Overview

This section shows you how to use the Membership Vault console to perform a variety of membership actions.

What is a membership record? 

A membership represents a station acknowledgement for a donation made by an individual. When someone donates to your station, they can be assigned a membership status in MVault. Membership benefits can vary from station to station but all stations can use MVault to track offers.

When is a membership consider 'activated' (i.e.: when can a member see Passport content)?

The rules around when a membership is considered active are a little complicated. The following is a handy table that sums it up. The following examples assume the member has activated with their token and has a PBS account linked to the membership.

Provisional indicates if user donation has made its way completely through the system or if it is still processing; it has NO effect on viewability of content.  

Current date is between 'Start' & 'Grace Period End' dates?Mvault 'Status'Can member see content?
YesONYes
NoONNo
YesOFFNo

 

How to create a single membership record within the console

The following steps illustrate how to add memberships to your station portal in MVault.  You can also import memberships in bulk

  • Expand the Memberships section on the left navigation menu and click Create (Figure 1.1) or click the green Create Membership button (Figure 1.2) in the upper right side of the screen (Figure 1).

Figure 1

  • In the First Name and Last Name textboxes, type the first and last name of the member for whom you are creating a record (Figure 2.1).
  • In the Email textbox, type the full email address of the member (Figure 2.2).
  • Click the Offer dropdown menu and click the offer you want to assign to the member (Figure 2.3). Need to create an offer?  Learn how
  • Click the Start date textbox to surface a calendar (Figure 2.3).  Click the day on the calendar that reflects the day and time the member should be intiated.  Click the left and right arrows next to the name of the month to scroll through the months and years.  Click the up and down arrows above and below the time to select a precise time.
  • Click the Expire date textbox to surface a calendar (Figure 2.3).  Click the day on the calendar that reflects the day and time the membership should expire.  Click the left and right arrows next to the name of the month to scroll through the months and years.  Click the up and down arrows above and below the time to select a precise time.
  • In the Membership ID textbox, type the membership ID that correlates to the membership ID in your station database (Figure 2.6).  (warning) The membership ID in MVault must match the membership ID in your station database.
  • When finished, click Create (Figure 2.7).

The status of the membership will automatically be set to "On." 

Figure 2

  • After clicking Create, additional fields appear, including:
    • Grace Period ends - an automatically generated date that extends a member’s access to MVOD content for 90 days after their expire date (Figure 3.1). Members have MVOD access but are not considered "active" during the grace period. The grace period is automatically generated in the console and API and cannot be changed.
    • Status - indicates if user account is active (Figure 3.2). Turned ON by default.
    • Provisional - indicates if user donation has made its way completely through the system or if it is still processing (Figure 3.3).
    • Activation token - an auto-generated token the customer will use when registering for PLUS (Figure 3.4). 
    • User Profile ID - an auto-generated ID that is created when the user registers with their activation token on the video portal (Figure 3.5).
    • Activation date - the date the user activates their account on the video portal (Figure 3.6).
    • Notes - a place for you to add any additional notes about the account (Figure 3.7). These notes are only visible when you are in the member's account details.
    • Created - the date the account was created in MVault (Figure 3.8).
    • Last Modified - the date the account was last modified (Figure 3.9).
    • Additional Data - a place to store additional information about a membership such as alternative email addresses (Figure 3.10). This field can only be populated via the API.
  • When finished, click Save (Figure 3.11). 

Figure 3

How to edit a single membership record within the console

  • To edit a membership, click the member's name (Figure 1.1) or the blue pencil icon (Figure 1.2).

Figure 1

  • All fields with a white textbox can be edited (Figure 2.1).
  • All fields without a textbox cannot be edited (Figure 2.2).
  • Textboxes filled with grey cannot be edited until the membership is activated (Figure 2.3).
  • When you are finished making changes, click Save (Figure 2.4).

Figure 2

CSV Import: Create, update, and delete membership records in bulk

In addition to individually managing your membership records in the console, you have the option to create, update, or delete multiple membership records using the CSV file import method. As the import is in progress, MVault validates all fields. Formatting and data errors are automatically detected and made available to the user. Learn what to do if your file fails. Ready to import? First, answer the question below.

What type of import do you want to do?

1. Standard Create/Update: Create new records, or for existing records, update all fields EXCEPT Membership ID

Sample CSV Files

Sample CSV format for standard import process. (If you want to update Membership ID, see #2 below.)

Below are the form fields you will use when importing MVault data. All fields  are not required but we recommend providing as much information as possible about your members. 

Form fields
membership_id,first_name,last_name,email,offer,start_date,expire_date,status,provisional,notes,additional_metadata
temp-id-jsmith,John,Smith,jsmith@email.com,test,2015-11-19T14:25:47Z,2015-11-19T14:25:47Z,On,false,This is an import test

 

2. Update Membership IDs: Create new records, or for existing records, update all fields INCLUDING Membership ID

Below are the form fields you will use when importing MVault data. All fields  are not required but we recommend providing as much information as possible about your members.  

Form fields
membership_id,first_name,last_name,email,offer,start_date,expire_date,status,provisional,notes,additional_metadata,updated_membership_id
temp-id-jsmith,John,Smith,jsmith@email.com,test,2015-11-19T14:25:47Z,2015-11-19T14:25:47Z,On,false,This is an import test,new-id-for-jsmith
  • Note the extra, “updated_membership_id" column at the end, as shown above.
  • The extra, “updated_membership_id" column is only necessary for import files where Membership IDs need to be updated.

  • If the updated_membership_id column is added to the CSV header, then the corresponding entry rows must also have the extra column. 

    • This means they will either need to have an extra comma and the new, updated_membership_id, or an extra comma with an empty value for updated_membership_id.  

  • To update a Membership ID, the current ID must be included in the first column (membership_id), and the new Membership ID must be included in the last column (updated_membership_id).
    • For subsequent updates to a record that has had its Membership ID updated, only the first column (membership_id) will be used going forward, and the updated_membership_id column should not be present.
    • In other words, only use the updated_membership_id column, when Membership IDs need to be updated.
  • In the example above, if this file is imported and the Membership ID “temp-id-jsmith” does not exist in the station’s MVault, this will result in the following error: "Provided “membership_id” does not exist. Update this field with a valid ID or remove “updated_membership_id” to create a new membership record.” 

3. Delete Multiple Membership Records 

 

As shown below, only the membership_id field is used (allowed) for the delete process.

 

Form fields
membership_id
temp-id-jsmith
some-id-sholmes
another-id-jwatson



Specifications & Tips

 File Specifications

File Size Restrictions

  • CSV files must be 4MB or less in size

Tips for Mac Excel Users

  • MS Excel for Mac is known to cause formatting problems with CSV files. Our recommendation, should you need to open or edit your CSV file, is to use TextEdit for Mac. This will preserve the formatting within your file.

Tips for Data Formatting

  • The header field names are case sensitive. Please make sure to use the format shown above. For example, use "membership_id", not "membership_ID".
  • Use the following format for the title of your offer: Station call letters + Passport + Offer (Example: WETA Passport Offer)
  • The offer ID is automatically generated.

     See what we mean

  • All fields must be comma separated.
  • Format the start_date and expire_date fields exactly as shown: YYYY-MM-DDTHH:MM:SSZ (example: 2014-12-06T14:20:13Z). (What's that "Z" at the end? The format you see is intentional/required and is a standard format for date/time. The “T” appears literally in the string to indicate the beginning of the time element. And the “Z” is a “UTC” designator. Learn more
  • The status field value is case sensitive, so only "On" or "Off" will be accepted. (Not "on" or "off".) 
  • The values for the remaining fields are not case sensitive – it all depends on how you want your data to appear. If you want first names and last names to be capitalized then capitalize them in your spreadsheet.
  • Data must be saved in a CSV or TXT file format.

Overwriting

  • Re-importing the same membership record will not create a duplicate – as long as the Membership ID is the same.
  • You can use the CSV import method to update your existing records – as long as the Membership ID is the same.
  • If you import an existing record where you have changed the Membership ID, this will create a new record. Membership ID is the unique identifier.

 

How to import membership data

  • Log in to the Membership Vault.
  • If you have access to manage data for more than one station, select the station for which you'd like to import membership records (Figure 1.1).
  • From the left-side navigation menu, click the downward-facing arrow to the right of Import to expand the menu options (Figure 1.2).  

  • Click Create/Update (Figure 1.3).

Figure 1

  • An import wizard is located at the top of the page (Figure 2.1).  The wizard tracks each step of the upload process. 
  • If you have uploaded records in the past, a note displaying details about the task appears (Figure 2.2).  Click the Details link for more information.
  • Before uploading your document, review document requirements or view a sample CSV file (Figure 2.3).
  • When you are ready to upload your file, click Browse (Figure 2.4). 

Valid file types:  text/plain, text/csv (extensions: txt, csv respectively).

When formatting your CSV file, please follow these guidelines:

  • Make sure the date/time stamp is formatted correctly: yyyy-mm-ddThh:mm:ssZ
  • Status value ("On" or "Off") must begin with a capital letter.

Figure 2

  • After selecting the file from your computer, it displays in the file textbox (Figure 3.1).
  • Click Upload to begin the process (Figure 3.2). 

Figure 3

  • The import process kicks off.  The wizard (Figure 4.1) and the status bar (Figure 4.2) both indicate where you are in the upload process.
  • All successfully validated records are automatically imported.

Figure 4

  • When the process is complete, the wizard displays checkmarks next to each successfully completed step (Figure 5.1).
  • The number of successfully uploaded records is displayed beneath the wizard.  If you want to view all of the successfully uploaded files, click the download icon (Figure 5.2).
  • The number of records that failed validation and were skipped are displayed (Figure 5.3).  Click the Download link or download icon to view the file containing all failed files. 
    • If you open the file and fix the errors, MVault will allow you to continue with the upload process.  Click Continue to continue the upload process (Figure 5.4).
  • To cancel the entire import process, click Cancel (Figure 5.5). 

Figure 5

If your file fails

  • If all records in your file have failed, the process stops at the Review phase  (Figure 1.1).
  • If you want to proceed with the import, click the Download link or the download icon to open the file and make corrections (Figure 1.2). After you have made corrections, upload the file again.
  • If you want to cancel the process, click Cancel (Figure 1.3). No membership records will be imported and all error details are available in the downloaded file.  (warning)You will not have access to the error details after canceling import. You must restart the entire process. 


How to view import history

  • View your entire import history by clicking History in the Import section of the left-side navigation menu.  If you do not see this option, click the arrow to the left of Memberships then the arrow to the left of Import to expand the menu.

Figure 1

  • Import History displays details on:
    • the date the upload occurred (Figure 2.1).
    • an indicator signifying whether the upload was 100% successful (Figure 2.2). 
    • the final status of the upload (Figure 2.3).
    • the number of records imported successfully and how many failed validation (Figure 2.4).
    • who performed the upload (Figure 2.5).
    • the time the upload process was executed (Figure 2.6).

Figure 2

CSV Export: How to download membership data

In addition to importing membership records, you can export membership records either by date or export your entire membership database.

View a sample export spreadsheet

Fields that can be exported

Form fields
membership_id,first_name,last_name,email,offer,start_date,expire_date,status,provisional,notes,additional_metadata,activation_date,token

Sample export data

Sample data
test_123,Ronald,McDonald,rdonald@mcds.com,offer_123,2015-02-03T14:45:20Z,2015-02-05T14:45:21Z,On,True,Exporting because we cannot leverage the MVault API,{'wishlist'=['PBS Mug']},2015-02-04T14:47:00Z,house-vase-spiral-cat

How to export membership records

  • Log in to the Membership Vault.
  • If you have access to manage data for more than one station, select the station for which you'd like to export membership records (Figure 1.1).
  • From the left-side navigation menu, click Export (Figure 1.2). If you do not see this option, click the arrow to the left of Memberships to expand the menu.

Figure 1

  • Click inside the From: textbox to bring up a calendar (Figure 2.1).
  • Click the left and right arrows next to the month and year to scroll through months and years (Figure 2.2).
  • When you reach the month you want, click the day at which you want your export results to begin (Figure 2.3).
  • You can specify the time at which you want the export results to start by clicking the up and down arrows on the hours and minutes (Figure 2.4).
  • When finished, click inside the To: textbox (Figure 2.5).

Figure 2

  • Repeat the steps above to select an end date for your membership record export.
  • When finished, click Download (Figure 3.2).

Figure 3

  • The download process kicks off (Figure 4).

Figure 4

  • The file appears (Figure 5.1) and you can open it (Figure 5.2).

Figure 5

How to export all membership records

Depending on how many members your station has, exporting all members could result in a very large file that takes a long time to download.

  • Instead of manually selecting a specific window of membership records, click the All membership records checkbox to return all membership records for your station (Figure 1).

Figure 1

  • When the checkbox is clicked, the date fields become disabled and are set to begin with your very first member and ends with the very last (Figure 2.1). To enable the date fields again, simply uncheck the box.
  • Click Download (Figure 2.2).

Figure 2

Grace period

To help provide more member retention opportunities for stations, MVault offers a 90-day grace period feature. The grace period feature extends a member’s access to MVOD content within the video portal for 90 days after the member's expire date. No changes to the station workflow is necessary in order to implement the grace period. 

Feature Highlights:

  • There is no change to the station MVault workflow. Stations will continue to set the membership Expire Date, and MVault will handle the grace period calculation.
  • The grace period is 90 days, and will apply to all membership records for all stations within MVault. 
  • The grace period is automatically calculated within MVault, based on the membership Expire Date that is set or updated by the station. 
  • A member's actual Expire Date will not be changed; the grace period will be handled separately on the back-end. 
  • For reference, the grace period end date will be presented as a read-only field within the MVault console. 
  • While a member will continue to have MVOD access for 90 days following their Expire Date, they will not be considered  “active” members during this time.
  • Within the MVault API, there will be a “grace_period” field, which represents the end date/time for the grace period. 
  • There will be an endpoint in the API to filter members in grace period, by station.  

How to delete a membership record

Membership records can be deleted in the following ways:

Keep in mind that when you are deleting any record, it cannot be recovered.  You must recreate the record from scratch.

Delete membership records from the list view

Deleting multiple membership records from the list view could be useful if you have several membership records that no longer belong in your Membership Vault database. It removes the need to click into each record and delete from there. 

  • View your list of memberships and click the trashcan icon next to the memberships you want to delete (Figure 1).

Figure 1

  • When prompted to confirm the deletion, click Yes, I'm sure (Figure 2).

Figure 2

  • A confirmation message appears in green at the top of the screen stating that the record has been deleted (Figure 3).

Figure 3

Delete a single membership record

Deleting a single membership record is useful if you want to view the details of a record before deleting it. 

  • Click into the membership record that you want to delete (Figure 1).

Figure 1

  • Review the record details and click Delete located on the lower left side of the page (Figure 2).

Figure 2

  • When prompted to confirm the deletion, click Yes, I'm sure (Figure 3).

Figure 3

  • The record is permanently removed from the MVault database (Figure 4). If you find that you have deleted the record in error and need it back, you must recreate it.

Figure 4

How to view membership history

Membership history allows you to view each action that was taken on a membership record or set of membership records. This feature is useful in providing accountability since every single action is tracked and stored. You can view the history of all records or a single record.

To view the history of a single membership record, click into the record and then click History.

 

  • From the main Memberships page, click the yellow History button located in the upper right side of the screen (Figure 1).

Figure 1

  • Click the filters located on the right side of the page to drill down and view a specific action or method (Figure 2). As you click each filter, the list of membership records in the center of the screen automatically refresh to reflect your choices.
    • Action = the action that was taken 
    • Method = how the records were originally added to the system 

Figure 2

  • Click the records per page dropdown menu to adjust the number of total record results that can display on a single page (Figure 3.1).
  • Use the search textbox to search the results (Figure 3.2). All columns can be searched.
  • Date reflects the date and time an action was taken on a record (Figure 3.3).
  • User is the person taking an action on a membership record (Figure 3.4).
  • The Membership column displays the name associated with the membership record (Figure 3.5).
  • The Membership ID is the unique identifier associated with the membership record (Figure 3.6).
  • Station reflects the station to which the membership belongs (Figure 3.7).
  • The Action column displays the type of action taken on a membership record (Figure 3.8).
  • Method displays how the membership record was entered into MVault (Figure 3.9).
  • The Details column provides more information on the action that was taken on the record (Figure 3.10).

Figure 3

This section shows you how to use the Membership Vault console to perform a variety of membership actions.