Processing Online/Daily Membership Sales

1. Do these need to be entered into Altru? NO, but the data needs to be checked
2. Do these need to be entered into VIP? YES, but we can sync most of them
3. Do these need to be scanned? NO, you can save the Altru sales notification email as a PDF and use it for digital filing
4. These gifts are part of the ONLINE/ONSITE Membership Card Printing Process

Processing Online/Onsite Sales: Altru

1. Save sale notifications received via email from Altru as PDFs
2. Use a naming convention to sort 1 and 2 card general memberships and Director’s Circle memberships
   1. Example: 1BMA_Smith, John / 2BMA_Doe, Jane / DCBMA_Jones, Tom
3. Open the Card Printing Queries for Online and Daily Sales
4. Edit the query definitions to include the desired date range
5. Check the gift documents you have against the names in the queries*
6. Go through each record pulled by the queries and check that all contact information is formatted correctly and that the cards have the correct name(s) and expiration dates
7. If printing cards, make a list of any Charter Members
8. If there are any gift memberships:
   1. Send an email to the recipient informing them of the gift, membership level, and name of the giver, and let them know their digital card(s) will be emailed soon. Include any gift notes from the giver and basic information about membership/links to resources. CC the gift giver.
   2. If requested, print the notice and acknowledgment letters and envelopes manually
   3. Go to the constituent’s membership page and “print” the card manually, so it will not be pulled a second time when you pull the batch of non-gift memberships (steps 11-17)
9. In the Blanton’s Cuseum portal, fetch, generate, and send cards to all new members and send guest passes.
10. If printing only a few members’ cards, print cards as one-offs
11. If printing all cards in a batch:
    1. Go to the Membership tab at the top of Altru
    2. Under tasks, click Print Membership Cards
    3. Click 2018 Online/Daily Sales 2 Cards (General)
    4. Under Tasks (top left-hand corner), click Start Process
    5. Click Print Cards and select the correct template
    6. Click Okay to download
    7. Click Clear Results (Altru will prompt you to confirm this action)
    8. Repeat steps 12-14, selecting the template for Membership envelopes (once you have downloaded both cards and envelopes, DO NOT clear results again)
    9. Repeat steps 10-15 for the other Online/Daily Sales membership cards
    10. Once you have downloaded all of the letters and envelopes, open the documents
        1. Double check that addressee and card names are correct
        2. Check for formatting errors – if members have long names, you may need to change the font size so they will fit within the print-area on the card(s)
    11. Print (TIP: If you print the envelopes – from the bypass tray – first, the printer will not try to print 2-sided. This will save you a step in the printing process and save paper if you ever forget to the change the 2-sided/1-sided settings)
    12. Attach the appropriate stickers to the member cards (use your list of Charter Members from step 7 to make sure these members get the Charter Member stickers)
    13. Give General Member letters to the Manager of Membership and Director’s Circle letters to the Deputy Director, Operations for signing
    14. Scan the signed letters for Altru digital filing
    15. Mail the membership cards with a Membership insert and guest passes (depending on the membership level)
12. If there are hard copies of any gift documents (for example, sales made at the front desk), scan for Altru digital filing and file the hard copies in the Membership filing cabinets
13. Use the gift document scans for reporting to UT Central Development (see instructions for the Altru to VIP sync)

Processing in VIP

1. We can sync these gifts or enter them manually.

*If any are missing, you can wait for the next delivery/email with scans from VVS or ask to have them right away. If they do not have the paperwork (sometimes this happens if things at the desk get busy), ask them to print a receipt/sales order slip (we need this to show Central Dev that money actually changed hands) – you can then fill out paperwork with the constituent information in Altru and attach the receipt/sales order slip to that. If you are missing memberships only up to a certain day and want to print right away, you may re-edit the query to only include dates for which you have paperwork and take gift documents out of your stacks to be printed later, after you’ve received the additional paperwork from VVS. If you are sending digital cards, make sure you have all paperwork and have completed review for all gifts received up till the time you are sending — Cuseum cannot be edited to exclude anyone based on gift date.