How can I add households into the system?

Inputting New Members Into the Just Between Friends System

 

As with any membership management system; you must add people into the system.  The Just Between Friends system allows for three different ways of adding people.  Some of the key points you will want to note before beginning the addition of people into the system are:

  • People are added into households.  Therefore all members of one nuclear family will be in the same household in one account.

  • Each member of the household can be selected as an individual PTA member as appropriate.

  • Non-PTA members in the household should be entered, examples of why this would be a good idea is for:

    • Future PTA campaigns

    • Targeted communications for such things as grades and volunteers

    • Student directories

  • There are three main ways to input new members.

    • Member, Self Entry

    • Individual, Manual Entry

    • Spreadsheet Upload

  • Important:  If households are in the system already for your unit, do not add them again.  Update and manage PTA information as required. Once again do not add households and people who are already in the system or you will end up with duplicate members and/or household accounts.

 

Member, Self Entry

 

1. Inform – Tell your parents how you will be using Just Between Friends: for communications, directories, activities or producing membership cards (as examples).

2. Notify – Send the parents their invitation code that will make them part of your unit.Use the email import method if you have email addresses from a list.

3. Approve them into the system once they have used the invitation code to create their accounts.

 

 

Individual, Manual Entry

 

  1. Run Community Roster Report from “View Your People”.

  2. Determine new people to be added to unit.

  3. Inform – Tell your parents how you will be using Just Between Friends: for communications, directories, activities or producing membership cards (as examples).

  4. Enter individual households into the system.

 

Spreadsheet Entry

 

  1. Run Community Roster Report from “View Your People”.

  2. Update your membership data – for those currently listed in your group. Be sure to sort and include all subgroups and entire families.

  3. Determine new people to be added to unit.

  4. Inform – Tell your parents how you will be using Just Between Friends: for communications, directories, activities or producing membership cards (as examples).

  5. Enter individual households into the system, taking care when entering households without email addresses since this can duplicate your information.

 

Tips and Hints

 

  • Be sure to check for existing people without email addresses when entering via spreadsheet. If you enter people without email addresses and they are already in the system you will duplicate the household.

  • You may use more than one method of entryfor your unit.

  • In each of these cases the members will be asked to activate (validate) their email addresses.

  • If you cannot see someone on your PTA Roster Page, use the filters in the "Show Me" button or search a letter or specific member in “Show Search”, or use the Community Roster Report to see everyone in your unit.

  • Each member of a household can be counted individually as a paying PTA member.

  • If you have selected to enter households yourself, enlist the assistance of others.  They can work at the same time as you from different locations, entering different households.

  • You may enter people into the system if they do not have an email address, but it must be done with the spreadsheet entry method.

  • Just Between Friends does not sell or share email addresses.  Your member’s email addresses are more secure than email groups in personal email accounts.

  • Search engines cannot find member information in the system.