Member Processing

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This page is out of date. We are working on a properly documenting and improving the process of become a member, please see this page: http://wiki.allhandsactive.com/Membership


Awesome! Someone wants to become a member! Hopefully this document will cover most of what you need to either become a member, or help someone become a member.

Contents

Who handles this?

  1. Anyone can help someone start the Membership and 24/7 Access Process
  2. RFID Door Issues: Nate Yost / Josh Williams
  3. Filing Membership Documents: Dana Nelson
  4. Handling Executioner Duties: Corey Tebo
  5. Recording Payments in Quickbooks: Jess Yaeger
  6. Making sure Keys & Codes are in store: Josh Williams

For Staff

Membership Payments

  1. When someone pays for membership, two important steps need to happen:
    1. Ring them up on the iPad Register
      1. Click on "Register"
      2. Click on the Heart iCon at the bottom
      3. Click on "Membership"
      4. 300, 301, and 302 are the most common items, but there are more, choose the right one!
      5. Click the Dollar Amount at the top of the iPad. This will let you enter notes.
        1. Put the member name, and month they are paying for in here!
      6. Swipe their Credit Card or take their cash!
    2. If you forgot to enter in the individuals name / month they paid for, please enter that they paid in our Google Doc
      1. This document can be accessed from the iPad.
      2. Click on "Google Drive"
      3. If you have to log in, the information is located below the coin drawer of the cash register.
      4. Click "Shared with me"
      5. Click "Membership Payment Sheet"
      6. This document should contain all the information you need to proceed!

Steps to become a Member of AHA

For the new Member of All Hands Active

  1. Fill out the Liability Waiver
    1. Submit this form to the bright orange Member Processing folder, located in the bin behind the front desk at The Shop
  2. Fill out the first page of the Membership Form
    1. Submit this form to the bright orange Member Processing folder, located in the bin behind the front desk at The Shop
  3. Pay your dues (This can be pro-rated, ie: If you pay in the middle of the month, only pay half the amount)
    1. You can by by cash, check, or credit card at The Shop during our normal business hours
    2. You can pay online at http://www.allhandsactive.com/ via the front page

For the person who is assisting this process

  1. Add new member information to the Quickbooks Customer Center, information needed
    1. Make sure to put Emergency Contact info in the Customer Notes
    2. Make sure to put their Locker # in the Customer Notes
    3. Make sure regular contact information, and all of the custom fields are filled out as necessary.
  2. Add member to the AHA Members Mailing List
  3. Send new member the appropriate Welcome Email, choose wisely!
  4. Assign the member a locker! Make sure they put a name on it ASAP.

Steps to become a 24/7 Access Member of AHA

For the new 24/7 Access member

  1. Become a Member (see above) if you have not already
  2. Fill out the 24/7 Access Form (Second page of Membership Form)
    1. Find two existing members to vouch / sign off for you on the 24/7 access form
    2. Submit this form along with a $20 Key Deposit to the Member Processing bin behind the front desk at The Shop
  3. A Physical Door Key and one RFID Tag will be assigned to the New Member. This could take up to one week.
  4. Review the general Membership Document
  5. Review these basic requirements with an existing member
  6. Enjoy 24/7 Access!

For the person who is assisting this process

  1. Make sure they have all the appropriate New Member forms submitted properly.
  2. Make sure we have received a deposit
  3. Make sure that the 24/7 Access form has been submitted
  4. Update Key & RFID Tag # / Code in Quickbooks
  5. Make sure Emergency Contact info is in the Customer Notes Field of Quickbooks.
  6. Send the member this if necessary: an updated Welcome Email
  7. Give the member the Key & RFID Tag
  8. Review the general Membership Document with the new member
  9. Walk through the space with the new 24/7 Access Member, make sure they are familiar with:
    1. Closing operations
    2. How to verify members
    3. Ensuring safety throughout space, tools, etc.
  10. Shoot an email to the AHA Members group introducing this member!

Monthly Processing of Existing Members

  1. List of things that should be done once a month for members
    1. If they have paid:
      1. Document their payment in the AHA Members Doc, and subsequently in Quickbooks Pro
      2. Add the appropriate amount of member hours to their Smartlaunch Account
    2. if they have not paid, and are failing to communicate
      1. By the 7th - Please send them this message, and cc board@allhandsactive.com
      2. By the 10th - Please send them this message, and cc board@allhandsactive.com
      3. By the 15th - Please send them this message, and cc board@allhandsactive.com
        1. Disable 24/7 Access
      4. By the 29th - Please send them this message, and cc board@allhandsactive.com
        1. Put locker contents in purgatory

24/7 Access Members: Past Due Notices

Unpaid by the 7th Notice

Hello <insert member name>

I hope everything is going well. If you have already paid this month's dues, thank you, and please ignore the rest of this!

This is just a friendly reminder that <insert month> membership dues are due, in order to put the "do" in "Do it yourself, hack, make, and play." Please use your favorite payment method (below) to pay by <insert month> 10. We love giving you awesome stuff in return, like <insert latest greatest thing / upcoming thing at aha>

Details:

1) Full membership: $50 if you are not a student / starving hacker, $20 if you are. We have subscription and payment buttons set up on the right-hand sidebar on our site over here: http://www.allhandsactive.com/

2) You can remit support to us with the Paypal on the link above, or do so with checks or cash into the AHA locker with a slot cut into it. Please, please, please label the envelope if you put monies into that slot. I appreciate getting cash in there, but when it is unlabeled I have no way to know what it was given for. Upon doing so, please shoot an email to joshdont@gmail.com

3) Email the AHA directors at board@allhandsactive.com if you need to pay dues later than <insert month> 10.

- Your AHA Treasurer

Unpaid by the 10th - No Communication

Hello <insert member name>

We haven't heard from you yet, and would love a response! If you have already paid this month's dues, please accept our apologies, and let us know!

If you intend to pay your dues but are unable to do so at the moment, simply let us know when you think you will be able to. Here are a couple ways you can make payments to AHA:

1) Full membership: $50 if you are not a student / starving hacker, $20 if you are. We have subscription and payment buttons set up on the right-hand sidebar on our site over here: http://www.allhandsactive.com/

2) You can remit support to us with the Paypal on the link above, or do so with checks, cash, or credit card with the AHA Staff, or put cash/check into the AHA locker (#33) with a slot cut into it. Please, please, please label the envelope if you put monies into that slot. I appreciate getting cash in there, but when it is unlabeled I have no way to know what it was given for. Upon doing so, please shoot an email to joshdont@gmail.com

If we don't hear from you in the next few days, we will pause your 24/7 access and follow up with another email.

If you do intend to cease your membership with All Hands Active, please let us know so we can start that procedure.

We are happy to try and work with you and ways to maintain your membership, so please let us know if there is anything we can do to keep you on board.

Thanks for your support, we look forward to hearing back from you!

Unpaid by the 15th - No Communication

Hello <insert member name>

We haven't heard from you yet, and would love a response! If you have already paid this month's dues, please accept our apologies, and let us know!

If you intend to pay your dues but are unable to do so at the moment, simply let us know when you think you will be able to. Here are a couple ways you can make payments to AHA:

1) Full membership: $50 if you are not a student / starving hacker, $20 if you are. We have subscription and payment buttons set up on the right-hand sidebar on our site over here: http://www.allhandsactive.com/

2) You can remit support to us with the Paypal on the link above, or do so with checks, cash, or credit card with the AHA Staff, or put cash/check into the AHA locker (#33) with a slot cut into it. Please, please, please label the envelope if you put monies into that slot. I appreciate getting cash in there, but when it is unlabeled I have no way to know what it was given for. Upon doing so, please shoot an email to khevnashah@gmail.com

At this point in time, your door access has been paused. If we don't hear from you within the next two weeks, any items in your locker may be placed in purgatory.

If you do intend to cease your membership with All Hands Active, please let us know so we can start that procedure.

We are happy to try and work with you and ways to maintain your membership, so please let us know if there is anything we can do to keep you on board.

Thanks for your support, we look forward to hearing back from you!

Unpaid by the 29th - No Communication

Hello <insert member name>

We haven't heard from you yet, and would love a response! If you have already paid this month's dues, please accept our apologies, and let us know!

If you intend to pay your dues but are unable to do so at the moment, simply let us know when you think you will be able to. Here are a couple ways you can make payments to AHA:

1) Full membership: $50 if you are not a student / starving hacker, $20 if you are. We have subscription and payment buttons set up on the right-hand sidebar on our site over here: http://www.allhandsactive.com/

2) You can remit support to us with the Paypal on the link above, or do so with checks, cash, or credit card with the AHA Staff, or put cash/check into the AHA locker (#33) with a slot cut into it. Please, please, please label the envelope if you put monies into that slot. I appreciate getting cash in there, but when it is unlabeled I have no way to know what it was given for. Upon doing so, please shoot an email to joshdont@gmail.com

At this point in time, your door access has been paused, and the items from your locker (if any) are being placed in purgatory. Please return your door key and RFID Tag as soon as possible.

If you do intend to cease your membership with All Hands Active, please let us know so we can start that procedure.

As always, we are happy to try and work with you and ways to maintain your membership, so please let us know if there is anything we can do to keep you on board.

Thanks for your support,

Other helpful information

  1. Door Keys: We typically make key copies from Vogels Ann Arbor.
  2. RFID Tags: http://www.robotshop.com/productinfo.aspx?pc=RB-Phi-41&lang=en-US
    1. These need to be entered into the RFID Lock when they arrive
    2. Upon giving each RFID tag a number, that number should be LASER (100% speed, 10% power @ 15mA) or CNC etched onto the Tag itself
  3. RFID Lock Information: [1]
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