Roster Management

This all-inclusive guide includes the following How-To's for Updating Your Roster which you can jump to using the Table of Contents. 1. Viewing and Filtering My Roster 2. Updating Contact Information 3. Adding New Club Officers 4. Updating Existing Club Officers 5. Terminating Members After Annual Dues Invoice has been Paid 6. Adding New Members After Annual Dues Invoice has been Paid 7. How to Export & Print My Roster

8 minutes

Salesforce

**Alert!** Only current **Club Presidents, Club Treasurers and Club Admins** have access to the Club Admin Portal. This is because, this section is dedicated to managing Club Business and paying Club Dues online. As part of our Enhancement Release in July 2025, you will be able to print rosters on your own. Until then, contact [siahq@soroptimist.org](mailto:siahq@soroptimist.org) for a **printable roster**. **Member Resources** can still be found on the website: <https://www.soroptimist.org/for-clubs-and-members/for-members/index.html>

Viewing and Filtering the Club Roster

Scroll to Affiliated Contacts. Click View All.

Click the filter icon to "View Quick Filters"

Select "Active" to view **Active Members**. Then Click "Apply:

**Tip! Remember...** **One contact can have multiple affiliations!** **For example, if Whitney Houston is (1) an Active Member; (2) Club President; and (3) Club Program Chair: LYDA... she will have THREE Affiliations. One ACTIVE membership affiliation and two CURRENT leadership affiliations. This means depending on your filters, Whitney may show up 3x in the Affiliated Contacts list. However, if you filter by "ACTIVE" status, you will only see ACTIVE members on your roster.** - **"Affiliated Contacts"** = Any Contacts that are or have been associated with your club. For example, Whitney Houston is an affiliated contact with my Club. - **"Affiliations"** = A relationship between a contact and your club. For example, Whitney Houston has two affiliations with my Club. She is both an ACTIVE member and a CURRENT Club President.

Updating Contact Information

In this example, we'll pretend that I need to update Chaka Khan's contact information.

Click into any of Chaka's affiliation records...

Then click on their Contact Link/Name "Chaka Khan Test"

Click the pencil next to their name to edit their **Contact Details**.

Click "Save" after updating...

Need to edit a birthdate? Click the **pencil icon** next to the field.

Enter birthdate and scroll down to update **Contact Information**.

Enter a valid, unique individual email address.

Alert! All Members **MUST HAVE** a valid, unique, individual email address. For security purposes, you may not use a shared account.

Click "Save"

Update Address Information as necessary.

Click "Search Address"

Click the "Enter address" field.

Click "Save"

Adding New Club Officers

Click the "New Club Officer" button.

Select Member from the Picklist of Active Members

Update their Officer Status to "Current"

Choose their Club Leadership Position.

Alert! We handle all region level leadership at headquarters. Please only add club level leadership this way!

Enter their Start Date.

For example...

If applicable, choose the expected end date of their leadership term. (NOTE: End Date is Optional)

Click "Next"

Hooray! You did it! Click Finish OR Repeat steps above to add additional Club Officers.

Updating Existing Club Officers

Scroll to Affiliated Contacts. Click View All.

Click the filter icon to "View Quick Filters"

Select "Current" and "Active" to view **Current Officers** and **Active Members**. Then Click "Apply:

**Tip! Remember...** - **"Affiliated Contacts"** = Any Contacts that are or have been associated with your club. For example, Whitney Houston is an affiliated contact with my Club. - **"Affiliations"** = A relationship between a contact and your club. For example, Whitney Houston has two affiliations with my Club. She is both an ACTIVE member and a CURRENT Club President.

Choose the **AF-###### Link** (Affiliation Link) of the Current Officer whose status needs updating.

Enter the End Date of their leadership term.

Alert! If an **End Date** is entered, that officer will no longer have access to the Club Admin Portal after that date, UNLESS, they hold another eligible position like current Club President, Club Treasurer or Club Admin. For example, if Chaka Khan will no longer be my Current Club Treasurer, but needs to retain access to the Club Portal to be able to update rosters and pay dues, I can add a new affiliation to designate Chaka as a **Club Admin**. Follow the steps for adding a New Club Officer above and choose "Club Admin" as their Leadership position. Then, Chaka Khan will be known as a Former Club Treasurer and Current Club Admin. **Please limit your Club Admins to a maximum of two members.**

Click "Save"

If you entered an End Date, there is an automation in place that will change their status to "Former" overnight. However, you can always change it manually here...

Terminating Members After Annual Dues Invoice has been Paid

Click "View All Affiliated Contacts"

Click the filter icon.

Filter by "Active" Members and Click "Apply"

Find the contact you need to terminate and Click their "AF-160518" Affiliation Link.

Click the pencil icon next to Status.

Change to "Terminated"

Enter the End Date and Click "Save"

No need to do anything else. You'll notice their status is updated immediately in your Affiliated Contacts view. And they will not be counted towards your new invoice.

Adding New Members

Alert! **New Rule: New Members must be added to your roster within 60 Days of Joining!!! Additionally, you will not be able to backdate a new member to a previous club year, so please enter your new members as soon as they join!**

**Tip!** Info you'll need: - Name - Email Address - Phone Number (Mobile Preferred) - Address - Birthdate *NOTE: Adding a New Member looks slightly different during Club Renewal Time with Master Invoices and the rest of the year when adding one-off members.* ***During Club Renewal Time (July-August) it will benefit you to add all of your new members at once to be included in your Master Club Dues Invoice.***

Click the blue "New Member" button.

Click "No, They are new Members." *(Unless they are Transfers, then click the Transfer option)*

Click "Next"

Click "Create a New Member"

Tip! Email addressed cannot contain any foreign characters and has to be in the email format to complete this task successfully.

Enter their Contact Details, including Name, Email, Phone and Address.

After all Contact Info is complete. Click the button **+ Add to Members**

Need to add more? No problem, Click "Create a New Member"

Need to add a reinstated member? No problem, click "Select from existing contacts"

Type in the reinstated memeber's name in the search bar at the bottom of the screen and click on their name when they pop up

Click "Add Members From Database"

**Tip!** We recommend adding a max of five new members at a time to avoid any system bugs or loss of work. This will create 2 separate invoices.

If you need to add more members, Click "Create a New Member" again

Enter all the new member's information just as you did for the first member you added.

Once you are done adding their information, Click "Add to Members"

Once you are done adding ALL your new members, Click "Submit & Confirm Dates"

Alert! [[Start Dates must be within the current club year, cannot be more than 60 days in the past, and cannot be in the future.]]

Click the pencil next to the new member's start date to adjust their start date.

Enter their start date and Click "Apply"

Once all the start dates are correct, Click "Submit & Pay Dues"

Double Check your numbers and Click "Create Invoice"

If choosing to pay by credit card, you'll be redirected to our secure payment page.

After making a credit card or ACH payment, give the system 24 hours to mark your invoice as PAID.

How to Export & Print My Roster

Click "Club Profile"

Click "Open Report To Export Roster"

Here you will see a list of active members of your club. In order to export and print it, Click "Export"

Tip! Here you will have 2 options. One that maintains the formatting of the roster screen, and one that exports to excel formatting

Option 1: Maintain formatting Click "Formatted Report", and then Click "Export"

Click "Export"

The roster will automatically download to your computer. It will look something like this

Option 2: basic excel formatting Click "Details Only"

OPTIONAL: Click this dropdown. Choose the file type you need.

Click "Export"

The roster will automatically download to your computer. It will look something like this. From there, you can set your print area and print your roster as needed. See Microsoft Excel Support Resource: [How to print from Excel](https://support.microsoft.com/en-us/office/print-a-worksheet-or-workbook-f4ad7962-b1d5-4eb9-a24f-0907f36c4b94)

CONGRATULATIONS! You did it!

a cartoon of a red blob with the words you did it

**Tip!** Run into any roadblocks? Email [siahq@soroptimist.org](mailto:siahq@soroptimist.org) with a screenshot of where you got stuck. \[[Google: How to take a screenshot](https://www.google.com/search?q=how+to+take+a+screenshot&oq=&gs_lcrp=EgZjaHJvbWUqBggBEEUYOzIGCAAQRRg5MgYIARBFGDsyBwgCEAAYgAQyBwgDEAAYgAQyCggEEAAYsQMYgAQyCggFEAAYsQMYgAQyBwgGEAAYgAQyBwgHEAAYgAQyBwgIEAAYjwIyBwgJEAAYjwLSAQgyNDg1ajBqN6gCALACAA&sourceid=chrome&ie=UTF-8)\]

Roster Management

8 minutes

Salesforce

Viewing and Filtering the Club Roster

Scroll to Affiliated Contacts. Click View All.

Click the filter icon to "View Quick Filters"

Select "Active" to view **Active Members**. Then Click "Apply:

Updating Contact Information

In this example, we'll pretend that I need to update Chaka Khan's contact information.

Click into any of Chaka's affiliation records...

Then click on their Contact Link/Name "Chaka Khan Test"

Click the pencil next to their name to edit their **Contact Details**.

Click "Save" after updating...

Need to edit a birthdate? Click the **pencil icon** next to the field.

Enter birthdate and scroll down to update **Contact Information**.

Enter a valid, unique individual email address.

Alert! All Members **MUST HAVE** a valid, unique, individual email address. For security purposes, you may not use a shared account.

Click "Save"

Update Address Information as necessary.

Click "Search Address"

Click the "Enter address" field.

Click "Save"

Adding New Club Officers

Click the "New Club Officer" button.

Select Member from the Picklist of Active Members

Update their Officer Status to "Current"

Choose their Club Leadership Position.

Alert! We handle all region level leadership at headquarters. Please only add club level leadership this way!

Enter their Start Date.

For example...

If applicable, choose the expected end date of their leadership term. (NOTE: End Date is Optional)

Click "Next"

Hooray! You did it! Click Finish OR Repeat steps above to add additional Club Officers.

Updating Existing Club Officers

Scroll to Affiliated Contacts. Click View All.

Click the filter icon to "View Quick Filters"

Select "Current" and "Active" to view **Current Officers** and **Active Members**. Then Click "Apply:

Choose the **AF-###### Link** (Affiliation Link) of the Current Officer whose status needs updating.

Enter the End Date of their leadership term.

Click "Save"

If you entered an End Date, there is an automation in place that will change their status to "Former" overnight. However, you can always change it manually here...

Terminating Members After Annual Dues Invoice has been Paid

Click "View All Affiliated Contacts"

Click the filter icon.

Filter by "Active" Members and Click "Apply"

Find the contact you need to terminate and Click their "AF-160518" Affiliation Link.

Click the pencil icon next to Status.

Change to "Terminated"

Enter the End Date and Click "Save"

No need to do anything else. You'll notice their status is updated immediately in your Affiliated Contacts view. And they will not be counted towards your new invoice.

Adding New Members

Click the blue "New Member" button.

Click "No, They are new Members." *(Unless they are Transfers, then click the Transfer option)*

Click "Next"

Click "Create a New Member"

Tip! Email addressed cannot contain any foreign characters and has to be in the email format to complete this task successfully.

Enter their Contact Details, including Name, Email, Phone and Address.

After all Contact Info is complete. Click the button **+ Add to Members**

Need to add more? No problem, Click "Create a New Member"

Need to add a reinstated member? No problem, click "Select from existing contacts"

Type in the reinstated memeber's name in the search bar at the bottom of the screen and click on their name when they pop up

Click "Add Members From Database"

**Tip!** We recommend adding a max of five new members at a time to avoid any system bugs or loss of work. This will create 2 separate invoices.

If you need to add more members, Click "Create a New Member" again

Enter all the new member's information just as you did for the first member you added.

Once you are done adding their information, Click "Add to Members"

Once you are done adding ALL your new members, Click "Submit & Confirm Dates"

Alert! [[Start Dates must be within the current club year, cannot be more than 60 days in the past, and cannot be in the future.]]

Click the pencil next to the new member's start date to adjust their start date.

Enter their start date and Click "Apply"

Once all the start dates are correct, Click "Submit & Pay Dues"

Double Check your numbers and Click "Create Invoice"

If choosing to pay by credit card, you'll be redirected to our secure payment page.

After making a credit card or ACH payment, give the system 24 hours to mark your invoice as PAID.

How to Export & Print My Roster

Click "Club Profile"

Click "Open Report To Export Roster"

Here you will see a list of active members of your club. In order to export and print it, Click "Export"

Tip! Here you will have 2 options. One that maintains the formatting of the roster screen, and one that exports to excel formatting

Option 1: Maintain formatting Click "Formatted Report", and then Click "Export"

Click "Export"

The roster will automatically download to your computer. It will look something like this

Option 2: basic excel formatting Click "Details Only"

OPTIONAL: Click this dropdown. Choose the file type you need.

Click "Export"

CONGRATULATIONS! You did it!