Accessing Chapter Reports
December 23, 2014
Accessing AFP Chapter Reports
AFP International provides a reporting system that allows each chapter to access the rosters and reports that detail their members’ information. As information is entered and updated within the Association’s management database, those changes are automatically reflected in the online reporting system.
To use this system, open your internet browser to http://www.afpnet.org.
NOTE: Please ensure all pop up blockers are disabled from your Internet browser. Some chapters have reported that using browsers other than Internet Explorer, such as Chrome or Foxfire, improve the ease of using this online reports system.
Login using your Chapter Portal User Name/ID and Password. If you do not know your login information, please contact AFP. (NOTE: With our database software, you will have the capability to change your user ID and password. We ask that you DO NOT do this for this particular login as we will not be able to see it if you do and will therefore not be able to provide it to other members in your chapter.)
When you login successfully, the screen will say Welcome, Portal!
Click on the green tab “Chapters”, directly below the login box
Scroll down to until you see the box titled “AFP Chapter Admin”. Click on the link below that heading, titled “Access the Chapter Admin Portal”
Your chapter name will appear. Click on that link
The next page will show you options for:
Access Chapter Reports –see below (these are the reports you want)
Current and Past Chapter Members (since 2009) – this allows you to click on a member’s record and make an address change for them if you have it. IT IS NOT THE REPORT TO USE TO GET A LIST OF CURRENT CHAPTER MEMBERS.
(Below those links will be information about the chapter record, you can edit this information if you like, but we do not use it for anything. This login is specifically used by the chapter to access the three links above.)
ACCESS CHAPTER REPORTS
To access the reports and files of your chapter’s information
Click on the link titled “Access Chapter Reports”
The following list will display:
Membership Growth/Retention Report
Chapter Roster Download
Lapsed Member Download
New Member Download
Chapter Reimbursement Report
Renewing Member Download
Chapter Transfer Out Download
Chapter Transfer In Download
Chapter Roster Report
Membership Category Change To Download
Membership Category Change From Download
Membership Transferred From Download
Membership Transferred To Download
NOTE: After you run a report, there is a glitch in the system where a box starts blinking in the upper right hand side of your screen. We are still trying to figure out what this is. If you click your “back” button twice, this blinking will go away.
Member Growth/Retention-this report will allow you to see 12 months of the chapter’s membership activity in a month by month format; with starting and ending totals of members, gain (loss), growth rate percentage and annual retention rate percentage. The columns labeled “starting type 10” and “Ending Type 10” show the number of members in your chapter who are in the Professional membership category.
Click on the report link.
It will ask you to enter an “as of” date. The date is usually a month end date for a month already over; however, you can put in the current month’s end date and it reports all members for whom payments have been processed as of that date.
Click on Continue
The report is accessing 12 months of data, so this can take a bit of time. You may print the report. This is not a report that you will need to download and save. While you have this report open, you may click on any of the underlined items (in blue font) and get a display of detailed information.
Chapter Roster Download – this report will allow you to pull a complete list of your current members, including address, demographics and alternate address information. To do so, click on the link.
It will ask you to “Enter As of Date:”
The date you should enter is the last day of the previous month so you see all your current members. So for example, if you are running the report on February 15th, you should put in a date of January 31st. This will pull a file of all members who had an expiration date of January 31 and greater.
Click on Continue
A report will show that you can print if you like, however, you will not be able to sort or manipulate any of the information on this report.
If you want to be able to use this information in an Excel or CSV format, click on the “Document” tab on the upper left section of the screen. Then click on “Save to my computer as” and you will see a new list where you can choose Excel, PDF, CSV, etc. Click on the option you prefer. This will open up the file in the format you indicated. This file download includes name, address, demographics, and alternate address information. (see brief explanation of codes at end of this document.)
Lapsed Member Download – this allows you to put in a date range and get a list of members who have not renewed their membership.
Enter Period Begin Date:
Enter Period End Date:
Enter the date range of the member’s expiration date you are looking for. A report will show that you can print if you like, but if you would like to put this in an Excel or Ascii format, click on the “Document” tab on the upper left section of the screen. Then click on “Save to my computer as” and you will see a new list where you can choose Excel, PDF, CSV, etc. Click on the option you prefer. This will open up the file in the format you indicated.
(A)CFRE Listing – this allows you to print a report or download a file of all the members in your chapter who are either CFRE or ACFRE.
New Member Download – this report allows you to pull a list of new members for your chapter within a certain time period.
Enter Period Begin Date:
Enter Period End Date:
You can run this report at any time, but a good time to do it is when you receive the monthly email from Joe Roadarmel letting you know that we have completed all data entry for a particular month.
Chapter Reimbursement Report – this report allows you to see the payments that we received during a particular month from members in your chapter. We will send a copy of this report to the person your chapter has indicated on your officer form (Chapter Check Recipient) should receive this notification on a monthly basis along with either direct deposit receipt or a check.
Renewing Member Download - this report allows you to pull a list of members with renewal dates within a certain time period. You will enter begin and end dates. The names that are on this list are those members who have a dues expiration date in the same month as the report dates, but in the following year. Example: renewing members for January 1 – January 31, 2012 will list members who have a January 31, 2013 dues expiration date.
NOTE: the chapter reimbursement report and the renewing member report will not match. Members may have paid their dues earlier or later than the month in which the dues expire. The chapter reimbursement report shows only the payments received at IHQ during that particular month.
Chapter Transfer Out Download- enter appropriate dates; click continue; report shows a list of any members who have moved out of your AFP chapter into another AFP chapter within that specified time frame. No monies (chapter dues) are transferred when this occurs.
Chapter Transfer In Download – enter appropriate dates; click continue; report shows a list of any members who have moved in to your chapter from another AFP chapter. As above, no monies are transferred when this occurs.
Chapter Roster Report—this report is in PDF format and will give you a good amount of information on each of your chapter members. It is a useful tool for membership committee and/or board meetings as it provides all the necessary membership information to review current members. A report will show that you can print if you like, but if you would like to put this in an Excel or Ascii format, click on the “Document” tab on the upper left section of the screen. Then click on “Save to my computer as” and you will see a new list where you can choose Excel, PDF, CSV, etc. Click on the option you prefer. This will open up the file in the format you indicated.
Membership Category Change To download—this report requires begin and end dates to be entered and will list any member with a change to their original membership category.
Membership Category Change From download—this report requires begin and end dates to be entered and will list any member with a change from an original membership category.
Membership Transferred From download—this report requires begin and end dates to be entered and will list any member who has transferred from your chapter to a new chapter.
Membership Transferred To download—this report requires begin and end dates to be entered and will list any member who has transferred in to your chapter.
AFP Membership Look Up – this feature enables you to look up any AFP member; enter their last name OR their Member ID number; additional fields can be entered to speed your search. This is helpful when you are checking AFP membership on conference/workshop registrations.
To exit from Chapter Admin Portal, you need to click on “My AFP Profile” at the top right of the screen and then click on the green “LOGOUT” button. It is important to log out as the administrator so that you are able to access all your individual membership benefits. You can only manage the chapter’s records with the chapter admin login.
Brief explanation of codes found in these reports:
CHAPIND – Indication of “PRIMARY” or “SECONDARY” chapter membership.
ADDCHGDATE – Indicates date of last update to a member’s address information
ADDRHOLD – Indicates a DO-NOT-MAIL-TO hold with one of the following explanations:
BAD – Bad address by USPS returned mail
BAR – Membership barred
CHAP – Chapter too distant
DC – Member deceased
DUPE – Unresolved duplicate member record
LF – Member has left the field
LO – Member has left the organization
MON – Not renewing for monetary reasons
MR – Member request * Note: Requests of this nature must be honored by AFP
NR – Not Renewing
OTH – Other
RET – Member Retired
TRVL – Member traveling
MEMTYPE – Indicates the category of membership with the following explanations:
10 = Professional Member (paid professional with some degree of responsibility for fundraising)
15 = Young Professional (paid professional with some degree of responsibility for fundraising and 30 years old or younger)
20 = Retired Member (Member of AFP for at least five years and no longer a paid professional)
50 = Associate Membership (non-fundraising professional in a complementary field; volunteers)
60 = Honorary member
70 = Collegiate Chapter member
80 = Global e-member (outside of Canada and the United States)
90 = Business member-Executive Circle
95 = Business member-Endorser
NPOS = Small Nonprofit Organization member
NPO8 = Large Nonprofit Organization (8-29 members)
NPO30 = Large Nonprofit Organization (30-74members)
NPO75 = Large Nonprofit Organization (75 or more members)
PA = Paid Administrator (even if the person volunteers as chapter administrator)
AL = Strategic Alliance member
YEARENTRY – The year the member indicates she/he entered the profession
JOIN DATE – Date when they became an AFP member
ETHNIC – Indicates the ethnicity/nationality of the member with the following explanations
A – African/Caribbean/African-American/People of African Descent
C - Caucasian
H – Hispanic/Latino
I – Native American
J - Japanese
M – Multi-racial
N – Alaskan Native
O – Other
P – Asian/Pacific Islander
UNK – Unknown
DUESPAIDBY – Indicates the dues payer (Y = organization sponsors some or all of dues fees; N = member pays own dues)
ORGTYPE – Indicates the type of organization with which the member is employed
ART – Arts/Cultural/Humanities
CON – Consultant
EDUC - Educational
HEALTH - Healthcare
HUMSVC – Human Services
NCE – Not Currently Employed
PSBEN – Public/Society Benefit
REL – Religious/Faith-Based Organization
RET - Retired
ALLOW LABEL SALE (Y or N)
ALLOW AFP EMAIL (Y or N)
*Note: It is very important to adhere to the member’s wishes in these areas.
SOURCE CODE This column is populated for the various marketing campaigns/promotions; this field is only filled when IHQ knows the source used to join or renew. Some examples:
RENEWAL- AFP renewal invoice
COMNET – IHQ vendor that calls lapsed members to promote renewal
Portal –joined online
2YRDISC- two year discount coupon used
MG1507 – from acquisition mailings done by IHQ
MEM-Xfer-To or MEM-Xfer-From—member transfers between chapters