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.

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 button (Figure 1.2) in the upper right side of the screen.

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). This email address will be directly associated with all interactions the member has with Passport. 
• 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 2.4).  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 2.5).  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).   The membership ID in MVault must match the membership ID in your station database.
• When finished, click Create (Figure 2.7).

Figure 2

Contact Information

After clicking Create, the membership page is organized into separate sections. The Contact Information section holds all of the member's contact information. In the Phone textbox, you have the option to type a phone number that is associated with the member (Figure 3). If the record was generated from TVault, this field will be automatically populated. 

Figure 3

All of the information that is associated with the membership record is included in the Membership Information section.

Membership Information

• Membership ID - The unique identifier for the membership (Figure 4.1).
• Offer - The specific offer the member is receiving (Figure 4.2).
• Start date - The date and time the membership was created and the member can begin using Passport (if they have activated on their end) (Figure 4.3).
• Expire date - The date and time the membership expires and the member no longer has access to Passport (Figure 4.4).
• Grace Period Ends - An automatically generated date that extends a member’s access to Passport content for 90 days after their expire date (Figure 4.5). Members have Passport 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 4.6). Turned ON by default.
• Provisional - Indicates if user donation has made its way completely through the system or if it is still processing (Figure 4.7).

Figure 4

Passport Activation Details

The Passport Activation Details section displays all information that is directly related to the member's Passport activation. These fields automatically update when an action has been made by the member from their device.

• Activation token - An auto-generated token the customer will use when registering for Passport (Figure 5.1). 
• User Profile ID - The auto-generated UID that is linked when the user registers with their activation token on the video portal. The field populates after the user has activated (Figure 5.2).
• User Profile Email - The email address with which the user activates their Passport member benefit (Figure 5.3). This field populates after the user has activated.
• Login Provider - The method by which the user activates (PBS, Facebook, Google, etc.) (Figure 5.4). This field populates after the user has activated.
• Activation date - The date the user activates their account on the video portal (Figure 5.5). This date is generated after the user activates.

Figure 5

Additional Information

The Additional Information section provides the MVault ID associated with the member's record, as well as fields to add additional information about the membership. A record of the membership's creation and last modification dates are also included. 

• MVault ID - An auto-generated unique identifier for all MVault memberships (Figure 6.1). This ID is also stored with transaction and subscription data in TVault and can be used to cross reference data between MVault and TVault for those members who have made transactions that went through TVault. This ID is particularly useful in a case where you need to change a member's temporary membership ID. You no longer need to use an activation token and membership ID, you can simply use the MVault ID to update the membership ID. This field is read-only and cannot be modified.
• Notes - A space to add any additional notes about the account (Figure 6.2). These notes are only visible when you are in the member's account details.
• Additional Data - A place to store additional information about a membership, such as alternative email addresses (Figure 6.3). This field can only be populated via the API.
• Created - The date the membership was created in MVault (Figure 6.4).
• Last Modified - The date the membership was last modified (Figure 6.5).
• When finished adding information, click Save (Figure 6.6). 

Figure 6

The record has saved.

Figure 7

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. When you are finished making changes, click Save.

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

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. 

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.  

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.

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

Specifications & Tips

How to import membership data

• Log in to 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). 

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.  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

Export membership data

In addition to importing membership records, you can export membership records either by date or export your entire membership database. Export records to a CSV or XLSX format. 

Fields that can be exported

The following fields can be included in your report:

Sample export 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

• From the left side navigation menu in the MVault console, click Memberships to expand the menu (Figure 1.1).
• Click Export (Figure 1.2).

Figure 1

Time Zone

The Time Zone filter is applied to the beginning and end of the day, based on either your local time or Universal time (UTC). The beginning of the day is 12:00am and the end of the day is 11:59pm. For example, if you choose UTC, the export will include data from 12:00 am UTC to 11:59 pm UTC.

• Click the radio button next to local time zone (this label changes according to each user's IP address) to export the membership records that are aligned with your local time zone (Figure 1.1). 
• Click the radio button next to UTC to export records using UTC time. UTC is a universal time that is calculated based upon your local time (Figure 1.2).

Figure 1

Date Range

All membership records are returned by default. To customize the set of records being returned, click the radio button next to Custom. The From field begins at 12:00 am of the selected day and the To field ends at 11:59pm of the selected day. 

For example, choose a date range of January 1, 2022 – January 31, 2022 to include data from 12:00am on January 1, 2022, through 1:59pm on January 31, 2022. This standard applies to local time and UTC. 

• Click the radio button next to All to include all membership records in your report (Figure 1.1). 
• Click the radio button next to Custom to display a calendar from which you can select the date range that you want to include in your report (Figure 1.2). 
• Click inside the date textbox next to From (Figure 1.3), and when the calendar displays, select a date in one of the following ways:
  • Manually type the date in the textbox (MM-DD-YYYY)
  • Click the arrow next to the month to advance by month then click the day on on the calendar.
  • The selected day is highlighted in blue.  
• Click inside the date textbox next to To, and when the calendar displays, select a date in one of the following ways:
  • Manually type the date in the textbox (MM-DD-YYYY) (Figure 1.4). 
  • Click the arrow next to the month to advance by month (Figure 1.5) then click the day on on the calendar (Figure 1.6).
    
    • The selected day is highlighted in blue. 

Figure 1

Columns

The export feature exports all fields by default. Use the Custom feature to export only the fields you wish to see in your report.

• Click the radio button next to All to display all fields you want to export in your report (Figure 1.1).
• Click the radio button next to Custom to select the columns you want to include in your report (Figure 1.2). You must select at least one checkbox.
  • All checkboxes are selected by default. Click each box to unselect the fields you wish to omit from your report.
  • Boxes with a checkmark denotes a field that will be included in your report (Figure 1.3).
  • A field without a checkmark will be omitted from your report (Figure 1.4).

Figure 1

File Format

Reports are generated in a CSV (default) or XLSX format. To select your preferred format:

• Click the radio button next to CSV to generate a CSV (.csv) report or the radio button next to XLSX to generate your report in XLSX (.xlsx) format (Figure 1).

Figure 1

Download

• When finished, click Download (Figure 1).

Figure 1

• The results are downloaded to the file type you selected in the File Format section (Figure 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:

• Delete from a list view
• Delete from within a membership record
• Delete through the API

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.

• 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

Passport Reset

MVault offers a way to reset a member's membership record right from the console. To use this feature, a membership record must meet three criteria:

• The member record must be active
• The member record must have an associated PBS account
• The member account cannot exceed the grace period

 If any of the above is not true, this feature will be unavailable and the Passport Reset button will not display in the console.

When the Passport Reset button is activated, the following fields are modified:

• User Profile ID
• User Profile Email
• Login Provider
• Activation Date
• Last Modified

All other fields are unchanged.

How to reset a membership

• At the bottom of a membership record, click the orange Passport Reset button (Figure 1).

Figure 1

• When the confirmation page displays, click Yes, I'm sure (Figure 2).

Figure 2

• The modified fields from above are reset. Now you can resend an activation email.

Figure 3

How to send an activation email

• After resetting the membership, to the right of the Activation Date field, click Resend activation instructions to the above Email (Figure 1.1) to send an activation email to the member using the address in the record's Email field (Figure 1.2). 

Figure 1

• When the Send Activation Email screen displays, click Yes, I'm sure (Figure 2).

Figure 2

• The member receives an email from your station and can activate their account by clicking the link provided (Figure 3).

Figure 3

• The member is directed to the activation screen where they can sign in (Figure 4).

Figure 4