Smart Dashboards Part IIIc: Membership Dashboard Overview

Smart Dashboards Part IIIc: Membership Dashboard Overview

1. Please see the Smart Dashboards Part I tutorial for an overview of functionality and features within the Smart Dashboards.
2. Please see the Smart Dashboards Part II tutorial for information on how to activate Smart Dashboards (if you have not already done so).
3. To access the Membership Dashboard, click on Dashboard on the Main Menu and then select Memberships from the sub-menu.

   

4. The Membership Dashboard has one screen/tab (Membership Summary) (as compared to the Fundraising Dashboard which has two).

   

5. The Membership Dashboard has filters on the left hand side that will allow you to filter the entire Membership Dashboard by:
   • Year (of the membership transaction/year the membership was purchased/joined or renewed),
   • Month (the membership was joined or renewed),
   • the Enrollment Type (join, renew, cancel, etc.),
   • Membership Level, Group/Single Membership,
   • Individual or Organizational memberships.
   • Pricing Level

   

   Click on any of the filters to expand the drop down and select the filter items to apply.

   

6. Please Note: The Membership Dashboard is, by default, filtered to show data for the current year. To choose a different time period, use the Year filter on the left hand side. Clicking on the year line in any of the charts WILL NOT work to filter by year as that will apply the year filter on top of/in addition to the current year (e.g. if the current year is 2019 and you click the 2018 year, you are asking the system to show you all memberships that started in 2019 and at the same time 2018, which is not possible (only one start date per membership) and the dashboard will show no results. Use the year filter in the left hand panel instead.
7. In the upper right hand corner, there are several basic memberships data points:
   • Active Memberships is the total number of memberships that were active AT ANY POINT DURING THE SELECTED TIME PERIOD excluding voided transactions. Those memberships may have since lapsed, expired, or been cancelled, but they will still be counted for the time they were active.
   • Expired Memberships is the total number of memberships that expired or lapsed during the time period AND STAYED EXPIRED/have not been renewed, excluding voided transactions and cancelled transactions (cancelled memberships are included in their own count/box). If Jane's membership expired in May 15th of 2018 and stayed expired/never renewed, she would be counted in the Expired Membership box AND ALSO IN THE ACTIVE MEMBERSHIPS BOX (for 2018) as she was active/had an active membership for January - May of 2018.
   • Individual Members is the total number of individual members (not memberships but members) active during the selected time period. Those members may have since become expired or lapsed or cancelled, but if they were active at any time during the selected time period they will be counted.
   • Organization Members is the total number of organization members (not memberships but members) active during the selected time period. Those members may have since become expired or lapsed or cancelled, but if they were active at any time during the selected time period they will be counted.
   • Revenue is the total amount of revenue collected from membership fees during the selected time period, excluding voided or cancelled memberships (except in the case of partial refunds; revenue kept in the case of a partial refund is INCLUDED in this field).
   • Cancelled Memberships is the total number of memberships (not members) that were cancelled during the selected time period. This excluded voided transactions. Lapsed and expired memberships count in a different field/are not included here.

   

8. The Membership Count by Month and Year Chart by default shows the total number of active memberships each month of each year of the selected time period. Memberships are counted once in each month they were active, even if they are later cancelled, lapsed, or expired (if Jane's membership is for 1/1/2018 - 12/31/2018 and she cancels at the end of May, she will be counted once in January, February, March, April, and May - the months her membership was active). Voided transactions are excluded. Please Note: the underlying data driving this chart is summary data, so that if you export this data and select "underlying data" you will NOT get a drill down of member names; you will still only get the summary/roll up data.

   

9. The Revenue by Month and Year Chart shows the total amount of revenue from membership fees for each month of each year (based on the Membership Start Date field) for the time period selected excluding voided and cancelled transactions. However, if a partial refund is issued, the portion of the membership fee that is kept WILL be included on this chart.
   

   

10. The Breakdown by Membership Level shows the total number of members and memberships that were active at any point during the selected time period for each Membership Level.
    

    

11. The Breakdown by Pricing Level shows the total number of members and memberships for each pricing tier/category of all memberships that were active at any point during the selected time period. Voided transactions are excluded.
    

    

12. The Members by Duration Table shows all members (for all time) by how long they have been a member (since their original "join" date/earliest membership start date). This includes lapsed, expired, and cancelled members. If Jane was a member from 2014 to 2016, she was a member for 2 years and will show in the 2 Year category, even though she is no longer a member. This chart is intended to give users an "average length of membership" for all members, inception to date. Filtering by date will not change the results of this table, since the data is inception to date.