--- title: "Memberships" canonical: "https://docs.pbs.org/space/PLUS/5505101/Memberships" format: markdown --- > Macro (toc) ## Overview This section demonstrates how to use the Membership Vault console to perform a variety of membership actions, including [creating](https://docs.pbs.org/space/PLUS/5505101/Memberships#How-to-create-a-single-membership-record-in-the-console), [merging](https://docs.pbs.org/space/PLUS/5505101/Memberships#How-to-merge-records), [editing](https://docs.pbs.org/space/PLUS/5505101/Memberships#How-to-edit-a-single-membership-record-within-the-console), [deleting](https://docs.pbs.org/space/PLUS/5505101/Memberships#How-to-delete-a-membership-record), [importing](https://docs.pbs.org/space/PLUS/5505101/Memberships#How-to-import-membership-data), and [exporting](https://docs.pbs.org/space/PLUS/5505101/Memberships#Export-membership-data) membership records. > 📝 ***Using the API? ***[Learn how to perform these actions through the API](https://docs.pbs.org/space/MV/5799969/Membership+Vault+API) ## 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 are assigned a membership status in MVault. Membership benefits can vary from station to station but all stations can use MVault to track offers. ## When a membership is considered activated Or, in other words, when can a member see Passport content?  The rules around when a membership is considered active are a little complicated but the table below helps lay it all out. The following examples assume the member has activated with their token and has a PBS account linked to the membership. > ⚠️ ***Provisional *****indicates whether a 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?** | | --- | --- | --- | | Yes | ON | Yes | | No | ON | No | | Yes | OFF | No | ## How to create a single membership record in the console The following steps illustrate how to use the MVault console to add memberships to your station portal. You can also [import memberships in bulk](https://docs.pbs.org/space/PLUS/5505101/Memberships#CSV-Import---Bulk-membership-record-actions).  - Expand the *Memberships* section on the left navigation menu and click **Create** (Figure 1.1) or click **Create Membership **located in the upper left side of the screen (Figure 1.2). Figure 1 ![create-membership1.jpg](media://ee337003-9ba5-4773-a323-9386271f7034) - 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. - If possible, confirm with the user that this is the email address they plan on using for all PBS interactions. - 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](https://docs.pbs.org/space/PLUS/5505072/Offers#How-to-create-an-offer) - 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).  :warning:*** The membership ID in MVault must match the membership ID in your station database.*** - When finished, click **Create** (Figure 2.7). Figure 2 ![create-membership2.jpg](media://0978beb3-2afd-4c2e-b2a3-2a7f3dc87a6e) ### 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, type the **phone number** that is associated with the member (Figure 3). *This is optional.* > 📝 **If the record was generated from ****[TVault](https://docs.pbs.org/space/TVA/5177349/Transaction+Vault+API)****, the phone number field is populated automatically. ** Figure 3 ![membership-contact.jpg](media://9bf6f011-e6c4-41ac-af61-2cd908cff01e) 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 1.1). - **Offer **- The specific offer the member is receiving (Figure 1.2). - **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 1.3). - **Expire date** - The date and time the membership expires and the member no longer has access to Passport (Figure 1.4). - **Grace Period Ends** - An automatically generated date that extends a member’s access to Passport content for 90 days after their expire date (Figure 1.5). 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 1.6). Turned ON by default. - **Provisional** - Indicates if user donation has made its way completely through the system or if it is still processing (Figure 1.7). > ⚠️ **The status of the membership will automatically be set to "On." ** Figure 1 ![membership-membership-information.jpg](media://89850613-a9ec-49da-84f8-1ccb7912cd10) ### 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 1.1). - **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 1.2). - **User Profile Email** - The email address with which the user activates their Passport member benefit (Figure 1.3). This field populates after the user has activated. - **Login Provider** - The method by which the user activates (PBS, Facebook, Google, etc.) (Figure 1.4). This field populates after the user has activated. - **Activation date** - The date the user activates their account on the video portal (Figure 1.5). *This date is generated after the user activates.* - This is also where you can access the link to send activation instructions to the user. Figure 1 ![membership-passport-activation.jpg](media://cfeeeecf-1bd9-40ce-974e-57b6bdf15685) ### 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 1.1). 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 1.2). 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 1.3). This field can only be populated via the API. - **Created** - The date the membership was created in MVault (Figure 1.4). - **Last Modified** - The date the membership was last modified (Figure 1.5). - When finished adding information, click **Save** (Figure 1.6). Figure 1 ![membership-additional-information.jpg](media://066e74e7-9b13-4c13-87f0-0387b47139ff) The record has saved. > ⚠️ **Records that are created in TVault display a Billing tab next to the Membership tab (Figure 1). ****[Learn more about Billing](https://docs.pbs.org/space/PD/1321369636/How+the+Billing+Cycle+Works)** Figure 1 ![membership-billing-tab.jpg](media://7bdbd8b6-ab5d-4e19-ac90-5c0e06f65714) ## How to edit a single membership record within the console - To edit a membership, click the **member's first or last name** (Figure 1.1) or the **pencil icon** (Figure 1.2). Figure 1 ![membership-edit1.jpg](media://9e741496-1158-4c53-8bbc-9154da2ddd83) All fields with a white textbox can be edited. When you are finished making changes, click **Save**. ## CSV Import - Bulk membership record actions In addition to [individually managing your membership records in the console](https://docs.pbs.org/space/PLUS/5505101/Memberships#How-to-create-a-single-membership-record-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](https://docs.pbs.org/space/PLUS/5505101/Memberships#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](https://pbs-docs.atlassian.net/wiki/download/attachments/5505101/sample-csv-standard-import.csv?version=1&modificationDate=1616166391963&cacheVersion=1&api=v2). (If you want to update Membership ID, see #2 below.) Use the form fields below 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 > ✅ ### Sample CSV Files > ✅ > ✅ [Sample CSV format for updating Membership IDs](https://pbs-docs.atlassian.net/wiki/download/attachments/5505101/sample-csv-updated-mem-id.csv?version=1&modificationDate=1616166391924&cacheVersion=1&api=v2). 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  > ✅ ### Sample CSV Files > ✅ > ✅ [Sample CSV format for delete process](https://pbs-docs.atlassian.net/wiki/download/attachments/5505101/sample-csv-delete-memberships.csv?version=1&modificationDate=1616166391885&cacheVersion=1&api=v2). 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** > ✅ > ✅ - Plain text, comma-separated value (CSV) > ✅ - See format samples provided below > ✅ - [Review CSV standard specifications](https://tools.ietf.org/html/rfc4180) > ✅ > ✅ **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. > ✅ > ✅ - 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](http://www.w3.org/TR/NOTE-datetime) > ✅ - 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](http://mvault.console.pbs.org/admin/) 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 ![membership-import1.jpg](media://340a2e66-9613-49f5-9a28-9a1e126802ff) - 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 (file extensions: txt, csv).** > ✅ ### 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 ![image](media://3f200bfb-a810-43c2-964c-904db1dbf246) - 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 ![image](media://a35e0578-a606-4c6a-9f13-411075f822a0) - 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 ![image](media://c1e57691-a11c-4cd9-ae87-ca9637967470) - 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. To view the files, click the **download icon** (Figure 5.2). - The number of records that failed validation and were skipped display (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 allows 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 ![image](media://9c9e71a2-0e74-4e9e-b39e-1b4866558ac9) ### If your file fails - If *all* records in your file have failed, the process stops at the Review phase (Figure 1.1). - 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. - 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. *** ![image](media://ae65bc38-0702-4b0b-b9d7-f2c9a53fe920) ## 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 click the arrow to the left of *Import* to expand the menu. Figure 1 ![mvault-import-history1.jpg](media://812396f5-f132-4c4e-97a3-cf0dd20471b3) - 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 ![mvault-import-history2.jpg](media://6fe1df84-cd19-4148-a148-0918d86de7e1) ## Export membership data In addition to [importing membership records](https://docs.pbs.org/space/PLUS/5505101/Memberships#How-to-import-membership-data), 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: | **Field** | **Description** | | --- | --- | | Membership ID | Unique identifier for the membership | | First Name | Member's first name | | Last Name | Member's last name | | Email | Member's email address | | Phone | Member's phone number | | Offer | Specific offer the member is receiving | | Start Date | Date and time the membership was created and the member can begin using Passport (if they have activated on their end)  | | Expire Date | Date and time the membership expires and the member no longer has access to Passport | | Status | Indicates if user account is active | | Provisional | Indicates if user donation has made its way completely through the system or if it is still processing | | User Profile ID | Auto-generated UID that is linked when the user registers with their activation token on the video portal | | Notes | 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 Metadata | 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. | | Activation Date | Date the user activates their account on the video portal. *This date is generated after the user activates.* | | MVault ID | 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. | | Create Date | Date the membership was created in MVault | | Created By | Name of the person who created the record | | Update Date | Date the membership was last modified | | Grace Period End Date | An automatically generated date that extends a member’s access to Passport content for 90 days after their expire date. 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. | | Token | Auto-generated token the customer uses when registering for Passport | ### 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 - From the left side navigation menu, click **Memberships** to expand the menu (Figure 1.1). - Click **Export** (Figure 1.2). Figure 1 ![export-membership1.jpg](media://16dec2a3-7aaf-4783-8d3f-ee94301bf49a) ### 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](https://en.wikipedia.org/wiki/Coordinated_Universal_Time)). 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). > ⚠️ **All date/time columns contained within your Export file are displayed in the UTC format only. ****[Learn more about UTC](https://en.wikipedia.org/wiki/Coordinated_Universal_Time)** Figure 1 ![export-time-zone.jpg](media://56cc0be7-e617-41d9-baa3-7a0831210317) ### Date Range > ⚠️ **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. ** 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.  Follow the steps below to export a custom file. - All is selected by default and returns all membership records in your report (Figure 1.1). Figure 1 ![export-date.jpg](media://5e319439-fb1a-4caa-a02e-9424112b8224) - 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 2.1). - Click inside the **date textbox** next to *From* 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 month and year at the top of the calendar (Figure 2.2) to bring up the year and month (Figure 2.3). - Click the** arrows** next to the year to select a **year **(Figure 2.4) and click the **month **(Figure 2.5). - Click the **day on on the calendar** (Figure 2.6). - The selected day is highlighted in blue. - Click inside the** date textbox** next to* To*, and when the calendar displays, follow the same steps. > ⚠️ **The default *****From *****date is January 1 of the current year. The default *****To***** date is today's date and cannot go beyond today's date. ** Figure 2 ![mvault-export-date.mp4](media://ef92e93e-59ad-435a-9716-0c497e4b7b4d) ### Columns The export feature exports all fields by default. Use the Column chooser feature to export only the fields you wish to see in your report. - All membership fields display (Figure 1.1). - Click the **Open Column Chooser **to select the columns you want to include in your report (Figure 1.2). Figure 1 ![column-chooser1.jpg](media://5f149385-f0f4-40b2-908f-9c06bf3d1798) - Specific checkboxes are selected by default. Click each box to select or unselect the fields you wish to include in your report (Figure 2.1). *Boxes with a checkmark denotes a field that will be included in your report. A field without a checkmark will be omitted from your report.* - When finished, click OK (Figure 2.2). ** Don’t forget to use the scrollbar to view all available fields!* Figure 2 ![column-chooser2.jpg](media://1b4a53ec-a970-4bf5-b701-3c6f0e4e2a2a) - Only the selected fields remain (Figure 3). Figure 3 ![column-chooser3.jpg](media://026a4a0f-5509-44ec-b85a-849f3016424a) ### File Format Reports are generated in a CSV (default) or XLSX format. To select your preferred format (Figure 1): - Click the **radio button next to CSV** to generate a CSV (.csv) report - Click the** radio button next to XLSX** to generate your report in XLSX (.xlsx) format
What's the difference between CSV and XLSX? CSV stands for Comma Separated Values and is the most flexible data format. Data that might normally be displayed in a table or Excel sheet is removed and re-written as plain text and can be easily processed by different applications. XLSX is the file extension for a Microsoft Excel Spreadsheet. Exporting as a XLSX creates a spreadsheet that is editable and viewable in Excel. This makes the data easy to re-group, combine, and re-format.
Figure 1 ![merge-file-format.jpg](media://4dd1be66-00fb-4b81-859a-1cdf52f6bd56) ### Download - When finished, click **Download** (Figure 1). Figure 1 ![merge-download.jpg](media://5b71f3dd-6f54-4f38-8b47-64ea36ca0933) - The results are downloaded to the file type you selected in the File Format section (Figure 2). Figure 2 ![image](media://6bbb3545-edbb-4682-a488-89509c90122a) ## Grace period To help provide more member retention opportunities for stations, MVault offers a **90-day grace period **feature. The grace period extends a member’s access to Passport content for 90 days after the membership expiration date. The grace period is part of the MVault experience and requires no additional work from stations.  **Feature Highlights** - There is no change to the station MVault workflow. Stations will continue to set the membership Expire Date while MVault handles the grace period calculation. - The grace period is 90 days and applies to all membership records in MVault. - The grace period is automatically calculated in MVault, based on the membership Expire Date that is set or updated by the station. - A member's actual Expire Date is not changed; the grace period is handled separately on the back-end. - The grace period end date displays as a read-only field in the MVault console. - A member continues to have Passport access for 90 days following their Expire Date but they are not considered  “active” members during this time. - There is a “grace_period” field in the MVault API, that reflects the grace period end date/time. - There is an [endpoint in the API](https://docs.pbs.org/space/MV/5799969/Membership+Vault+API#Membership:list_grace_period) to filter members in grace period, by station. ## How to merge records The merge feature is intended to clean up duplicate membership records and create a single membership record for a member. Two membership records can be merged at a time with one record remaining intact after the merge is complete.
Learn why you may have duplicate records There are a few reasons why duplicate membership records may exist in your station’s MVault account. The following are a few scenarios: - One family member signs up for Passport, then another person from the family renews the membership using their own name. Now there are two different names for the same membership. - A station creates a temporary member record that the user activates. However, during the reconciliation process between your CRM and MVault, your CRM might create an additional duplicate permanent record. This second record is associated with your CRM but remains inactive. Consequently, there are two records for the same member.
> Macro (excerpt) > > This section shows you how to merge membership records. > > > ℹ️ When merging records, we recommend keeping the record with the latest expiration date and the one that was last activated, unless it is a temporary activation ID. > > - From the main Memberships page, identify the records you want to merge (Figure 1). Use the Search textbox in the top right side of the screen to search by keyword. > - You can also identify duplicate records by clicking **Possible Duplicates** on the [Membership Vault Dashboard](https://docs.pbs.org/space/PLUS/5505026/Membership+Vault#Membership-Vault-Dashboard). > > Figure 1 > > ![merge-memberships1.jpg](media://b8b2cb6e-30b4-4bff-83f8-e164161b0c02) > > - Select the** two membership records **you wish to merge (Figure 2.1). To select the records, simply click on them. > - If more than two duplicate records need to be merged, merge two at a time. > - When selected, click **Merge **(Figure 2.2). > > Figure 2 > > ![merge-memberships2.jpg](media://90d9eb8b-2d20-4c84-aa70-628f7e0a87e5) > > - A screen displays all account information that matches between the two records (Figure 3.1). > - All information that does not match displays under the ***Differing Account Information*** section (Figure 3.2). Select all of the fields that you want to keep in the primary record. The fields that are not selected will be deleted and not included in the official information on record. > > Figure 3 > > ![merge-memberships3.jpg](media://be0fe067-34a6-45f1-9ff9-7ef0b8de5126) > > - When finished making your selections, click **Continue **(Figure 4). > > Figure 4 > > ![merge-memberships4.jpg](media://985cbaea-6c47-4c43-bc20-c2ccb415a7a1) > > - The merged information displays (Figure 5.1). > - To edit any of the merged information, click** Edit Above Merged Data** (Figure 5.2). [Learn more about this](https://docs.pbs.org/space/PLUS/5505101/Memberships#How-to-edit-merged-information) > - If it all looks okay, click **Merge **(Figure 5.3). > - *The Start Date defaults to the furthest in the past and the Expire date defaults to the date furthest in the future.* > > Figure 5 > > ![merge-memberships5.jpg](media://ecaa66d9-f7e5-4d4c-b0f8-31cc4988b800) > > - A Merge Account Successful notification displays, indicating the records have been merged and there is now one representative record in MVault. Click the **X** in the upper right side of the screen (Figure 6.1) or **Close **to exit the screen (Figure 6.2). > > Figure 6 > > ![merge-memberships6.jpg](media://d321e4f8-0547-4d4b-8791-ac9570aa0f67) > > The two old membership records have been replaced by the single new merged record with all of the information you just assigned to it. The old records have been deleted and cannot be recovered. ### How to edit merged information > Macro (excerpt) > > To edit the newly merged record, click **Edit Above Merged Data** (Figure 1). > > Figure 1 > > ![edit-merge-memberships1.jpg](media://a538a75f-1fcf-4581-8504-0cf70bbb8579) > > - The merged record fields display. Click each field to make edits. When finished, click **Merge **(Figure 2). > > Figure 2 > > ![edit-merge-memberships2.jpg](media://ee322ecd-1961-49ef-b467-f14bd9c89b36) ## How to delete a membership record Membership records can be deleted in the following ways: - [Delete from a list view](https://docs.pbs.org/space/PLUS/5505101/Memberships#Delete-membership-records-from-the-list-view) - [Delete from within a membership record](https://docs.pbs.org/space/PLUS/5505101/Memberships#Delete-a-single-membership-record) - [Delete through the API](https://docs.pbs.org/space/MV/5799969/Membership+Vault+API#Membership:delete) Keep in mind that when you are deleting a record, **it cannot be recovered**. You must recreate the record from scratch. ### > Macro (anchor) 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.  - From the dashboard, click each **membership **that you want to delete (Figure 1.1). Click the record again to unselect it. - To select multiple records that are in succession, click the first record then hold down your Shift key and click the last record. - When finished, click **Delete**, located in the upper right side of the page (Figure 1.2). Figure 1 ![delete-multiple-memberships-from-dashboard1.jpg](media://bdccca0e-cc56-4f2d-b3d9-7474ab81eb4e) - The memberships that you want to delete display (Figure 2.1). - Click the **checkbox **next to *By checking this box, I understand that I will not be able to reverse this action* to activate the delete button (Figure 2.2). - Click **Confirm & Delete All** (Figure 2.3). Figure 2 ![delete-multiple-memberships-from-dashboard2.jpg](media://4d64dc3c-8201-4c55-bbf6-841a832679a4) The records are removed from the list of memberships. ### > Macro (anchor) 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 the First Name, Last Name or edit icon (pencil icon in the last column) to open the **membership record** that you want to delete (Figure 1). - Clicking anywhere else on the record will not open the record, it will just select the record. Figure 1 ![delete-membership1.jpg](media://b6ab55df-3da3-4eba-890a-9755955de3bb) - Review the record details and click **Delete Membership **located on the lower left side of the page (Figure 2). Figure 2 ![delete-membership2.jpg](media://7ce135e9-b780-49a8-9fa2-33b09a68adee) - When prompted to confirm the deletion, click **Yes, I'm sure** (Figure 3). Figure 3 ![delete-membership3.jpg](media://bbd1357b-98ca-413f-831a-29119d73aee9) - A notification displays, confirming the record has been deleted (Figure 4). - The record is permanently removed from the MVault database. If you find that you have deleted the record in error and need it back, you must [recreate it](https://docs.pbs.org/space/PLUS/5505101/Memberships#How-to-create-a-single-membership-record-in-the-console). Figure 4 ![delete-membership4.jpg](media://6296270b-5c5f-40c3-96a1-5ed009b42a94) ## 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 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 ![memberships-history1.jpg](media://6644fbbb-618c-4055-9be4-b7332788a2ca) - 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 on the record - Method = how the records were originally added to the system Figure 2 ![memberships-history2.jpg](media://91891e08-c5a3-46ba-b323-47471110fd51) - 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). - Type search criteria in 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 use the console to reset a member's membership record. Use this feature if a user needs to associate their Passport membership with a different email address but cannot access the old email account. When contacting the person about their Passport reset, feel free use the following text in your email:
Click here to view text to copy and paste into your email > Thank you for contacting PBS! I have some information about your PBS Passport benefit below. > > Each Passport benefit can only be linked to one login account (email address) at one time. Since you have a new email address you’d like to use, I’ve reset your benefit, and you’re only a few minutes away from using your new email for Passport. > > First, visit the [Passport activation page](https://www.pbs.org/passport/). > > You’ll see a field asking for an **Activation Code. **Enter your four-word activation code for Passport. > > Once you enter your code, click **Continue.** > > Next, **Sign In** with a PBS, Facebook, Google, or Apple ID account at that page, or click **Create an Account** if you do not have one of those accounts with your new email address. After you complete your activation, this is the account you will use from now on to sign in for Passport access on any device that is compatible with the PBS site or apps. > > After signing in with an account, you’ll be prompted to accept the terms and agreement for using Passport. Once you accept, you are returned to the [PBS.org](http://pbs.org/) website where you can begin watching Passport videos. You should see the blue Passport compass rose icon by your profile at the top of the site indicating your Passport benefit is active. > > View detailed instructions and helpful image examples at the [How to Watch Passport Videos Online](https://help.pbs.org/support/solutions/articles/12000054967-how-to-watch-passport-videos-online) page. > > If you ever have any questions or encounter issues while using your Passport benefit, [visit our help site to learn more.](https://help.pbs.org/support/home) > > Thank you for supporting your local PBS station!
If the user ***can ***access their old email account, they should use the [Passport Transfer tool](https://www.pbs.org/passport/transfer/) to transfer their Passport account on their own. To use the Passport Reset 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.
See where these fields are located in the member record ![image](media://995e1cf5-e383-4e47-8538-2de445905bdb)
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 ![passport-reset1.jpg](media://2e1ebe17-8e33-4a7e-9dd3-eb461ddb26b9) - When the confirmation page displays, click** Yes, I'm sure** (Figure 2). Figure 2 ![passport-reset2.jpg](media://95e68b57-caa8-4553-9473-8831fb4ab3ce) - The modified fields from above are reset. Now you can [resend an activation email](https://docs.pbs.org/space/PLUS/5505101/Memberships#How-to-send-an-activation-email). Figure 3 ![passport-reset3.jpg](media://cabcae13-a8d9-4263-8d43-1e43150dd537) ## 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). > ⚠️ **If there is no associated email address in the member record, you cannot send an activation link.** Figure 1 ![send-activation-email1.jpg](media://b52b7770-6799-4833-b10f-2b040bf47542) - When the Send Activation Email screen displays, click **Yes, I'm sure** (Figure 2). Figure 2 ![send-activation-email2.jpg](media://6b771edd-7b38-480a-bb1c-f0c1d0a9fba0) - The member receives an email from your station and can activate their account by clicking the** link provided** (Figure 3). Figure 3 ![send-activation-email3.jpg](media://d963a0e3-0c13-4a9d-a15d-aa18d42303b7) - The member is directed to the activation screen where they can sign in (Figure 4). Figure 4 ![send-activation-email4.jpg](media://9b6db71e-0689-4b34-b04a-ab6c0210f1c9)