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Admin Workflows

Since everyone’s processes for managing their members may be slightly different, there is no single best way to set up & manage your Directory. That being said, we’ve created some recommended workflows to help you figure out what process will work best for your organization.

Populating your Business Directory

The Chamber Dashboard Business Directory plugin creates a searchable directory of business listings on your WordPress website. Individual listing pages are indexed by Google creating a valuable SEO asset for your organization, PLUS increased visibility for your members. Once you have added your Google Maps API key, you can start adding Business listings manually or via CSV import.

STEP-BY-STEP PROCESS TO IMPORTING BUSINESS LISTINGS

Once you have your Directory published on your site, you can add new listings manually or use our free membership form plugin to automatically create new listings in your Directory.

Recommended Admin Workflow


Populating your CRM contacts

The CRM plugin creates a separate database of ‘People’ records. This allows you to keep track of both People who are associated with your Business listings and People who may be potential new members, event sponsors, etc. Tag them for follow up and record any Activities for that contact, such as notes from a phone call, attendance at board meetings, events attended, etc.

Especially if you have multiple contacts for each Business, it makes sense to import your Business listings first and then your contact list so that you can connect each contact with their Business during the import process.

STEP-BY-STEP PROCESS TO IMPORTING CONTACTS

Recommended Admin Workflow


New Business registration with Member Manager plugin

With the free Member Manager plugin, when a new member completes payment using the membership form, a new listing for their Business is automatically created in your Directory.  The contact’s name is listed as both the Business contact and the Billing contact at initial signup, but these are separate fields in the Business record so that both a website contact and an accounting contact can be entered if needed.

The Business is considered the member and displayed in the Directory. It is possible to display CRM contacts in your Directory, however it is not currently an option for new contacts to enter or update their own contact information.

The following happen automatically:

  • New Business is created.
  • Membership Renewal Date (MRD) entered in the Business listing.
  • Invoice created & marked ‘paid’ for tracking purposes.
  • Notification sent to admin email re: new member signup.
  • Paypal receipt sent to new member.

Recommended Admin Workflow:

  • Add a newsletter registration option to your membership form.
  • Site admin will need to publish the Business before it appears in your directory so that no unauthorized listings are shown.
  • Check in with new member for specific email to receive renewal notices.
  • Enter email for renewal notices in the Billing email field in the Business listing if needed.
  • Send a welcome email, encouraging new member to create a more robust listing by adding a description, featured image and links to their social media pages to their listing. (using the Member Updater plugin)
  • Create process for recording check payments.
    • Site admin will need to manually mark invoices ‘paid’ for check payments.
    • Site admin will need to manually update the MRD for check payments.
  • Export payment data as needed for accounting purposes.

Renewal payments with Member Manager plugin

The MRD can be used to as a reminder to send renewal notices. For members with a renewal date next month, simply send an email reminder that includes a link to your renewal form. 

When a Business renews (completes payment) using the Chamber Dashboard renewal form,

the following happens automatically:

  • An invoice is automatically created & marked as paid for tracking purposes.
  • The Membership Renewal Date (MRD) is automatically updated in the Business listing.
  • Notification sent to admin email re: member renewal.
  • Paypal receipt sent to new member.

Recommended Workflow:

  • Send a renewal reminder email to members with an MRD in the upcoming month.
  • For overdue payments, switch Business listing back to ‘current’ status if necessary.
  • For check payments, manually mark invoice as paid.
  • For check payments, manually update MRD.
  • Export payment data as needed for accounting purposes.
  • Print paid invoice

How to find a list of upcoming renewal dates


Automated Renewal Reminders

When using the Recurring Payments plugin, renewal reminders are automatically sent when the time frame you have set on the setting page matches the MRD.

The following happens automatically:

  • An invoice/order is automatically generated for tracking purposes.
  • An email with a link to the invoice/order is automatically created & sent.

Recommended Admin Workflow:

  • Set reminder time frame to include enough time to accommodate your follow up process.
  • Be sure invoices/orders previously paid by check have been marked ‘paid’.
  • Export payment data as needed for accounting purposes.

NOTE: Old invoices that have not been paid in over a year, can be deleted or marked as paid. The next time the MRD matches the renewal time frame you have set, a new invoice will be generated and emailed for payment.

How to find a list of invoices for a specific Business.


Member claimed listings with Member Updater plugin

Using Member Updater plugin, the process of becoming an Editor for a Business is built in to the registration process. So that when someone new registers their Business, they are also automatically registered as an Editor for that Business.

NOTE: Both the Business and People record must be published before new Editors can update their listing.

The following happen automatically:

  • New People record is created.
  • New user is created & assigned the role of Business Editor.
  • User is connected to People record is connected to Business.
  • Notification email sent to new user.
  • Notification sent to admin email.

Recommended Admin Workflow:

  • Site admin will need to publish the People record & connected Business before the member can edit their listing.
  • Notify existing members that they can now edit their listings.
  • Be sure to include a link to their Business Listing and a link to your Editor login page.
  • Offer recommendations to new Editor on how to leverage their listing for maximum visibility.

Members claim existing listing

The Member Updater plugin also gives you an Editor registration form to let members ‘claim’ (register as an Editor for) an existing Directory listing.  

The following happen automatically:

  1. New People record is created.
  2. New user is created & assigned the role of Business Editor.
  3. User is connected to People record is connected to Business.
  4. Notification email sent to new user.
  5. Notification sent to admin email.

Recommended Admin Workflow:

  • Site admin will need to publish the People record before the member can edit their listing.
  • Notify existing members that they can now edit their listings.
  • Be sure to include a link to their Business Listing and a link to the Editor login page.
  • Offer recommendations to new Editor on how to leverage their listing on your site for maximum visibility.

Manually connect existing users to Business

Existing users on your site can be manually added as an Editor for an existing Business.

Recommended Admin Workflow:

  • Manually connect user to People record to Business.
  • Notify existing members that they can now edit their listings.
  • Be sure to include a link to their Business Listing as well as a link to the Editor login page.

New Business registration with Member Manager PRO plugin

With the Member Manager Pro plugin, when a new member completes payment using the membership form, a new listing for their Business is automatically created in your Directory.  The contact’s name is listed as both the Business contact and the Billing contact at initial signup, but these are separate fields in the Business record so that both a website contact and an accounting contact can be entered if needed.

The following happen automatically:

  • New Business is created.
  • Membership Renewal Date (MRD) entered in the Business listing.
  • WooCommerce order created & marked ‘complete’ for tracking purposes.
  • WooCommerce notification sent to site admin re: new member signup.
  • WooCommerce payment notification sent to new member re: payment.

Recommended Admin Workflow:

  • Activate newsletter signup on membership form.
  • Site admin will need to publish the Business before it appears in your directory so that no unauthorized listings are shown.
  • Check in with new member for specific email to receive renewal notices.
    • Enter email for renewal notices in the Billing email field in the Business listing if needed.
  • Send a welcome email encouraging new member to create a more robust listing by adding a description, featured image and links to their social media pages to their listing. Page jump to Editor setup
  • Site admin will need to manually mark orders ‘complete’ for check payments.
  • Site admin will need to manually update the MRD for check payments.
  • Export list of payments as needed for accounting purposes.

Renewal payments with Member Manager PRO plugin

When using the Member Manager Pro plugin, the MRD can be used to as a reminder to send renewal notices. For members with a renewal date next month, simply send an email reminder that includes a link to your renewal form. 

When a Business renews (completes payment) using the Chamber Dashboard renewal form,

the following happens automatically:

  • An order is automatically created & marked as ‘complete’ for tracking purposes.
  • The Membership Renewal Date (MRD) is automatically updated in the Business listing.
  • WooCommerce notification sent to site admin re: renewal.
  • WooCommerce payment notification sent to new member re: payment.

Recommended Admin Workflow:

  • For overdue payments, switch Business listing back to ‘current’ status if necessary.
  • For check payments, manually mark order as ‘complete’.
  • For check payments, manually update MRD.
  • Export list of payments as needed for accounting purposes.

How to find a list of upcoming renewal dates


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