New Member Kit

The following is based on emails sent by Rob Brooks to the Executive Committee on April 1, 2017 and updated on October 11, 2017.

The Membership Kit is sent to all new members. It consists of:

• A welcome letter and membership card (8.5"x11" card stock with a scored card in the lower right corner, need link to template);
• The latest Bulletin;
• 1 square button with the Party name;
• 2 round small buttons with just the trillium logo; and
• If requested, a copy of The Law by Bastiat.

These are inserted in a 6"x9" bubble envelope. Stick on an address label, return address label and postage. The cost is about $4-$5 per unit.

It takes about 90 minutes once a month.

Procedure

Select all new members who joined in the previous month

1. Click on <Memberships - Find Memberships>
2. For Member Since select "Previous Month." and click on [Search].
3. Select all records, "Export Members" under -actions- and click on [Go].
4. (Step 2 of 3) - Select "New Member" saved field mapping and click on [Continue].
5. (Step 3 of 3) - Click on [Export].
6. Open the downloaded file.

It's a good idea to clean up each new CRM record first. A quick scan of each record will indicate formatting problems. Copy the SortName and use it to search for the new member's record.

• Clean up the upper / lower case typing on the name and mailing address.
• Add a space in the postal code.
• Delete the billing address since that is usually the same as the Home Address and not needed.
• Put dashes (-) in phone numbers. Delete the Home-Phone-Phone if it is the same as the Home-Phone-Mobile.
• Go to Electoral Details and click [Edit] then [Save] to enter a record with "Unknown" for their federal and provincial Districts. (Do this for every record.)
• if they have indicated an interest to be a candidate, click on the Ontario 42nd General Election tab (or current), check "Could be a candidate" and [Save].

After all records have been cleaned up run Update Electoral Districts. This procedure fills in the correct riding information for anyone with "Unknown" in the Electoral Details record.

In addition, For those who said "Yes" to the question, "Would you like us to forward your information to the Libertarian Party of Canada?":

1. Rerun the search to get a 'cleaned up' New Members file,
2. Filter it for "Yes" in this column,
3. Copy the records to a new file.
4. Send this file to the LPoC. (Contact to be identified),

This version of the file can be used with Mail Merge to create address labels for the New Member Kits. It could also be used to create a personalized welcome letter and membership card.

Technical Setup

CRM sends an email "Thank You" to the donor and CC's info@ontariolibertarian.ca. This is a "Transfer" email account which is forwarded to Allen Small (Party Leader) and Scott Marshall (Campaign Director). It also sends a BCC to donations@ontariolibertarian.ca, which as also a Transfer account. Currently it is forwarded to cswift9@hotmail.com, Chris Swift, the Party Secretary, who sends out New Member Kits and copies of The Law. This is the best way to identify members and donors who have requested a copy of The Law as a premium.