You have a few options when it comes to adding records to your Novi database.

  1. Add a new dues paying member (company or individual)
  2. Add a new prospective member (company or individual)
  3. Add a non-dues paying member (company or individual who inherits benefits from a member in good standing)

Learn more about membership statuses in our deep dive here.

Add A New Dues Paying Member

To get started, head to your Novi admin and click on the blue "Add Company" button (Or click on the arrow right next to it and choose Add Person, if relevant to your association). 

Create the member record by entering the name and as much relevant information as possible, including the member type, and choose the "Save & Create Membership" option. 

You will be presented with a new "Create Membership" modal and the following:

Membership Summary - View the member type dues rules, both required and optional. Note, you can delete optional dues rules or add-ons by simply clicking the trash symbol next to the price.

Member Since and Member Expiration Dates - Novi will automatically create these for you, but they're also customizable should you need to manually edit them.

Auto-Renew - Novi will automatically set membership to auto-renew. Simply uncheck the box if it's not the right choice for this member.

Charge for Dues - Choose to charge dues by credit card or invoice as soon as you create the record. If you've already charged the member or do not wish to charge the member, simply toggle the selection to OFF.

Auto-Approve - If the member type requires approval before receiving benefits, you will have the option to auto-approve this new member or not. If the member is not auto-approved, they will appear as a pending member in Recent Signups. If the member type does not require approval (on the Settings tab), the Auto-Approve option will not be displayed.

Send Welcome Email - If the member type has a welcome email enabled, you can choose to send it to this new member or not. If the member type does not have a welcome email enabled, the option will not be displayed. If the member does not have an email address, the toggle will be greyed out (see screenshot below).

NOTE: If Auto-Approve is toggled to off, the Send Welcome Email option will no longer be available. This is because the membership has not been approved yet. The welcome email will be triggered when the record is approved (either from the Recent Signups list or directly on the record).

Multiple Save Options - Choose between Save & Close, Save & Send (email the invoice), or Save & Print.

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Add A New Prospect

A Prospect in Novi is any record that has the potential to become a dues paying member. A few examples would be a company who may later become a member but needs to be tracked in the system or a previous member who may come back and re-join.

Adding a prospective member starts the same way as adding a new member above. To get started:

  1. Click on the blue "Add Company" button (Or click on the arrow right next to it and choose Add Person, if relevant to your association). 
  2. Fill out the contact fields with as much detail as possible.
  3. Click the "Save as Prospect" button.

Your prospect record has now been created. Should you convert that record to a dues paying member, visit their records "details" tab and choose the "Convert Prospect to Member" button (see screenshot below). This will immediately give you the "Create Membership" modal described previously so that you can finalize the membership and choose whether or not to charge for dues.

If you want to run a report with contact information, you can use the following parameters.

Note: A prospect does not have a Member Since or Member Expiration date.

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Add A Non-Member

A non-dues paying member is any company or individual who inherits benefits from a member in good standing. Note that if the member they are inheriting benefits from expires or doesn't renew, that record will no longer receive benefits.

To add a non-dues paying member:

  1. Click on the blue "Add Company" or "Add Person" button
  2. Fill out the contact fields with as much detail as possible
  3. For the member type, choose "Non-Dues Paying Member"
  4. Click "Save and Close"

If you have any questions or feedback about adding records to your Novi database, please reach out to our customer support team via the blue intercom messenger button.

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