How your roster works
Member types and statuses, what's on a member's profile, and how people get into your roster.
Your roster is your chapter's list of members in MyGreek. It's on the Members page of the web app. Everyone you bill, message or put on a payment plan has to be on the roster first. Adding someone to the roster is also what sends them an invite to set up their account.
The Members page
The cards at the top count Total Members, New Members, Members (with how many are active) and Alumni. Below them are tabs. Which tabs you see depends on your permissions:
| Tab | What it's for | Who sees it |
|---|---|---|
| Roster | Everyone in your chapter. Search, filter, add or import members, and select Manage to update several at once. Select a row to open that member's profile. | Everyone in the chapter. Only admins see balances and payment plan status. |
| Groups | Sets of members, such as the executive board. See Organize members into groups. | Officers with a groups permission |
| Invites | Members who were invited but haven't finished setting up their account. See Send, resend and rescind invites. | Officers with Add new members |
| Requests | People who asked to join through your join link and are waiting for approval. See Share a join link. | Officers with Add new members |
| Cleanup | Members whose type or status looks out of date, with a suggested fix. See Use the Cleanup tab. | Officers with Update Members |
Member type, Active and status
Every member has three settings. You set them when you add someone, and you can change them later.
Type is where the person is in the chapter:
- New Member: a pledge or associate member.
- Member: an initiated member.
- Alumni: a graduate.
Active is a yes/no setting. Turn it off for someone who stays on your roster but isn't taking part right now.
Status is a label for the member's standing: Good Standing, Bad Standing, Resigned, Suspended, Expelled or Deceased. Roster imports and the Cleanup tab can also set Dropped or Transferred.
What type, Active and status change
- Invites. When a member is added, MyGreek sends an invite only if they're a New Member, or a Member with Active on. Alumni and inactive members are added without an invite. You can still invite them later from their profile with Provision Login.
- Picking members to charge or message. When you choose who gets a charge or a message, quick picks such as All Active Members, All Active New Members, All Active Alumni and All Inactive Members use type and Active. Nobody is left out of billing automatically because of their type, Active setting or status. You choose who gets each charge.
- Status is a record for your chapter. It doesn't send anything or change billing on its own.
Change type, Active or status
- For one member: on their profile, select Actions → Update Status.
- For several members: on the Roster tab, select them, then Manage, and pick an Action for each:
| Action | Applies to | What it does |
|---|---|---|
| Initiate | New Members | Type becomes Member |
| Depledge | New Members | Turns Active off |
| Graduate | Members | Type becomes Alumni |
| Inactivate / Activate | Members and Alumni | Turns Active off or on |
| Resign | Members and Alumni | Type Member, status Resigned, Active off |
| Decease | Members and Alumni | Type Alumni, status Deceased, Active off |
Changing someone's type later, for example with Initiate, doesn't send an invite. Invites go out only when a member is first added, or when you select Provision Login.
A member's profile
Select a member on the Roster tab to open their profile. The top shows their contact details (with a check mark once they've verified their email or phone), their credit balance, and an In Collections tag if they've been sent to collections.
Officers with Update Members get an Actions menu:
- Edit Contact Info and Update Status.
- Make Admin / Remove Admin and Manage Roles (admins only). See Add or remove an admin and Create roles and give them to officers.
- Archive Member. See Archive a member.
- Send to Collections (admins only). See Send a member to collections.
- Account access, depending on where the member is in signing up: Provision Login (never invited), Send Onboard Reminder (invited but not finished) or Revoke Login.
To change a member's credit, select Adjust credit (the sliders icon) next to their credit balance. See Fix a member's balance.
The tabs on the profile depend on your permissions:
- Charges, Payments, Transaction History and Late Fees: what the member owes and has paid. Download statement gives you a statement for the member.
- Payment Plans: the member's plans. See How payment plans work.
- Secondary Contacts: parents or others who get the member's bills. See Add parent contacts.
- Custom Fields: your chapter's extra fields for this member.
- Permissions: what this member can do as an officer (admins only).
- Documents: documents sent to this member to sign (admins, on plans that include signatures). See Signatures.
Custom fields
Custom fields are extra details your chapter keeps about each member, such as graduation year or shirt size. Create them in My Chapter → Custom Fields → Create Field. A field can be Text, Number, Date, Yes / No or Dropdown. It can be required, and it can be Admins only. Otherwise it's visible to everyone in the chapter.
Custom fields appear when you add a member, as columns when you import a roster, and on each member's Custom Fields tab. To fill in values for members you already have, see Import custom field values.
How people get into your roster
There are three ways in:
- You add them one at a time: Add Member → Add Single.
- You import a spreadsheet: Add Member → Import Roster.
- They ask to join through your chapter's join link, and you approve the request (or the link approves it for you).
Each way creates a member on your roster, and New Members and active Members get an invite right away. See Add one member, Import your roster from a spreadsheet, Share a join link and Send, resend and rescind invites.