════════════════════════════════════════════════════╗
║ Type Description Fee ║
╠═══════════════════════════════════════════════════════════════════════════╣
║ ORDIN Ordinary 5.00 ║
║ LIFE Life 25.00 ║
║ FULL Full Member 10.00 ║
║ EXEC Executive 15.00 ║
║ JUNIOR Junior 2.50 ║
║ COMP Complimentary 0.00 ║
║ ║
║ ║
╚═══════════════════════════════════════════════════════════════════════════╝
╔══════════════════════════════════════════════════════════════════════════════╗
║ Press RETURN to amend highlighted item, add new codes to bottom of list ║
╚══════════════════════════════════════════════════════════════════════════════╝
4
MEMBERSHIP DETAILS
Membership details are recorded through the "Membership Details" facility.
When you enter a block of NEW members, the membership fees charged are
remembered by the system. Upon leaving this facility a reminder of the total
monies taken, for this session is displayed. This figure only reflects the
most recent batch of membership details entered.
Various function keys are active in this facility.
Pressing F2 displays the next member's details.
Pressing F3 displays the previous member's details
Pressing F4 alows amendment of the displayed member's details
Pressing F5 allows a new member's details to be added
Pressing F6 allows a search to be made for a member
Pressing F7 continues the last search
Pressing ESC passes you back to the menu.
╔══════════════════════════════════════════════════════════════════════════════╗
║ Servile Software ENTER MEMBER DETAILS Member V1.0 ║
╚══════════════════════════════════════════════════════════════════════════════╝
╔═══════════════════════════════════════════════════════════════════════════╗
║Code 000001 Name John Smith ║
║Gender M ║
║Address 25 Argyle Drive ║
║ ║
║ ║
║Town Basingstoke ║
║County Hampshire ║
║Post Code RG20 7GF ║
║Telephone 0256 56372 ║
║Fax ║
║D.O.B. 01/01/70 Fee 5.00 ║
║Type ORDIN Ordinary ║
║Date Of Joining 01/01/94 Expiry Date 31/12/94 ║
╚═══════════════════════════════════════════════════════════════════════════╝
╔══════════════════════════════════════════════════════════════════════════════╗
║ F2 Next F3 Previous F4 Amend F5 New F6 Search F7 Continue Esc Exit ║
╚══════════════════════════════════════════════════════════════════════════════╝
5
MAIL MERGE
The Servile Software Membership Database offers comprehensive facilities for
sending standard letters to all or a subset of the membership. These "mail
merge" facilities are divided into three separate facilities; General letters,
Birthday Letters and Expiry Letters. General letters is a facility for sending
a standard letter to all or a subset of members based upon such criteria as;
membership type or gender. The birthday letters facility provides a
straightforward way to select members who have a birthday within a range of
dates. Similarly, the expiry letters allows members whose membership will
expire within a range of dates to be selected.
SELECTING MEMBERS FOR GENERAL LETTERS
To select members for general letters, the database presents you with a
screen similar to the membership details screen. You should fill in any
sections which you want in order to screen the membership. For example, you
might just fill in the "sex" section to select members of just one gender. Or
you might fill in the "type" section to select members of just one membership
type. You can fill in as many or as few sections as you wish. If you do not
fill in any, then the entire membership will be selected.
╔══════════════════════════════════════════════════════════════════════════════╗
║ Servile Software Select Members Member V1.0 ║
╚══════════════════════════════════════════════════════════════════════════════╝
╔═══════════════════════════════════════════════════════════════════════════╗
║Code Name ║
║Sex F ║
║Address ║
║ ║
║ ║
║Town ║
║County ║
║Post Code ║
║Telephone ║
║Fax ║
║D.O.B. / / ║
║Type ║
║Date Of Joining / / Expiry Date / / ║
╚═══════════════════════════════════════════════════════════════════════════╝
╔══════════════════════════════════════════════════════════════════════════════╗
║ Enter Selection Criteria ║
╚══════════════════════════════════════════════════════════════════════════════╝
Selecting ALL female members
6
After all the mail merge member selections have been run, the database tells
you how many records (members) have been selected.
╔══════════════════════════════════════════════════════════════════════════════╗
║ Servile Software Mail Merge Member V1.0 ║
╚══════════════════════════════════════════════════════════════════════════════╝
╔═════════════════════════════════════════════════╗
║ 51 RECORDS CREATED FOR MAIL MERGING ║
║ ║
║ Press A Key To Return To The Mail Merge Menu ║
╚═════════════════════════════════════════════════╝
╔══════════════════════════════════════════════════════════════════════════════╗
║ Press a key when ready ║
╚══════════════════════════════════════════════════════════════════════════════╝
The Database reports the number of selected records
7
EXPIRY LETTERS
Expiry letters are standard letters sent to all members whose membership
expires within a period decided by you. These could simply be reminder letters
to encourage those members to rejoin.
╔══════════════════════════════════════════════════════════════════════════════╗
║ Servile Software Select Members Member V1.0 ║
╚══════════════════════════════════════════════════════════════════════════════╝
╔═══════════════════════════════════════════════════════════════════════════╗
║ ║
║ ║
║ ║
║ ║
║ ║
║ After 01/02/94 Before 28/02/94 ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
╚═══════════════════════════════════════════════════════════════════════════╝
╔══════════════════════════════════════════════════════════════════════════════╗
║ Enter range of expiry dates ║
╚══════════════════════════════════════════════════════════════════════════════╝
Selecting Members For Expiry Letters
8
BIRTHDAY LETTERS
Birthday letters are standard letters sent to all members who have a birthday
within a period decided by you. These could simply be birthday greetings.
╔══════════════════════════════════════════════════════════════════════════════╗
║ Servile Software Select Members Member V1.0 ║
╚══════════════════════════════════════════════════════════════════════════════╝
╔═══════════════════════════════════════════════════════════════════════════╗
║ ║
║ ║
║ ║
║ ║
║ ║
║ After 02/02/94 Before 02/02/94 ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
╚═══════════════════════════════════════════════════════════════════════════╝
╔══════════════════════════════════════════════════════════════════════════════╗
║ Enter range of birth dates ║
╚══════════════════════════════════════════════════════════════════════════════╝
9
PRINTING LETTERS
After selecting the member's to be sent a letter, you can print copies of the
letter to each selected member. You select the desired letter from the list
provided.
╔══════════════════════════════════════════════════════════════════════════════╗
║ Servile Software PRINT LETTERS Member V1.0 ║
╚══════════════════════════════════════════════════════════════════════════════╝
╔═══════════════╗
║ SELECT LETTER ║
║ ║
║ AGM.LET ║
║ MEETING.LET ║
║ RENEW.LET ║
║ BIRTHDAY.LET ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
╚═══════════════╝
╔══════════════════════════════════════════════════════════════════════════════╗
║ Select Letter ║
╚══════════════════════════════════════════════════════════════════════════════╝
Selecting The Letter To Print
10
EDITING LETTERS
Letters can be created and edited with either a word processor, or with the
built in mail merge editor of the database.
There are two types of text which can be included in the letter: fixed text
such as "Yours sincerely" and variable text which is derived from each
member's record, such as "<NAME>". Notice that variable text is entered
between angle brackets "< >" and is comprised of the name of a field or a
function. A field is a section from the membership record, a function is a
process carried out, such as "<DATE()>" which inserts the current date.
╔══════════════════════════════════════════════════════════════════════════════╗
║ Servile Software TEXT EDITOR Member V1.0 ║
╚══════════════════════════════════════════════════════════════════════════════╝
╔══════════════════════════════════════════════════════════════════════════════╗
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
║ ║
╚══════════════════════════════════════════════════════════════════════════════╝
Editing GENERAL.LET <F10> Field I Line: 1 Col: 0
Editing a letter
11
The database text editor uses Wordstar type command keys, such as "Ctrl y" to
delete the line containing the cursor, and "home" to move the cursor to the
start of the current line.
To insert a field, you may either type it in manually, or select the field
from a list presented when you press key F10. Move the highlight bar down the
list of fields with the cursor arrow keys to the desired field. There are too
many fields to display all at once, and subsequent fields are displayed when
the highlight bar is moved past the bottom of the list.
╔══════════════════════════════════════════════════════════════════════════════╗
║ Servile Software TEXT EDITOR Member V1.0 ║
╚══════════════════════════════════════════════════════════════════════════════╝
╔══════════════════════════════════════════════════════════════════════════════╗
║ ╔═══════════════╗ ║
║ ║ SELECT FIELD ║ ║
║ ║ ║ ║
║ ║ CODE ║ ║
║ ║ NAME ║ ║
║ ║ ADDRESS ║ ║
║ ║ ADDRESS2 ║ ║
║ ║ AREA ║ ║
║ ║ TOWN ║ ║
║ ║ COUNTY ║ ║
║ ║ POST ║ ║
║ ║ TELEPHONE ║ ║
║ ║ FAX ║ ║
║ ║ TYPE ║ ║
║ ║ JOINED ║ ║
║ ║ EXPIRES ║ ║
║ ║ DOB ║ ║
║ ║ SEX ║ ║
║ ╚═══════════════╝ ║
╚══════════════════════════════════════════════════════════════════════════════╝
Editing general.let <F10> Field I Line: 1 Col: 0
Selecting A field
12
ANALYSIS FACILITIES
The Servile Software Membership Database provides comprehensive analysis
facilities. These facilties are graphs and a print out of statistics. With
this information you can see at a glance the type of members who comprose your
membership, the distibution of age within the members &c.
╔══════════════════════════════════════════════════════════════════════════════╗
║ Servile Software ANALYSIS MENU Member V1.0 ║
╚══════════════════════════════════════════════════════════════════════════════╝
╔══════════════════════════╗
║ Graph Membership Type ║
║ Graph Joining Months ║
║ Graph Membership Levels ║
║ Graph Membership Revenue ║
║ Graph Age of Members ║
║ Graph Gender of Members ║
║ Print Statistics ║
║ Main Menu ║
╚══════════════════════════╝
╔══════════════════════════════════════════════════════════════════════════════╗
║ Please Select Facility ║
╚══════════════════════════════════════════════════════════════════════════════╝
13
MANAGER FACILITIES
The Manager Facilities are a collection of special facilities that are of use
to the system manager. These include; purging details of members who have
left, clearing down at the end of the year and editing control data.
╔══════════════════════════════════════════════════════════════════════════════╗
║ Servile Software MANAGER FACILITIES Member V1.0 ║
╚══════════════════════════════════════════════════════════════════════════════╝
╔═══════════════════════════╗
║ Purge Expired Memberships ║
║ Year End Clear Down ║
║ Control Data ║
║ Main Menu ║
╚═══════════════════════════╝
╔══════════════════════════════════════════════════════════════════════════════╗
║ Please Select Facility ║
╚══════════════════════════════════════════════════════════════════════════════╝
The Manager Facilities
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Purging expired memberships removes all membership records where the membership
exires before today's date.
The year end clear down facility resets all membership records of joining and
expiry dates, and creates analysis information for the year just past.
The control data provides access to amend the five ranges for membership age
analysis.
╔══════════════════════════════════════════════════════════════════════════════╗
║ Servile Software CONTROL DATA Member V1.0 ║
╚══════════════════════════════════════════════════════════════════════════════╝
╔══════════════════════════════════════════════════════════════════════════╗
║ Range Lower Upper ║
║ ║
║ Under 16 0 15 ║
║ 16 to 21 16 21 ║
║ 22 to 30 22 30 ║
║ 31 to 50 31 50 ║
║ Over 50 51 999 ║
╚══════════════════════════════════════════════════════════════════════════╝
╔══════════════════════════════════════════════════════════════════════════════╗
║ Enter Control Data ║
╚══════════════════════════════════════════════════════════════════════════════╝
Editing Control Data
15
Published By Servile Software
5 Longcroft Close
Basingstoke
Hampshire
RG21 1XG
England
Telephone 0256 478576
FULL SUPPORT IS AVAILABLE TO REGISTERED USERS 7 DAYS A WEEK!