The Recent Signups List is a great tool for admins to see and review details about who has joined their association. This can be found on the backend, in the Members section > Recent Signups.
Sections in this article:
Detailed Review of Your Recent Member Signups
On your Recent Signups list, customize your view by adding or removing data columns based on what you need to review for recent signups.
The information displayed here includes the Signup Date, the Name of the individual or company and any associated Parent Company, Member Type, Transaction info, Approval status, and more.
You can also choose to display data from Custom Fields that are available in your Member List View.
To choose additional fields to display in your signups report, click the Gear icon in the top righthand corner to select or deselect fields to display.
Sort the list by moving your cursor over a column header and when the small triangle appears, click to sort ascending or descending by the data in that column.
By default, the listed is sorted by users without an account, users with an account, then companies. Within those 3 sections, the listed is secondarily sorted by signup date - newest to oldest.
The Recent Member Signups list can also be exported or printed by clicking the corresponding icons above the table header.
Who Appears in Recent Signups & Actions to Take
There are several options you may encounter in the Action column:
Records that appear with a "Clear" action:
Users who create a new record under a parent member that is already in your database. These users will be non-members until their company is approved for membership (if not already approved). Admins will want to consider checking for duplicate records.
If your association settings allow non-members to create accounts, users who create a new non-member record and user account from the frontend will also show in the Recent Signups list. Admins will want to consider checking for duplicate records before clearing them from the list.
Incomplete Signups are new prospective members who failed to complete the checkout step during new member signup. Learn more about this member status below.
New membership signups from the frontend in a member type that does not require approval.
New non-member companies, which can be created by new non-member individuals IF you have the setting turned on to allow non-members to create accounts on your website. A new non-member company can also be added by a person joining under an individual-based member type. In these scenarios, the new company record will be auto-approved but the person's record will be awaiting admin approval.
Duplicate Names on Records
Records with duplicate names are issued a differentiator by the Novi system to the Display Name field in a cadence of - 1, - 2, etc. (ex. Robert Smith - 1). The differentiator will not display on the frontend in places like the directories and committees.
The differentiator will only be hidden if the Display Name ends with a differentiator that ends in - 1, - 2, etc., as this cadence is issued by the Novi system to identify potential duplicates.
For example, A - 1 would be shown as A
A-1 Appliances would still be shown as A-1 Appliances on the frontend
While the differentiator will be hidden on the frontend, it will be displayed on any transactions that are generated and in the Display Name field on the backend.
Admins can pull reports using First Name, Last Name to avoid the differentiator on persons, but the differentiator will display when using Full Name in reports.
Records that appear with an "Approve", "Move to Prospect", or "Deactivate" action:
New signups from the frontend in a member type that requires admin approval. In addition to checking for duplicates, we recommend not approving members until their payment status is "Paid." Learn more about how to require approval for a new member to receive membership benefits.
New signups from the backend that are in a member type that requires admin approval and the admin toggles "Auto-Approve" to Off when creating the membership.
Expired members who renew their membership from the frontend will show in the Recent Signups list with a status of Pending if the following are all true:
They are being “treated as new” - this is based on the member type's setting, which can be found on the Renewal tab. Learn more about how to treat expired members as new.
The member type requires admin approval - this is on the Settings tab of the member type. Learn more about how to require approval for a new member to receive membership benefits.
They renew themselves from the Member Compass on the frontend. Learn more about how members can process manual dues renewals, including lapsed members who want to re-join.
Non-members (people) who create a new record and user account from the frontend.
This is only possible if you have the setting turned on to allow non-members to create accounts on your website.
If a non-member creates a new company record at the same time (see above), the company will also show in the Recent Signups list but the company will be auto-approved (with a Clear action).
People who create a new record and user account from the frontend under an existing parent (to inherit benefits), but their email address is not verified against the email domains of already approved family members in your database. Learn more about User Account Email Verification.
Items of note related to deactivating records:
A record cannot be deactivated with an open balance.
You can deactivate more than one record in the Recent Signups list at a time by using the batch actions > deactivate at the top of the list.
Deactivating an individual's record will delete their login associated with their record.
Learn more about deactivating records, or troubleshoot if you receive an error when attempting to deactivate a record.
Records that appear with a "Create Membership", "Move to Prospect" or "Deactivate" action:
New signups from the frontend in a member type that requires an application before processing dues. In these situations, you would only choose "Create Membership" after reviewing the person or company's application. Learn more about how to require applications for new members.
Clicking "Create Membership" will assign the record a status of "Current" and process the new member's dues.
If the record has a member type and no open dues invoice, and admins do not wish to deactivate the record, but would rather them show as a Prospect in the system - click the Move to Prospect option in the action column instead. They will automatically show as a prospect and will be removed from Recent Signups.
If the record has an open dues invoice, utilize the non-renew and credit functionality first, which will close out the open invoice and move the record into a status of Prospect. Once non-renew and credit is completed, clear the record from the Recent Signups list.
Clicking "Deactivate" will remove the record from both your Recent Signups list and main Member List.
Signups that never appear in the Recent Signups list:
Any user who creates an account and verifies their identity with a record/email address already in your database. This happens when duplicate detection finds a match to an existing record and the user confirms it is their record.
Signup Date
The Signup Date provides you detail on when the new member submitted their information to join or when a user account was created.
For dues-paying members, the Signup Date will show their Member Since date.
For non-dues paying members, such as inheriting staff or non-members, the Signup Date will reflect when their user account was created.
Transaction Info
The oldest open dues invoice will be displayed in the Recent Signups list (including open and overdue status). If there is not an open dues invoice on the pending member's record, the most recent transaction will be displayed (e.g. a sales receipt).
Member Status Columns
You'll also notice a Member Status column in the Recent Signups list.
The Member Status column will show you the status of the record - whether they are currently a non-member, inheriting, current, etc.
This column may also show the following scenarios:
Pending Approval - records can be pending for two reasons:
They haven't yet been approved.
They are missing a relation to a member in a member type that they are dependent on.
Incomplete Signup - new prospective members who failed to complete the checkout step during new member signup (they navigated away from the page once they got to the dues portion).
Since their contact information is now in the system, admins will want to consider reaching out to this lead.
Consider creating a process for how to handle these prospective members (and add the steps to Novi Notes!). For example, you could add a Task to their Timeline for an admin to follow up in a few weeks if they haven't completed their registration by then, which allows you to clear them from the Recent Signups list.
FAQs
Why is my dues-paying member showing as "Auto-Approved?"
If a new member signs up for membership but is showing as "Auto-Approved" rather than giving you an option to approve or deactivate, make sure that the settings on the Member Type are set to:
Members > Member Types > Choose a type > Settings > Check box next to "New Members Require Admin Approval" > Save
Why are the transaction number and payment status showing for a non-dues-paying member?
If you notice that a non-dues paying member is showing with a transaction and payment status, these are related records to the new member. For example, the primary contacts who signed their companies up for a membership or the new company record of the new individual member. This information is available to you on their line in Recent Signups so that you can easily see the payment status.
Can I un-approve a member?
Yes! If you need to un-approve a member who has already been approved, follow the steps in this article.
What if I want to keep my unapproved member in the system for tracking and don't want to Deactivate them?
If there is no open dues invoice: To keep the "not approved" member in your system for tracking purposes, select "Move to Prospect" to make them a prospect automatically, or head to their record to convert them to a Prospect or Non-Member record there. This will automatically clear them from the Recent Signups list without deactivating them.
If there is an open dues invoice: Utilize the non-renew and credit, which will close out the open invoice and move the record into a status of Prospect. Once non-renew and credit is completed, clear the record from the Recent Signups list.