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Add a Person Wizard: Adding a New Member, Prospect or Contact

To add a new person to your database, use the Add a Person Wizard. You can use the wizard to add prospects or contacts, but it is especially helpful for streamlining the process of adding a new member.

You may also click here for a video that will walk you through adding a person!

To access the wizard, go to the Power Search bar and type "Add a Person". The wizard will walk you through all the steps to add a new contact, prospect or member. Below is a brief summary of each step in the Add a Person Wizard.

Personal Info

The personal info section lets you enter basic information about the person, including a barcode.  Zen Planner automatically assigns a barcode to every person when you create a personal profile, but you can also manually enter or scan a barcode into this field if you already have pre-made cards to assign or your members already have cards assigned to them.

You can use the Groups field to assign this person to one of your groups. Groups are tags you can create to organize your people and trigger automations. Groups can also link to mailing lists in MailChimp for email marketing campaigns.  You can create and manage your groups by going to Setup>Database Tools>GroupsLearn more about using groups by clicking here.

Finally, any people related custom fields that you create under Setup > Database Tools > Custom Fields can be used on this page. People custom fields can also be added to online registration forms, used in reports, and used to trigger automated emails.

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Contact Info

This section contains all the contact information for the person.  The most important piece on information on this page is the person's email address.  This is used not only to send out automated emails, but you need a valid email address in order to give the member access to login to your member connect site.

All of these fields can be used to personalize your automated emails. You can also add other members of the family on the this page. By grouping the family members together, you will be able to pay all their bills from one main family payment account.  If this person is not a prospect and you won't be adding a membership to them, click Save and Finish at the bottom to exit the wizard.

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Prospect Info

This section is where you can make the person a prospect for one or more programs.  When you do this, their status is updated to PROSPECT in Zen Planner automatically. If you will be adding a membership to this person, skip over this section and click on the Add a Membership link in the left hand sidebar.  Only people who have a program of interest associated with their prospect record will have a status of prospect in your database. Most of the remaining fields on this page can be customized under the Setup > Database Tools > Lookup Codes section. The Referred By field displays a list of all the people in your database in alphabetical order. The Sales Rep field displays a list of all staff members. If you won't be adding a membership to this person, click Save and Finish at the bottom to exit the wizard.

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Add a Membership

The Add a Membership page displays a list of all the membership options that you have made available from the Setup > Programs > Memberships menu. If the membership has an enrollment limit, the Select Classes Box will appear on this page and display the list of valid classes that can be included in this membership.

You can also use the Custom Settings link to make a membership from scratch. This is useful if you need to provide a membership for someone that is totally unlike any of your existing or planned membership options.  However, since custom memberships cannot be reported on or searched for, they should be avoided except when absolutely necessary in order to ensure accurate reporting and to maintain overall data quality.  Click here to learn more about when & how to use custom memberships.

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The Show Totals view shows the total enrollments in the class, while the List People view displays the people by their age and their rank. Use the RANK: and AGE: filters to show classes that meet your class criteria. This view is helpful if you want to place a member into a class with other people with a similar rank or age.

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The Custom Details section of this page allows you to select the membership begin date, the first payment due date, and any discounts that you want to apply to this membership. You should keep the membership begin date and a first payment due date in sync unless you absolutely need to receive their payment days in advance or want students to use their membership before they have paid for it.

The first payment due date is the first day that you will charge the member and all future bills will be due on the same day. So in the example below, this membership's first payment will be made on May 8th and then billed on the 8th every month afterward.

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Review Membership

The review membership step lets you preview the membership terms and bills and check that they have been set up correctly. You can also use the Add Account Information button to enter a credit card or bank account that can be used to automatically pay the bills for this membership. 

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You must assign a payment account to the membership to activate automatic payments (turning AutoPay ON). If you choose not to activate automatic payments, you can always send automated bill invoices to your members and they can login to the member connect site to pay their bills online.  If there is anything wrong with the membership, click the Delete Membership and Start Over link and you'll be returned to the Add a Membership page to redo the membership.

Next Steps

The Next Steps page of the Add a Person Wizard provides a list of the most common actions you can take after you finish setting up a new member. Most likely you will want to use the Pay Bills for Membership link to submit a payment for the first bill or any other fees that are due today. There are also links to any membership-related documents or message templates that you can use to generate documents for your new member.

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