Documentation
Documentation

Performing tasks as a public user

Public users can perform many tasks without the assistance of a staff user.

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Note

The images and processes outlined may not be the exact steps your public users should take, since the iMIS out-of-the-box demonstration sites were used to illustrate the following examples. Be sure to review the processes before sending them to a public user.

Account tasks

Creating an account

Public users can create an account by selecting the Create account link in the utility navigation.

Public website with links to the Sign In and Create Account links

As a staff user, you must ensure the public website offers this navigation item.

Resetting username or password

Public users can reset their username and password from the Sign In page:

  1. From the public website, click the Sign in link.

    Public website with arrow pointing to Sign In link

  1. Select Forgot username? or Forgot password?

    Sign in page with emphasis on the "Forgot username?" and "Forgot password?" links

  1. Enter the Email address associated with the account.
  2. Click Submit.
  3. The user is sent an email with the remaining steps to perform.
Updating profile account page information

Public users have access to edit their personal details from their account page.

Do the following to update the account page information:

  1. Navigate to the public website.
  2. Sign into the website using your username and password.
  3. Select your name at the top, then select My account.

    Selecting "My account" link

The out-of-the-box account pages displays various tabs, such as About Me, Membership, Participation, Transactions, Volunteering, and Preferences.

Out-of-the-box account page

Click the edit icons next to a specific area to edit that information.

Editing an address

If a user updates their primary email address from a Panel Editor or Contact Address Editor content item and the previous email is their current username, they are prompted to update their username to match the new email. For more information, see Updating emails used as usernames.

Company administrator tasks

Understanding what a company administrator can do

The Company Administrator for an organization can do the following:

  • Manage organization profile information
  • Manage the organization member list:

    • Remove members

    • Update member roles

    • Add new contacts

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    Note

    The Company Administrator cannot add existing contacts to their company for security reasons. The Company Administrator can add brand new contacts only.

  • View and update account information for organization members
  • Process dues and pay event registration for existing and new contacts
  • Pay any outstanding invoices for members and new contacts
  • Join as a member on behalf of company contacts that are not currently a member
  • Bill event registrations to the organization
  • Manage billing for the organization
Viewing and updating the company account page information

Do the following to navigate to the company account page:

  1. Navigate to the public website.
  2. Sign into the website using your username and password.
  3. Navigate to your account page.
  4. Click the My Participation tab, then scroll to the Organizations area. Select the company from the list.

    Organizations a contact belongs to are available from the account page

Updating the profile information

When Company Administrators view the account page for their organization, they can update the organization's account and profile, including the name, addresses, and public profile details. Click the edit icon to edit details for a particular area.

Editing the organization's contact information

Viewing the company roster

Click the Contacts tab to review the company’s roster. From the roster, company administrators can add co-workers to the roster by selecting Add contact.

Adding a contact to an organization

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Note

The Company Administrator cannot add existing contacts to their company for security reasons. The Company Administrator can add brand new contacts only.

Company Administrators have the ability to update contact and profile information for members of their organization, including name, title, organization, addresses, and public profile details. They can also view participation information for the contact, such as billing history.

Performing billing tasks as a company administrator

Company Administrators can perform the billing-related actions:

  • Register members for events that are apart of the organization that they are the administrator of and can then bill the registrations to the organization.

    Register someone else window with emphasis on how to select an existing contact

  • Make purchases and bill the purchase to the organization, including AutoPay memberships and donations.
  • Review past orders and invoices.
  • Purchase non-dues subscription items on behalf of their organization or members while billing the purchase to the organization.
  • Pay recently billed renewal invoices.
  • Pay renewal invoices using the Renew Now button on the organization's account page on the organization or member's account page.

Paying open invoices for a company

To pay open invoices for the company, do the following:

  1. Click the Transactions tab.

  2. All open invoices appear in the Open invoices area. Select the checkbox next to the invoice number.

  3. Click Add To Cart.

    Open invoices on a contact's account page

Billing alerts

When their associated organization has an outstanding membership renewal invoice, Company Administrators see a notification (for each organization they administer) on their account page that their organization has outstanding renewal fees.

Contact account page with arrow pointing to alert of outstanding renewal fees

Membership tasks

Renewing a membership

After renewals are generated, public users will have access to a Renew Now button on their account page. This is where the member can begin the renewal process.

Do the following to renew a membership:

  1. The member navigates to the public website and logs in using their username and password.

  2. The member navigates to their account page, then clicks the Renew Now button.

    Public account page with arrow pointing to renew now button

  1. The member is taken one of two places, depending on if the Use to display itemized renewals checkbox is enabled on the billing cycle that was used to generate the renewal invoice:

    1. When disabled, the member is taken directly to the cart.

      Renewal fees in cart with "Automatically pay future renewals" radio button selected

    1. When enabled, the member is taken to the itemized renewal page where they can review and update the items defined in their membership (except the primary fee).

      Itemized renewal page

  2. When ready, the member purchases the membership and is automatically sent an order confirmation email.

Event tasks

Registering for an event

Public users can register for an event by doing the following:

  1. Navigate to the public website.

  2. Sign into the website using the user's username and password. If the user does not have an account, create an account by selecting Create account.

    Public website with links to the Sign In and Create Account links

  1. Click the Events navigation item.

    Public website with arrow pointing from events navigation to the events search page

  1. Locate the event, then select the event to open it.

  2. Click Register Myself.

    Clicking the Register Myself button

  1. Select an admission option. If there is only one admission option defined for the event, then there are no registration options to choose from.
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    Note

    The first option is selected by default. To change this, go to the Info tab of the admission option and enter a Sort sequence. See Defining event pricing and registration options.
    Available registration option

  1. If there are questions associated with the event, answer those and be sure to click Save Responses.

    Event questions

  1. If there are program items defined, click the Add button next to add program items to the registration. Program items are typically available with events that span multiple days.

    Add program item

  1. Scroll down, then click Proceed to Checkout.

    Proceed to checkout button

  1. From the Cart, enter payment details.

  2. Click Submit Order. The registration is not complete until the cart is submitted.

  3. To review the registration, navigate to the user's account page, then click the My Participation tab. Registrations appear under the Upcoming events area.

    Event listed in upcoming events area

Changing an event registration

Public users cannot change their event registration option after they have already checked out; however, they are able to remove or add program item registrations if Allow itinerary changes after checkout is enabled.

To change or modify the program items on an event registration, do the following:

  1. Navigate to the public website.
  2. Sign into the website using your username and password.
  3. Navigate to the event.
  4. In the program area of an event you have already registered for, add, remove, or update the quantity for any program item.

    Available program items

  5. After completing all desired changes to program items, click Proceed to Checkout.
  6. The Cart will contain a line for the adjusted event with the total charge or credit for all adjustments. Enter the payment details.
  7. Click Submit Order. An Order Confirmation page will appear, reflecting all registration and program item details.
Registering someone else for an event

If the event is configured to Allow registering others, public users have access to register someone else for an event. There are two options when registering someone else:

  • Select an existing contact – This search returns everyone who belongs to the same organization as the registrant.
  • Add new contact – Allows the registrant to create a new contact, which creates an account page for the new contact.

Do the following to register someone else for an event:

  1. Navigate to the public website.
  2. Sign into the website using your username and password.
  3. Navigate to the event.
  4. Click Register Someone Else.

    Event landing page with arrow pointing to "Register someone else" button

  5. Select an existing contact or add a new contact. If adding a new contact, add as much information as you can about the contact.

    Register someone else window with "select an existing contact" field selected

  6. Click Save & Close.
  7. The registrant appears under the Registrant area. There are available links to edit or cancel the registration before checking out.

  8. Continue through the registration process:
    • Select a registration option
    • Add program items
    • Answer required questions
  9. Click Proceed to Checkout.
  10. From the Cart, enter the payment details.
  11. Click Submit Order. The registration is not complete until the cart is submitted.

Transactional tasks

Paying an outstanding invoice

Public users can pay outstanding invoices directly from their account pages.

Do the following to pay an outstanding invoice:

  1. Navigate to the public website.
  2. Sign into the website using your username and password.
  3. Navigate to your account page.

    My account link

  4. Click the Transactions tab.
  5. Scroll down to the Open invoices area.

    Open invoices area on account page

  6. Select the checkbox for the open invoice you wish to pay.
  7. Click Add To Cart. You are taken directly to the cart.

    Adding an invoice to the cart

  8. Enter the payment details.
  9. Click Submit Order.
Getting a copy of an invoice

Public user can review paid and unpaid invoices, as well as print a copy of an invoice.

Do the following to print a copy of an invoice:

  1. Navigate to the public website.
  2. Sign into the website using your username and password.
  3. Navigate to your account page.
  4. Click the Transactions tab.
  5. Scroll down to the Invoices area.
  6. Select the Invoice Number for the desired invoice.

    Selecting an invoice from the account page

  7. The invoice detail information displays. Click the Print tab. This tab may take a few minutes to load.

    Clicking the print tab once an invoice is open

  8. Click Export, then select PDF.

    Exporting the invoice

  9. The PDF downloads locally. Open the PDF, then print from your browser.

    Invoice opened locally

Purchasing a product

Public users can purchase products available in the online store.

Do the following to purchase a product:

  1. Navigate to the public website.
  2. Sign into the website using your username and password.
  3. Click the Shop navigation item.

    Clicking the shop navigation from public website

  4. Search for the product, then select the product name.
  5. Click Add to Cart.

    Adding a product to the cart

  6. Select View Cart.

    Selecting view cart from confirmation message

  7. From the cart, enter the payment details.
  8. Click Submit Order.
  9. The Confirmation displays a link to the Order number.

    Selecting the order number from the order confirmation

  10. Select the Print link to print the order details.

    Selecting print from the order

  11. To locate the order later, navigate to your account page:
    1. Click the Transactions tab.
    2. Under Recent Transactions, select the Order Number.

      Selecting order number from recent transactions list

Paying installment pledges as a public user

Public users can pay installment pledges from their account page. Do the following:

  1. Log in to the public site and go to your account page.

  2. Navigate to the Open Invoices panel by doing one of the following:

    • Click Pay/View Invoice.

    • Select the Transaction tab from the drop-down menu.

  3. Locate the pledge invoice, and do one of the following:

    1. Open Invoices panel:

      1. Click the arrow to expand the pledge installment information.

      2. Enable the checkbox for installments you want to add to the cart.

      1. Click Add To Cart.

    2. Pledge Invoice Detail:

      1. Select the Invoice number to open the Pledge Invoice Detail page.

      2. From the Payment Schedule tab, enable the checkbox for installments you want to add to the cart.

      3. Click Pay.

  4. Enter your payment details and Submit the order.

AutoPay tasks

Signing up as a recurring donor

Do the following to sign up as a recurring donor:

  1. From the public website, navigate to the Give Now page.
  2. Enters the recurring donation amount.
  3. Select Yes, please make this a recurring gift.
  4. Choose the frequency from the Select a frequency drop-down.

    Selecting the gift frequency for a newly entered recurring gift

  5. Enters the credit card details, then click Submit Donation.
Signing up as a recurring member

Do the following to sign up as a recurring member:

  1. Navigate to your account page and click Renew Now.
  2. From the Cart, select Automatically pay future renewals.

    Clicking renew now from account page and choose recurring option in cart

  3. Enter the credit card details. This is the card that is charged on the recurring cycle.
  4. Clicks Submit Order.
Cancelling a recurring payment enrollment

To cancel a recurring payment enrollment, do the following:

  1. Navigate to the public website.
  2. Sign into the website using your username and password.
  3. Navigate to your account page.
  4. Click the My Participation tab.
  5. Do one of the following:
    • Recurring membership: From the Membership tab, Locate the Automatic renewal table, and select View membership.
    • Recurring donation: From the Transactions tab, Locate the Recurring donation table, and select View donation.
  6. Select the cancellation link and complete the remaining steps.
Changing the amount of a recurring donation

To change the amount of a recurring donation, do the following:

  1. Navigate to the public website.
  2. Sign into the website using your username and password.
  3. Navigate to your account page.
  4. Click the Transactions tab.
  5. Scroll down to the Recurring donations area, then select View donation.

  6. From the Amount field, enter the new amount.

  7. Click Save.
Adding a new payment method to an AutoPay enrollment

To add and use a new payment method for an existing AutoPay enrollment, do the following:

  1. Navigate to the public website.
  2. Sign into the website using your username and password.
  3. Navigate to your account page.
  4. Click the Preferences tab.
  5. From the Saved payment options area, select Add a new payment option.
  6. Enter the credit card details, then click Save & Close.
  7. Click the My Participation tab.
  8. Do one of the following:
    • Donors: From the Transactions tab, Locate the Recurring donations area and select View donation.
    • Members: From the Membership tab, Locate the Automatic renewal area and select View membership.
  9. From the Payment options drop-down, select the new payment method.
  10. Click Save & Close.
  11. Click the Preferences tab.
  12. From the Saved payment options area, delete the existing payment method.
  13. Click OK.