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features

Member Management

groupable:m2 was built from the ground up to manage comprehensive member management far beyond the typical tracking of names, addresses, emails, and basic bio information. Groupable:m2 isn’t just a beefed up contact tracking system.

 

groupable:m2 grew out of Masonic Fraternal member record tracking. Masonic member records are some of the most complex and complete records in the membership world. You get to benefit from this power and flexibility.

 

groupable:m2 tracks the following member information:

  • Name

  • Preferred name

  • Member number

  • Length of membership

  • Organizational status

  • Biographic information such as date of birth, occupations, spouse info, and more

  • Military service

  • Contact information including physical address (with snowbird support), phones, emails, websites, and more

  • Contact preferences

  • Dues status and balances

  • Awards

  • Training courses taken

  • Certifications

  • Membership timeline

  • Life-cycle events for parent organization membership, as well as local chapter memberships

  • Current and historical offices held

  • Ad-hoc notes

  • Complete email correspondence history

  • Local chapter memberships including:

    • Separate status for each chapter a member belongs to,

    • Separate dues status,

    • Current and historical offices held,

  • And more.

 

Additionally member records can be extended with custom fields and attributes as necessary.

 

All information is shared between the parent organization, and local chapters. Access is secured with security roles and rules so users can only manipulate the information they are authorized to change.

Local Chapter Management

groupable:m2 includes comprehensive functions for managing local chapters:

  • Creating, suspending, merging, and more,

  • Managing the assignment of officers,

  • Related officers,

  • Officer histories,

  • Locations,

  • Meeting schedules,

  • Merger histories,

  • Ad-hoc notes, 

  • And more.

groupable:m2 grew out of the Masonic fraternal world and as such has been managing the records for thousands of Masonic lodges in the United States for over 15 years.

 

Officer Information

 

grouable:m2 allows any roster of possible officers to be assigned to a local chapter. What offices are available is completely up to you. Additionally you can assign user rights based on what office a user holds in a local chapter. 

 

By default groupable:m2 allows local officers to control the assignment of officers. For organizations that need to control this we have full life-cycle support available in groupable:m2 enterprise.

 

At the enterprise level groupable:m2 supports a complete life-cycle workflow around the election and installation of officers for local chapters. When a local chapter elects new officers these changes can be submitted to the parent organization for approval. Once an election is certified and accepted by the parent organization the system will automatically record the prior officers information in the history of the chapter and on the members’ records, assign the new officers to the chapter, and create current office entries for the new officers.

 

This process allows the parent organization to control the assignment of officers in groupable:m2 enterprise. For organizations with simpler compliance needs they can allow local chapters to directly edit their officers.

Chapter Mergers

 

Inevitably if you have local chapters you will eventually need to merge two of them together. groupable:m2 has robust support for merging local chapters. All chapter records are preserved through a merger. Merging chapters is a matter of a few clicks. 

 
 
 

Local Chapter Management, Financials 

groupable:m2 includes a system for local chapters to manage budgeting, receipt of funds, expense tracking, and expense authorization.

 

The local chapter financial module is predicated around a separation of responsibilities between a chapter secretary/controller who tracks receipts and issues authorizations for expenditures, and a chapter treasurer who actually writes checks and manages deposit accounts. This separation of responsibilities brings transparency to financial transactions in a local chapter and protects the assets of the chapter by spreading responsibility and authority with checks and balances

Budgets

 

Local chapters each have a budget they can configure with their choice of income and expense categories. All receipts and expenses are tracked against these categories for reporting, and auditing purposes.

Receipt Tracking

 

Local chapters can track receipts from members and non-members alike. groupable:m2 supports split transactions, fundraising, and dues payments. 

Expense Tracking

 

Over 15 years of building and supporting software for local chapters, we have learned they typically have a lot more ways to spend money than make money. We have designed the expense tracking system in groupable:m2 to accommodate all while keeping it simple.

 

Using categories and subcategories local chapters can track expenses with a high level of granularity. This provides just the right level of detail without overwhelming a local chapter user with a double entry accounting system.

Expense Authorization

 

Controlling the issuance of payments is built into the financial module of groupable:m2. A chapter can issue a vouchers/warrant/authorization for payment from the controller to the treasurer. This provides transparency in all payments and double check on all checks issued by the treasurer. 

 

End of Year Process

 

Local chapters using the groupable:m2 financial module can easily close their year and audit their books with the audit committee over a short meeting. Having clear auditable records can assure the proper financial performance of the chapter.

 

Local Dues Billing and Online Payments

 

groupable:m2 includes a built in system for tracking annual dues payments, aging reports and integrates with groupable:connect for emailed dues notices, online payments and reminders.

 

District, Region, and Area Management

groupable:m2 enterprise supports four levels of organization: parent organization (Grand Lodge, National, etc.), regions, districts, and chapters. (These labels can be configured to match your needs.) At all of these levels groupable:m2 tracks officers with associated permissions to use the system and view data.

 

Regional and district users have access to aggregate statistics and analytics for the part of the organization they are responsible for.

 

Annual Chapter PerMember Billing

groupable:m2 enterprise has a robust system for billing annual per-member dues to local chapters. If your organization collects dues via your local chapters then groupable:m2 has you covered. All of our annual billing is tied to the life-cycle events entered on member records throughout the year. 

 

groupable:m2 enterprise has many models of operation for processing end of year reports from local chapters including closing each chapter’s report/bill separately, or batch closing all reports on a date certain. Many of our organizations using groupable:m2 are able to close their annual membership records within 5-10 days. Once reports are closed, local chapters can download archival printouts of their reports and invoices. All payments can be recorded in groupable:m2. For interested organizations, groupable:m2 can support online payment of per-capita dues.

 

Related Organization Support

Does your organization have sister-organizations? Do you need to track memberships held by your members in those sister-organizations? If you do, we have you covered. 

 

groupable:m2 enterprise has a robust system for tracking membership in related organizations. groupable:m2 enterprise can enforce rules based on membership in other organizations, report life-cycle events to other organizations and more.

 

MultiTenancy

Does your organization really have multiple organizations with individual identities and a shared membership pool. If you do we have you covered.

groupable:m2 enterprise custom edition supports multi-tenancy where a group of related organizations can share the basic contact and bio information for a group of people and track separate membership information about them.

 

Bulk Email & Data Exports

groupable:m2 supports robust sending of emails to ad-hoc membership segments. Bulk email is available at all levels of your organization with appropriate filtering of members based on memberships held in local chapters. 

Users at the regional, district, and local chapter only have access to the member records in their part of the organization. Users at the parent organization level have access to bulk email all members.

 

groupable:m2 handles CAN-SPAM, bounce marking and more automatically for you. All communications sent to each member are listed on their membership record providing a complete historical view all communications a member has received.

Officer Tracking

groupable:m2 pro and enterprise offer robust support for tracking officers at all levels of your organization from the local chapter, up to your parent organization. groupable:m2 allows you to configure what offices are available at each level and manage the current holders of the office.

 

Additionally system permissions can be tied to what offices a user holds. This provides an easy way to manage users of the system. No one needs to enable or disable permissions when a user takes office or leaves office.

 

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