MMS is an amazingly powerful and easy-to-use program designed to let you manage your organization your way. Scroll this page for a virtual tour to see what MMS can do for you easily and inexpensively.
MMS Main Window — The buttons across the top represent the most important features of MMS. You can manage as many different (and independent organizations) as you need, opening and closing them without shutting down MMS. In this window the small Example Organization is open. The third button from the left lets you back up your organization at any time. You can never back up too often! The group of three faces button lets you set up events and record attendance at those events. The Check Book button lets you enter all financial transactions for money received for dues, payments and/or contributions. To schedule member appointments click the clock button. To send member e-mails click the Computer button. To send personalized letters without using your word processor click the Envelope button. To print labels of any style for any group of members click the Label button. Use existing reports or design your own and print them by clicking the Printer button. If you like, choose a different background that soothes your eye: use your own graphic, or select a color theme or MMS wallpaper.
MMS Member List — Whether you have 100 or 100,000 names in your database you can find the members you are looking for easily and quickly. Select the sequence you wish to view the list by clicking the appropriate tab (Name, Company, Category, Alternate ID, Followup Date or Member number) and start typing. You will go directly to the desired record. Looking for something specific? Simply enter the information to seek in the Query Data Base field and click Start Query. All records containing the query data will be listed. From this window you can Insert a new member, Change or Delete an existing member. You can Clone the highlighted member to set up another record without doing repeat typing. Default values are automatically assigned to new members. Using Default values is useful if most new members live in the same city or zip code for example. Below the list of names you can view the member’s address or phone number as you scroll through the list. By clicking the Summary button a screen with the highlighted member’s recorded information will be shown. By clicking the Change button the member’s Name and Address window will be shown. This window is described in the next section.
Name and Address Window — The tabs across the top of the window organize this member’s information.Tabs for Address, Appointments, Attendance, Billings, Contributions, Dates, Dues, Family, Other information and Profiles store the respective information. Tabs containing data are a different color and have their titles underlined. Tabs that do not pertain to your organization can be hidden to simplify the display. There are buttons to send an e-mail, write a personalized letter or print a label/envelope for the displayed member.
Member Profile Tab — Member Profiles are one of the most useful features of MMS. They describe an unlimited number of attributes, or Profiles, for each member. The list on the right is the master Profile list. On this list you can define an unlimited number of Profiles to fit your organization’s needs thereby giving you unlimited customer defined fields. The list on the left shows the Profiles selected for this member from the master list. To assign a Profile to a member simply “drag” a name from the right-hand list and “drop” it onto the assigned list on the left (or click the Select button). You can even define groups of Profiles to assign multiple Profiles at one time. Profiles are important because you can use them, along with dozens of other attributes (name, dates, zipcode …) to select members for reports, labels, letters and e-mails.
Member Date Tab — Like the member Profile tab the member Date tab displays two lists. On the right is the master Date list where you can define an unlimited number of Dates. Membership Date, Birthday and Anniversary are special dates which are handled differently in reports, by the way. On the left are the Dates you have selected for this member from the master list. To assign a Date to a member simply “drag” a name from the right-hand list and “drop” it on the assigned list on the left (or click the Select button). A pop-up calendar will appear for you to insert the appropriate date. Dates are important because you can use them, along with many other attributes, to select members for reports, labels, letters and e-mails. Note that there is a different section where you can track appointments, phone calls, meetings and such.
Member Contribution Tab — Displays a member’s donation history at a glance. MMS allows you to define as many funds or campaigns as you wish. Each member can pledge lump sums or scheduled amounts to any fund. On this window the giving history and pledges are displayed for all funds or selected funds for any time period. The last and largest gifts are also shown. Of course you can print contribution statements and reports for any member or group of members. Deductible and total contributions are shown on members’ statements. You can automatically charge member Credit Cards for pledges as they come due. If your organization does not accept contributions this window can be hidden.
Member Billing Tab — For dues, tuition or other payments which are not contributions. Displays a member’s accounts receivable balance and payment history at a glance. With MMS you can define as many dues categories as you need to automatically bill members annually, quarterly, monthly or any other interval. Accounts receivable balances may be aged if that is important to your organization. Attractive statements can be printed with or without a return stub. You can adjust the statement format to fit a return address window envelope. Customized messages can also be included on all statements. You can automatically charge member balances to their Credit Card. If your organization does not bill its members this window can be hidden.
Reports — Reports are possibly the most important feature of your data base. MMS has an amazing array of reports you can use. There are many “canned” reports that are instantly available to you. In addition you can customize and save unlimited report formats. Most reports are selected from the list of reports shown here. Select the desired report from the list and click the Print button. You will be shown a window which will let you choose the options such as the number of copies or the selection of which members will be chosen for the report. It’s as easy as that!
Report Generator — No system designer or programmer can anticipate all reports that you will need. And even if they could the list would be so long that you would have trouble picking the proper one for the moment. That’s why MMS makes it easy for you to set up forms that are just what you need. You can literally design a new report in seconds. The information you want in the report is selected from a drop-down list on the left-hand column. You have approximately 60 items to choose from on the list. When you select the desired Content entry the suggested Column Heading and Width will be entered automatically for you. You can change these to to suit your needs by typing new information over the suggested entries. If you wish to total the column simply check the Total box. If you want to print the report in Landscape format check that box. To further customize your report click the Font button to change the font name, style, size or color. Additional color highlighting can be done by clicking the Print Colors tab. You can make the reports as beautiful (or ugly) as you wish. When you save the new format the new report becomes part of the list of reports until you remove it from the list. Once the report content (layout) has been determined you will need to select the subset of members (or all members) to be included in the report. Member Selection is described in the next section.
Member Selection — Once you determine what information will be included on your report you will need to define which members will be shown. You can design as many Selection Criteria as you need. Once designed they are saved for use by any report, e-mail, letter or label. There are approximately fifty selection elements you can select from a drop-list. You can combine them with each other in any way you need. Notice on the window there is a conversational interpretation of what you have designed at the bottom. The entire process of designing a new report and the matching selection criteria will often take less time than you needed to read about it here. Remember though that there are many predefined reports for the most common reporting needs.
Event Attendance — You can create an unlimited number of Events and record attendance for each event. The picture at left shows the Attendance recording window for an Annual Meeting. The list at the top shows all members and the list below shows the members selected for this event. You record or change a member’s status for that meeting by “dragging” from the top list and “dropping” onto the lower list or by selecting the name on the top list and clicking the Select button. If you have a magnetic stripe or barcoded card and a card reader you can swipe the card and instantly record the member’s attendance on this window. Attendance reports can be printed for all or selected events.