Changing a registrations class

by Wade Girard

March 22, 2021

If you have an event registration that is in an incorrect class you can easily re-classify the registration. To do this, go to the registrations list for the event, find the registration you want to change and click on the line for the registration (not the checkbox in the first column) to open the details panel on the right.

Scroll to the bottom to find the “Class”

Change the class from its current value to the value you want it to be. When done, click on “Save”. The registration will be moved to the new class and the next available number in that class will be assigned to the registrations. Also, if there have been any votes for this registration, the votes will also be moved to the new number.

You will get a confirmation dialog with the registrations new number

Payments

by Wade Girard

March 21, 2021

Most groups sell things. The types of things that groups can sell are

Membership & Renewals (annual)
Merchandise (one time)
Event Registrations (one time)
Event Tickets (one time)

All of these types of sales transactions occur using credit cards.

Middletwin uses a company called Stripe to process your customers credit cards. Note that on your customers bank account statements they will see a charge to your groups name.

Fees

Stripe charges us a fee for processing each transaction. The fee can vary between the different payment method types (Visa, Discover, AMEX, etc…). On average this is around 3.5%. We automatically calculate and withhold this fee from every transaction.

Returns

If someone makes a purchase from your group but later decides they want to return that purchase, you need to have a policy in place so that you know how handle the return. Most groups will want to make an “all sales final” policy, eliminating the need to process returns. In the event that you need to process a return you will need to login to your groups stripe account (at www.stripe.com), find the transaction, and refund it. If you cannot do this for some reason you can contact support@middltwin.com with details about the purchase. Note that you will still be responsible for all the transaction fees.

Payouts

Our payment processor, Stripe, will process all the payments that your club members make and deposit those funds into your groups bank account. You can log into your Stripe account and view these payout, run reports, and get any other details that you need from Stripe.

Setting up your own

Note that we are always evaluating our process and may have other options for payment and payouts in the future.

Resetting an administrators multi-factor authentication

by Wade Girard

March 21, 2021

If an administrator needs to change their multi-factor authentication settings, they will need to have an administrator with “Account Administration” permissions or Middletwin support reset it for them.

For an account administrator to do this they will have to

Log into their account
Goto the “Administration” page
Select the logins tab
Select the account admin that they want to reset
In the Login Details pane click the “Reset MFA” button

After doing these steps the login will be reset with no multi factor authentication and the next time the administrator logs in the system will take them through the steps of setting up their own Multi-factor authentication settings.

Changing an administrators password

by Wade Girard

March 21, 2021

If an administrator to your account needs to have three password reset they have 2 options. One option is for them to use the “Forgot Password” link at the bottom of the password field (visible after they have entered in and verified their email)

This will walk them through the step of having a temporary generated password created and emailed to them to allow them login and change their password.

The second option is for an administrator with “Account Administrator” permission to set the password for the account. To do this the account administrator will have to

Login and go to the “Administration” page
Select the Logins tab
Select the login that you want to set the password for
Enter the new password into appropriate input on the login details panel
Re-enter the new password in the second input
Save the password

Now the administrator will be able to use the new password to login

Importing Members from CSV

by Wade Girard

March 18, 2021

Preparing Your Data

After setting up your member types you will likely want to add your members to the list of members. The easiest way to do this is to import them from a CSV (Comma Separated Value) file. CSV is a very common file format type that Excel and most other spreadsheet applications can export their data to.

No Comma’s in the CSV

There are some caveats for the CSV data that you need to adhere to in order to have a successful import. First and most importantly is that you cannot have any comma’s in your data, even if the data is quoted. Here is an example:

Comma’s in the data is by far the most common caveat that we see happening when new users are importing data for the first time.

Header Row

The first row of the data needs to be a header row. This is because this is used during the CSV import mapping step:

Here you can see we always consider the first row to be a header, and display the header (replacing spaces with underscores) in the CSV Column.

Add Appropriate Member Types

If you do not provide a member type the import members won’t have one set. In order to fix this now, go to your member types table, click on the gear icon button next to the Create button, in the columns dialog turn on the “ID” column, then close the columns dialog. You should now be able to see the internal ID’s for the member types.

Go to your CSV file (or back to your Excel file) and add a column named “member type” and set the appropriate internal ID for each member type to each member.

Date Formatting

Our system maintains 3 dates for each member. Their join date, their expiration date, and their updated date. During an import, if any of these dates are not provided, the system will use the current date. If you know what you want these dates to be set to, you can provide that in the CSV, however the date needs to be in ISO standard date format. This format is YYYY-MM-DD, so January 12, 2020 would appear as 2020-01-12. If the date cannot be interpreted, the current date will be used.

IDs

If you want to import your members IDs as part of the data, you can, however the IDs must be number, no letters, spaces, or any other characters, and each number must be unique. If you do not provide an ID the system will start assigning IDs sequentially starting from the next available ID number.

Start Importing

If you have gone through the preparation, as described above, you should be ready to import your data. To begin, click on the “Import” icon above the members table

The import dialog will apper

Click on “Choose File” or drag and drop your members CSV file into the area at the top where it says “Drop Files Here”. The system will run a pre-process on the data to try and determine if there are any potential issues with the CSV file.

Mapping Columns

The next really important step is to link your CSV columns to the database columns. This is done by selecting the appropriate Member Data for the source columns from the CSV.

After a Member Data has been mapped to a CSV Column, it will not be selectable for other CSV Columns.

If you make a mistake and want to un-map columns, just select a different Member Data item to map the CSV data to.

Repeat this process until all the CSV Columns are mapped to an appropriate Member Data item.

With phone numbers, our system can be used to send test messages to members. If you plan to use this feature you will need to specify which phone number the system should use for your members when sending a text message (usually a mobile number). If you know what phone numbers in your CSV file are mobile and which ones are not, we recommend separating them into 2 columns, one for mobile and one for other, and when linking columns link the mobile number to the “Mobile” target.

When you have completed mapping all the columns, click the “Import” button.

The importing process will begin. During the import the system will try to determine if you already have a member in your database for each row you are importing. It tries to match on member id, mobile number, and name. If it finds a matching member, it will update the member with the data from the CSV, if it does not find a match it will create a new member with the data. When it is done the system will report how many members were created and how many were updated.

Member Portal Setup

by Wade Girard

March 17, 2021

Your account comes with a dedicated member portal for your members. Before they can use it you will need to setup the subdomain for the member portal. A subdomain is the prefix on the URL that your member portal will use.

https://[subdomain].middletwin.com/

This should have been setup when you were setting up the account for the first time. If you need to change it after setting it up you will need to contact support at support@middletwin.com.

Go to the “Portal” tab within the “Administration” page

Your members will be able to access your member portal immediately. Note that you cannot use your administrator login to login to the member portal, only member logins will work on the member portal.

It is up to you to let your members know about the member portal. Please contact us at support@middletwin.com to get a QuickStart guide that you can distribute to your members.

Styling your member portal

You can add your club logo to the portal, this will be displayed in the header area of the portal.

Click on the Change Image button to change the image.

You can set the font (css font-family) that is used in the member portal, as well as the background and text colors in the header and on the buttons.

In the “Member Portal” setup you will see the following settings

Set this with the css values you would like the portal to use and they will be used instead of the default Middletwin styling. This is optional.

Note: You must click the “Save Portal Settings” button to save these settings. Changes are immediate.

Controlling Content

You can control what tabs your members can have access to by disabling the tabs in the Member Portal settings.

Note: You must click the “Save Portal Settings” button to save these settings. Changes are immediate.

Changing Your Password

by Wade Girard

March 17, 2021

The weakest link in most security is weak passwords. This is because most users want to use a handful of passwords that they can easily remember, unfortunately this causes a huge risk because non-complex passwords can be figured out in seconds by hackers using special software.

You can change your password by clicking on the “Settings” (the gear in the upper right hand corner)

Look for “User Settings” and in that section you will see your name, your email address, and the “Change Password” inputs.

You need to provide your new password. New passwords require one uppercase letter, one lowercase letter, one number, and must be at least 8 characters long.

Verify your new password by re-typing it and click save password.

Account Logins

by Wade Girard

March 17, 2021

IMPORTANT! THIS IS FOR ACCOUNT ADMINISTRATOR LOGINS, NOT MEMBER LOGINS

The people who manage the group will need administrative logins to allow them to do various activities like member management, event management, and so on. This activity can be performed by any account administrator that has “Account Administrator” permissions.

The account administrator, when logged in, will see the “Administration” tab in the top bar. Click on this tab and within the Administration page select the “Logins” tab

A table will load with the list of the current account logins.

This table shows several pieces of information about each login. To add a new login click on the “Create” button

To create a new login you only need to provide a valid email address and a name for the account login, select the login status and permissions. When you click save the login will be created and 2 emails will be sent to the email address for the login, one will contain a welcome with some details on how to login, the other will contain a generated password for the account login to use for their first login.

After the login is created you can locate it in the table and click on it to edit any of the account login settings

In the details you can edit the name, email, status (this is how you disable a login), permissions, and you change change the password for the login.

If an administrator needs to change their multi-factor authentication for some reason, click the “Reset MFA” button and their current settings will be cleared out and they will be prompted to setup their Multi-factor authentication the next time they login.

Files

by Wade Girard

March 17, 2021

In the files management section you can upload files for your group that you can share with members through the member portal.

Files tab

When you navigate to the files tab you will see the list of files that you have uploaded to your account.

The columns in the table are
Name: The friendly name for the file
Type: The file mime type
URL: The url to access the file
Shared: true means it is shared with members

You can upload a file by clicking “Upload File”

Just drag and drop files into the box, the files will be immediately uploaded and appear in the table.

To share or rename a file click on the view icon (eye) of the file you are interested in and a file attribute editing dialog will appear

Set the name to a meaningful name. If you want to share the file with your group members through the member portal just toggle the “Shared” switch to the right and green.

To remove a file select the checkbox in the row for the file and click the trash can icon that appears above the table.

Emails

by Wade Girard

March 17, 2021

Email templates are important for communicating to your members. You can create an unlimited number of email templates. To view email templates go to Marketing and click on the Emails tab

The emails table displays the following columns
Name: The name of the email template
Status: The status of the email template
Create: The date the email template was created
Version: What version the email template is (this is used by us)

To edit an email click on the row (not the checkbox) for the email. This will open the email in the details view

In the details view you can set the template to use a name that is meaningful to you. You can optionally set the email to be sent on a trigger. Triggers are
Nothing: not sent on a trigger
New Memberships: When a new member joins
New Files: When a file is added
New Events: When an event is added
New Products: When a new product is added (store)
Membership Renewals: When an automatic member renewal succeeds

If you want to test the email by sending it to someone you can use the “Send” button to queue the email.

Editing email templates

When you hover your mouse over items on the email template you will notice a blue outline appear on certain items. In order to edit an item click on an area inside the blue line

This will cause a tab appear at the bottom of the outline and the outline to stay active. Use the up/down arrows to move the section up or down. Click the trash can icon to remove the section. Click Done when you are done editing.

Some sections will have additional settings that will appear on the right side. For example, if you are editing an image you will see the image editing controls

Click the Select Media button to select an image that you have uploaded to the files for your account. Adjust the alternate text for screen readers and size so that your image looks appropriate. Click done when finished.

Placeholders

You can use placeholders that will be replaced with member specific settings during the processing of the email. All placeholders must be placed between a dollar sign, opening curly brace and closing curly brace (ie ${placeholder}). Available placeholders are:
contact.id
contact.name
contact.firstname
contact.lastname
contact.expiration
contact.address
contact.city
contact.state
contact.zip
contact.email