Administrator Configuration FAQs

This FAQ answers common Administrator Configuration questions for Member365 administrators. Navigation and available options can vary by permissions and configuration.

How do I create a New Administrator?

When would I use this? Use this when a staff member needs a Member365 administrator record and carefully scoped permissions.

1. Open Contacts → Create Administrator, enter the contact details, and click Save & Continue.
2. On the new contact record, open Permissions, enable Administrator, and assign only the required CRM access.
3. If portal administration or workspace access is required, review Member Portal & Workspace Access and its specific permissions. Manual workspace permissions can override automatic access.
4. Save or confirm the permission changes and verify the new administrator can access only the intended areas.

How to Create a New Administrator

How do I let committee members review and approve membership applications?

Give each reviewer administrator access with only the membership permissions required for their role. Membership application review takes place in the Member365 Administrator Dashboard, not the Member Portal.

Before you begin: The reviewer must already have a contact record. Membership Approval must also be enabled for each membership category whose applications require review. The administrator making this change must be authorized to manage administrator permissions.

1. For each relevant category, open Membership → Category Setup, select the category, open Workflow (Approval Process), enable Membership Approval, and click Save Membership.
2. Open Contacts → View Contacts and select the reviewer’s contact record.
3. Open Permissions, enable Administrator, and select only the module-level permissions needed for the reviewer’s responsibilities.
4. Click Save, then choose Give Access and Give Admin Welcome Email. If the contact already has Member Portal access, notify them separately because an additional welcome email may not be sent.
5. The reviewer signs in to the Administrator Dashboard and opens Alerts → Applications Pending Review. They can also use Reports → Memberships → Applications Pending Review.
6. Open Review for an application and select the appropriate action, such as Approve, Deny, or Request More Information. Pre-Approve and Mark as Paid are also available when appropriate.

Expected result: Authorized committee reviewers can process pending applications in the Administrator Dashboard without receiving unrelated administrator access.

Test before going live: Sign in with an approved test reviewer account and confirm that it can open the pending-application queue and only the intended modules. Adjust the module-level permissions if the access is too broad or too limited.

Add Administrator Permissions to a Contact · Manage Membership Applications · Enable Membership Approval

How do I change the sender address for automated emails?

When would I use this? Use this when automated Member365 messages need to show a different sender name or email address.

Before you begin: The default sender settings apply across system-generated emails. Member365 does not currently provide a separate sender address only for invoices and financial receipts. Changing the general system sender can also affect messages such as membership reminders and other automated notifications, so choose an address that is appropriate for replies from all affected workflows.

1. Log in to your Member365 Administrator Dashboard.
2. In the upper-right, open Configuration.
3. Under Organization Profile, select Setup.
4. Next to Default Email Addresses, open the three-dot menu and select Manage.
5. Review the available sender names and email-address fields, then enter the addresses your organization wants to use.
6. Select Save.

Expected result: Future automated messages use the saved default sender settings for the workflows controlled by those fields.

Test before going live: Send controlled test messages from the affected workflows and confirm the displayed sender and reply destination. If financial replies must go to a different team, use an internal forwarding or mailbox-routing rule because Member365 does not provide a finance-only sender setting.

View the complete step-by-step guide.

How do I add or Edit my Email Signatures?

When would I use this? Use this when you need to add or Edit my Email Signatures. For example, a system administrator may need this answer to keep staff access and organization-wide settings configured correctly.

This article will step you through the process of changing your personal email signature in Member365.

1. From your Administrator Dashboard, click your ' MY ACCOUNT ' at the top-right of the page.
2. From the resulting list, click ‘ Profile ‘
3. From the ‘My Profile’ page, click the ‘ Signature ‘ tab.
4. If you do not currently have an email signature, or would like to add another, click ‘ Add Signature’
5. If you already have a signature, and would like to edit it, navigate to the relevant signature box and edit the text within.
6. Click ' Save '.

View the complete step-by-step guide.

How do I add my Organization’s Social Media Links?

When would I use this? Use this when you need to add my Organization’s Social Media Links. For example, a system administrator may need this answer to keep staff access and organization-wide settings configured correctly.

This article will guide you through adding your organization’s social media links to your organization profile.

1. Log in to your Member365 Administrator Dashboard.
2. In the upper-right, click ‘ Configuration ‘.
3. In the section marked ‘Organization Profile’, click ‘ Setup ‘.
4. Next to ‘Social Media’, click ‘ Manage ‘.
5. You’ll find yourself on the ‘System’ tab; we’ll explain the ‘User-Managed’ tab in a later step. For now, take a look at the sites listed on this page.
6. If you’re using a social media page that does not appear on this list, click the ‘ User Managed ‘ tab, and then click ‘ Add Social Media ‘.
7. Enter the name of the social media platform in the first field, and the URL for your public hub for that platform in the second, then click ‘ Save ‘.

View the complete step-by-step guide.

How do I edit my Privacy Policy?

When would I use this? Use this when you need to edit my Privacy Policy. For example, a system administrator may need this answer to keep staff access and organization-wide settings configured correctly.

At the bottom of every Member Portal page is a link to your privacy policy. This article will guide you through editing the text and title of the window that appear to show your user the privacy policy when they click to view it.

1. Log in to your Member365 Administrator Dashboard.
2. On the top bar, click ‘ Configuration ‘.
3. In the section marked ‘ Policies ’, click ‘ Setup ‘.
4. Next to ‘ Privacy Policy ’, click ‘ Edit ‘.
5. Enter the title of the window in the first text box, and enter the terms of your privacy policy in the rich text editor and click ‘ Save ‘.

View the complete step-by-step guide.

If an option described here is unavailable in your system, contact Member365 Support.

Where should a staff administrator without a membership sign in?

When would I use this? Use this after administrator permissions have been granted and the staff member needs to access the back-office system.

Use your organization’s Member365 Administrator Dashboard/CRM URL. The administrator signs in with the email address and password already associated with their Member365 contact record; they do not need a membership to use the CRM. After sign-in, the dashboard shows only the modules allowed by their administrator permissions.

1. Confirm that the staff contact has the required administrator permissions.
2. Give the staff member your organization’s Member365 Administrator Dashboard/CRM login URL.
3. Have them sign in with the email address and password they use for their existing Member365 account.
4. If they do not know the password, select Forgot Password on the CRM login page and follow the reset instructions.
5. After sign-in, verify that the staff member can see only the intended modules.

Expected result: The staff administrator can open the CRM without a membership and sees only the areas allowed by their permissions.

Troubleshooting: If Member365 reports that the email address was not found, confirm that the staff member is using the correct organization-specific CRM URL before resetting the password.

Add Administrator Permissions to a Contact.

Troubleshoot an administrator email address that is not found during login.

Manage Member Portal access for non-members.

How do I hide an unused module from the Member Portal?

When would I use this? Use this when members should no longer see a module your organization does not use.

Before you begin: Identify the specific module and check whether it supports other active workflows.

Steps in Member365:

1. From the Administrator Dashboard open Configuration.
2. Find the module's configuration card and open its Active control.
3. Choose Disable for the module and save if prompted.
4. View the Member Portal as a test member.

Expected result: The disabled module's menu option is hidden from the member view.

Test before going live: Confirm that existing members can still reach the features you intended to keep.

What happens next? Re-enable the module if your organization later needs it.

How To Configure Your Member Portal

Why does a test welcome email show a different sender from the live welcome email?

When would I use this? Use this when checking a membership welcome email before launch and its test sender appears to be a staff administrator.

Before you begin: A test message may use the administrator account that sent it. Check the organization’s default sender separately for automated live messages.

Steps in Member365:

1. Open Configuration → Organization Profile → Setup.
2. Next to Default Email Address, open Manage and review the From address and name.
3. Save any intended changes, then open the welcome email preview and choose Send Test Email.
4. Inspect its content and links; distinguish the test’s administrator sender from the configured live sender.

Test limits: A category test message is not tied to a real contact or the normal live SendGrid workflow, so sender details and contact merge tags such as a renewal date can be blank or different. In a bilingual setup, the test may send both language versions; review both templates. For a realistic end-to-end check, use an authorized test contact and complete the normal workflow.

Expected result: The default organization sender is set for automated emails, while a welcome-email test can display the sending administrator’s address.

Test before going live: Confirm the default address and test content; use an authorized live-flow test to confirm actual delivery settings before a broad invitation.

What happens next? Correct the organization sender if needed and retest before inviting members.

Change the Sender Email Address · Test Your Welcome Emails

How do I update the organization's address on invoices and email footers?

When would I use this? Use this after your organization changes its mailing or business address and documents still show the old address.

Before you begin: Confirm the approved address and have administrator access. Organization profile details are used on invoices, tax receipts, and email campaign footers.

Steps in Member365:

1. From the Administrator Dashboard, open Configuration → Organization Profile → Setup.
2. Next to Organization Information, open the three-dot menu and choose Manage.
3. Edit the address fields and click Update organization profile.

Expected result: New documents and email campaign footers use the updated organization contact details.

Test before going live: Reopen the organization profile, preview an invoice and a test campaign footer, and confirm the address.

What happens next? Review any previously generated documents separately; a profile change does not establish that historical copies were regenerated.

Other footer tags: Organization contact email, logo, and other supported organization-profile smart tags in campaign footers also draw from Configuration → Organization Profile → Setup. Edit the profile, save, and preview a test campaign before sending. Previously sent campaigns and invoices are separate historical records.

Enter Organization Profile Information

Can I give someone administrator access to only one event?

When would I use this? Use this when an event partner needs to inspect registrations or manage event details.

Before you begin: Event administrator permissions apply to the event module across the system, not to one selected event. Review whether the person should see every event before granting access.

Steps in Member365:

1. Open Contacts → View Contacts and select the existing contact.
2. Open Permissions and enable Administrator.
3. Choose only the event-module privileges needed, such as View or Reporting, and click Save.
4. Review the access email prompt and provide login details through the approved workflow.

Expected result: The contact can perform the permitted event-module actions across all events.

Test before going live: Verify the person’s access scope with a test administrator account before granting it externally.

What happens next? Remove permissions when the event work ends; do not grant event administration if access to other events is unacceptable.

Add Administrator Permissions

How do I stop profile update notification emails to an administrator?

When would I use this? Use this when an administrator receives an email every time a member updates their profile and no longer needs those alerts.

Turn off Send Profile Verification Emails on each affected administrator’s permissions.

Steps in Member365:

1. Open the administrator’s contact record from the Administrator Dashboard.
2. Select Permissions → Administration and clear Send Profile Verification Emails.
3. Scroll to the bottom of the page and click Save; repeat for each administrator who should stop receiving the alerts.

Expected result: Those administrators stop receiving the profile update notification emails.

What happens next? If the Permissions option is missing, ask an administrator who can manage permissions to make the change.

Review changes without the email alerts: Open Reports → Membership → Profile Updates, choose a date range, and use Export to Excel. Leaving both date fields blank shows the available profile update history. Review the exported records before acting on member changes.

Configure Profile Update Notifications

Why can’t I create or edit another administrator?

Direct answer: Your account needs the Manage Administrator Permissions right to manage other administrators. Without that right, Contacts → Create Administrator, the Permissions link, or the administrator permission controls may be unavailable.

When would I use this? Use this when you need to add a staff administrator, change another administrator’s access, or remove access that is no longer required, but the necessary options are missing.

Steps in Member365:

1. Ask an administrator who already has Manage Administrator Permissions to open your contact record and select Permissions.
2. On the administrator permissions screen, enable Manage Administrator Permissions for your account.
3. Click Save, then sign in again and check Contacts for Create Administrator and View Administrators.

Expected result: Your account can create administrators and access the administrator permission controls allowed by its role.

What happens next? Grant this right only to staff responsible for controlling other administrators’ access. If no current administrator has it, contact Member365 Support.

Add Administrator Permissions · Create a New Administrator

Where do I update the organization name used in membership text?

When would I use this? Use this when an application disclaimer or organization text displays an old or shortened organization name.

Update the organization’s full name in its Organization Profile, then check the affected membership flow.

Steps in Member365:

1. From the Administrator Dashboard, open Configuration → Organization Profile → Organization Information.
2. Edit What is the full name of your organization? and save the profile.
3. Test the membership application and renewal where the outdated name appeared.

Expected result: The shared organization name displays as configured in the affected generated text.

What happens next? Review other system messages that use the organization profile after changing this value.

Why can’t an administrator impersonate a contact?

When would I use this? Use this when an administrator cannot access the Impersonate action while helping a contact.

Before you begin: A second administrator who can manage permissions must grant access. The contact being impersonated also needs Member Portal access for the action to appear.

Steps in Member365:

1. Ask an administrator with permission-management rights to open Contacts → View Contacts and select the contact record of the administrator who needs access.
2. Open Permissions → Administration and enable the permission to Impersonate, then save.
3. On the target contact’s record, confirm their Member Portal access is enabled.
4. Return to the target record and check for the Impersonate action.

Expected result: The authorized administrator can impersonate a contact who has portal access.

Test before going live: Verify the permission with an approved test contact and return to the CRM afterward.

What happens next? Grant this capability only to staff whose role requires it.

Add Administrator Permissions · Impersonate a Contact

Do I need to authenticate a new domain when changing our sending email address?

When would I use this? Use this when your organization changes the domain used to send Member365 email campaigns or automated messages.

Before you begin: Changing the address in your organization profile does not authenticate a new domain. Involve whoever manages your DNS and arrange the new domain’s authentication with Member365.

Steps in Member365:

1. Review sender addresses under Configuration → Organization Profile → Default Email Addresses.
2. Coordinate the new domain’s authentication records with Member365 Support and your DNS administrator. Use the records supplied for your domain; do not copy those from another organization.
3. Wait for confirmation that the new domain is authenticated before relying on it for a live campaign.
4. Send a test message using the updated sender and review its delivery.

Expected result: Member365 can send from the authenticated domain using the intended address.

Test before going live: Confirm the sender address and delivery of a test campaign to several inboxes.

What happens next? Update any remaining automated templates that use the old sender.

What is Domain Authentication? · Set Up Domain Authentication

Where does the organization name in a membership application activation subject come from?

When would I use this? Use this when an application activation email subject begins with an old Member Portal or organization name.

Before you begin: This setting may appear elsewhere as an organization or portal name; review those uses before changing it.

Direct answer: The prefix is taken from the name entered in Configuration → Organization Profile → Organization Information. Updating that name changes the prefix used before “Membership Application Activation.”

Steps in Member365:

1. Open Configuration → Organization Profile → Organization Information.
2. Review and correct the Member Portal name there, then save.
3. Send a controlled application test and inspect the activation subject.

Expected result: New activation messages show the updated name in their subject.

Test before going live: Check a test email and any other member-facing places where that name appears.

How do I give an existing administrator access to the LMS?

When would I use this? Use this when a staff member can sign in to the Administrator Dashboard but cannot see the Learning Management System (LMS) module.

Before you begin: You need authority to change the staff member’s administrator permissions. Grant only the access required for their role.

Steps in Member365:

1. Open the staff member’s contact record.
2. Select Permissions from the left side of the record.
3. Open the Administrator tab and scroll to LMS.
4. Enable the appropriate LMS permission and save.
5. Ask the staff member to sign in again and check that the LMS appears in their Administrator Dashboard.

Expected result: The LMS module is available to the administrator with the permission you selected.

Test before going live: Check access with that administrator’s account and review the other permissions on the record.

Which administrator permission allows staff to reset contact passwords?

When would I use this? Use this when assigning a staff member responsibility for helping contacts regain Member Portal access.

Before you begin: Password assistance is performed from the CRM. The Update permission for Contact and Record Management also permits editing other existing contact information, including email, membership details, and other CRM fields. Review that broader access before granting it.

Steps in Member365:

1. Open the staff member’s contact record and select Permissions.
2. Give the person Administrator access to the CRM and enable Contact and Record Management → Update.
3. Save the permissions and have the administrator test the established contact password assistance workflow.
4. Review the resulting access and remove permissions that are not needed.

Expected result: The administrator can update existing contact records, including the actions needed for password assistance. This permission alone does not grant creating or deleting contact records or viewing CRM reports.

What happens next? If your policy requires a password-only role with no other contact editing, review the available permission model with Support before assigning this role.

Where do I find the list of Member365 administrators?

When would I use this? Use this when you need to review which contacts currently have administrator access.

1. Sign in to the Member365 Administrator Dashboard.
2. Open Contacts → View Administrators.
3. Select an administrator to open that contact record.
4. Open Permissions to review the administrator access assigned to the contact.

Expected result: The View Administrators page shows the current administrator contacts, and each contact record shows its assigned permissions.

Troubleshooting: If View Administrators is unavailable, contact Member365 Support.

How to Remove Administrative Permissions.

Why can’t a developer open API Key Setup?

When would I use this? Use this when the RESTful API add-on is enabled for your organization but a developer or integration provider cannot see API Key Setup.

Direct answer: API setup requires both the organization-level RESTful API add-on and an active Member365 administrator account with the required access. A developer can still be unable to open the setup page when their contact has not been given administrator permissions.

Before you begin: Have an administrator who is authorized to manage other administrators complete the permission review. Grant only the access needed for the integration.

1. Confirm with Member365 Support that the RESTful API add-on is enabled for your organization.
2. Open Contacts → View Contacts and select the developer’s contact record.
3. Select Permissions, enable Administrator, and assign only the permissions required for the developer’s role. If you cannot change these permissions, ask an administrator with Manage Administrator Permissions to complete this step.
4. Save the permissions and ask the developer to sign out and sign in again.
5. Have the developer open Options → Configuration → API Key Setup.
6. If API Key Setup is still unavailable, contact Member365 Support to verify the API add-on and the administrator account’s access.

Expected result: The authorized administrator can open API Key Setup and create the API Key or OAuth Client requested for the integration.

Security: Treat API credentials like administrator passwords. Share keys and secrets only through a secure method and only with people who require them.

Setting Up the Member365 RESTful API · How to Add Administrator Permissions to a Contact

What does the Outlook integration show, and how do I get it enabled?

When would I use this? Use this when administrators want the Outlook emails they personally exchange with a contact to appear in that contact’s Communication & File Log.

Direct answer: The Outlook integration is available as an add-on. It connects each logged-in administrator’s own Microsoft Outlook account; it does not create an organization-wide mailbox history or show messages the administrator was not personally involved in. Contact Member365 Support to confirm availability and current pricing for your organization and to have the add-on enabled.

Steps in Member365:

1. After Member365 Support confirms the add-on is enabled, sign in to the Member365 Administrator Dashboard.
2. Open your own contact record and locate the Communication & File Log.
3. Select Integrate with Outlook or the red Outlook icon.
4. Sign in to Microsoft using the same email address associated with your Member365 administrator account and complete the authorization.
5. Open a contact record and review Outlook Sent and Outlook Received.

Expected result: Member365 shows Outlook messages sent or received by the connected administrator when viewing the matching contact record.

Troubleshooting: If the Outlook option is missing or authorization does not complete, contact Member365 Support to verify the add-on, your administrator account, and the Member365 site authorization.