Kavi Help CenterKavi® Members Help
| Appendix B. Members Data | ||
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Part X. Appendixes | 
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Table of Contents
Kavi Members tracks information about companies (businesses, schools, organizations, associations, groups, etc.) and users (individual people). Kavi Members can be expanded to track and manage any information your organization needs for a company or a person. When you are starting out with a new organization, Kavi Members provides you with a full set of predefined data fields for companies, persons, addresses and membership. Below you will find a list of these fields, including notes about which are required, descriptions of how they are used and any default values.
Data is added to Kavi Members in the Admin Tools area or using the Upload Data tool. Special notes about preparing fields in the person.csv and company.csv files for use with the Upload Data tool are included.
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Company data can be reviewed using the Manage a Company page. Company information can be downloaded using the Company Data Report.
Table B.1. Company Data Fields
User data can be reviewed using the Manage a User page. User information can be downloaded using the User Data Report. Certain columns included in this table are specific to the Upload Data tool, as noted. Address fields are described in the following Address table.
Table B.2. User Data Fields
|
Field [database_column] |
Required | Notes |
|---|---|---|
|
Upload Action [upload_action] |
Yes |
This column isn't present in regular person data files, but appears in downloaded CSV templates and data files prepared for use with the Upload Data tool. Upload Note:This field indicates the type of upload action to be performed on a record when processed by this tool: 'add', 'edit', 'delete', 'none'. Upload action values must be all lowercase. |
| [item_key] | Yes |
A unique identifier automatically assigned by Kavi Members to each person's record in the database. This allows different persons with the same name to be identified as unique individuals in the database. Every database record in Kavi Members has an item key. Upload Note:The person.csv template that is used to add users omits this column. If adding users through any other file, leave this field blank. To edit users through the Upload Data tool, a person's record must have a valid, Kavi Members-generated key in the item_key field. |
|
Status [status] |
Yes |
Available options are 'active' and 'inactive'. Upload Note:Defaults to 'active' if not specified when adding users. |
|
Last Modified [last_modified] |
Yes |
The last date and time a company's information was changed. All database records in Kavi Members have a last modified date. Upload Note:This field does not appear in the person.csv file because it cannot be modified using the Upload Data tool. Kavi Members will automatically assign a last modified date on all records modified through the Upload Data tool. |
|
Salutation [salutation] |
No | Available options are 'Mr.', 'Mrs.', 'Ms.', 'Dr.' |
|
Title [title] |
No | User's title. If Kavi Groups is installed, this title will be visible on group rosters. |
|
First Name [first_name] |
Yes | User's first name. |
|
Middle Name [middle_name] |
No | User's middle name or initial. |
|
Last Name [last_name] |
Yes | User's last name (family name). |
|
Primary Email [primary_email] |
Configurable | The email address used to send the user a password link and other important information. This field must either be blank or unique for each user. |
|
Secondary Email [secondary_email] |
No |
An alternate email address for this user. If Kavi Groups is installed, this address will be allowed to send email to any groups to which this user belongs. Kavi Members must be configured to track secondary email for this field to be available. Upload Note:This column will only appear in the person.csv template if Kavi Members is configured to track it. |
|
Home Phone [home_phone] |
No | Contact number, must be at least 10 characters long and may only contain these characters: x)(0-9-+. Kavi Members must be configured to track home phone for this field to be available. |
|
Work Phone [work_phone] |
Configurable | Contact number, must be at least 10 characters long and may only contain these characters: x)(0-9-+. |
|
Cell Phone [cell_phone] |
No | Contact number, must be at least 10 characters long and may only contain these characters: x)(0-9-+. |
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FAX [fax_phone] |
No | Contact number, must be at least 10 characters long and may only contain these characters: x)(0-9-+. |
|
Privacy Option [display_publicly] |
Yes |
Available options are 'Yes, share information' (1) or 'No, do NOT share information' (0). Upload Note:Defaults to '1' if not specified when adding users. |
|
Receive Members Email [receive_email] |
Yes |
Available options are 'Yes, subscribe to the members email list and send general announcements' (1) or 'No, do NOT send general members email' (0). Upload Note:Defaults to '1' if not specified when adding users. |
| [signup_date] | Yes |
The date the user was first added to the database, this field is used to record the history of the user with the organization. The date format is YYYY-MM-DD, as in 2002-05-28. Upload Note:You can set this field to a specific date using the upload or leave it blank to have this value set automatically. |
| [deactivation_date] | No |
The date and time at which a company's membership account was deactivated, resulting in a status of inactive. Upload Note:This field cannot be modified using the Upload Data tool. |
|
Purpose [purpose] |
No |
The user's purpose. Depending on web site configuration, this can be 'Member', 'Nonmember', 'Staff or Administration' or 'Company Representative'. Upload Note:If not specified in the data file, this value will be set based on the purpose of the company with which the user is associated. If the company's purpose is 'Member' or 'Nonmember', the user's purpose will be set to 'Company Representative'. If the company's purpose is 'Company for Individuals' the user's purpose will be set to 'Member'. If the company's purpose is 'Staff or Administration' the user's purpose will be set to 'Staff or Administration'. If the company's purpose is 'Staff or Administration' the user's purpose will be set to 'Staff or Administration'. |
|
Company Name [company_name] |
Yes |
Company that employs this user or company group with which this individual is associated. Upload Note:A company with this exact name must already exist in the Kavi Members database before a user can be successfully added. |
|
Username [username] |
Yes |
Usernames are used in conjunction with passwords to give users access to protected areas of the web site. Usernames must be at least 6 characters long and cannot contain these characters: : #, @, ?, |, /. Upload Note:When uploading new users to add, this column must either be omitted from the upload file or unique for each user. If no username is provided, Kavi Members will generate unique usernames for each user based on the primary email (if available) or a combination of the user's first and last name. If a duplicate username is generated, Kavi Members will add a number to the end of the username so it becomes unique. |
|
Password [password] |
Yes |
Passwords along with usernames are used to give the user access to protected areas of the web site. Passwords must be at least 6 characters long and cannot contain these characters: #, @, ?, |, /. Upload Note:When using the Upload Data tool to add new users, this column will not appear in the person.csv template. Kavi Members will automatically generate and assign a new password for each user consisting of a random string of numbers and mixed-case letters. |
|
User Types [member_types] |
No |
User types and their associated roles govern user access and administrative rights to the protected areas of a site and group members by type according to the organization's membership rules. Upload Note:This field will be set to the configured default value if this column is removed from the person.csv template when uploading new users. If you do not want default user types assigned to new users, include the member_types column and leave the fields blank. |
|
Company Administration and Contact Types [company_contact_types] |
Yes |
Company administration and contact types are used to classify a user's relationship to their company and to designate specific people as responsible for maintaining information about the company. Upload Note:This field will be set to the configured default value if it is not specified when uploading new users. If you want to use nondefault values when populating the database, you must add these types through the Manage Company Administration and Contact Types tool before attempting to upload. |
|
Image or Logo [image] |
No |
An image or logo in JPEG, PNG, or GIF format, no more than 20k in size and no larger than 200 x 200 pixels. Images can be displayed in rosters and directories. Kavi Members must be configured to collect user images for this field to be available. Upload Note:This field cannot be modified using the Upload Data tool. |
Addresses can optionally be collected for users and companies. Addresses can be downloaded using the Company Addresses or User Addresses reports.
Upload Note:
Address information is uploaded in the same row as the rest of a user or companies information.
Table B.3. Address Data Fields
|
Field [database_column] |
Required | Notes |
|---|---|---|
|
Street [street] |
No | This field may have two lines containing the street address and apartment number. Kavi Members must be configured to collect addresses for this field to be available. |
|
City [city] |
No | Kavi Members must be configured to collect addresses for this field to be available. |
|
State or Province [state_province] |
No | Kavi Members must be configured to collect addresses for this field to be available. |
|
Postal Code [postal_code] |
No | Kavi Members must be configured to collect addresses for this field to be available. |
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Country [country] |
No | Kavi Members must be configured to collect addresses for this field to be available. |
Company members and individual members may hold many memberships throughout their association with the organization. This membership information is stored in a separate table. Membership data for a specific member can be reviewed using the Manage a User and Manage a Company pages for that member. Membership information can be downloaded using the Individual Membership Report and Company Membership Report.
For the most part, membership information is set automatically. The information about whether a field is required has been left out of this table, as the automation of the membership process takes care of setting required fields at the appropriate point in a membership's life cycle.
Upload Note:
Membership information is uploaded in the same row as the rest of a user or companies information. The upload tool can only be used to add new memberships, and only works with a very limited set of membership information. For more details about uploading memberships, see the Upload Data page help.
Table B.4. Membership Data Fields
|
Field [database_column] |
Notes | |
|---|---|---|
|
Member's Name [member_name] |
This is the individual member's last and first name (e.g., Smith, Bob) or the company member's name. | |
|
Membership Type [membership_type_name] |
The type of membership or membership level, e.g., Board or Adopter. | |
|
Membership State [state] |
The membership state shows where the membership is in its life cycle from new to archived. For more details about membership states, see the Membership Workflow and States help. | |
|
Start Date [start_date] |
The date on which the membership becomes current. | |
|
End Date [end_date] |
The date on which the membership ends (i.e., expires). | |
|
Amount [amount_billed] |
The price of the membership. | |
|
Bill State [bill_state] |
Indicates the payment status of the bill issued for this membership, e.g., paid, refunded, etc. | |
|
Bill ID [bill_id] |
This is a human-readable identifier created automatically when a new bill is generated. The bill ID is useful when searching Kavi Billing for specific membership bills. | |
|
Renewal Intention [renewal_info] |
Set by administrators when editing the membership, the renewal intention is one intending to renew, not intending to renew, or renewed. Automated email notifications can be configured to only go to members whose renewal intention is not set. | |
|
Renewed With [renewed_with] |
If this membership was renewed, this will be the new membership types that was selected during the renewal process. | |
| [renewed_on] | The date on which this membership was renewed. This date shows when the renewal process for this membership was begun, not the date on which the new membership went current. | |
|
Comment [comment] |
Used in conjunction with the renewal intention, the comment is entered by administrators and expands on where the member is in the renewal process. | |
| [creation_date] | The date the membership was first added to the database. | |
|
Last Modified [last_modified] |
The last date and time this membership's information was changed. All database records in Kavi Members have a last modified date. | |
|
[moderation_queue_date] |
Yes | The last date and time a company's information was changed. All database records in Kavi Members have a last modified date. |
| [moderated_date] | The date on which this membership was approved. | |
| [activation_date] | The date on which the membership went current. | |
|
Archived Date [archived_date] |
Yes | The last date and time a company's information was changed. All database records in Kavi Members have a last modified date. |
|
Source [source] |
New or Renewal, the source field shows whether this membership belongs to a first-time member or | |
| [person_key or company_key] | The individual or company member's item key from the user or company database. If you are trying to merge membership data with user or company contact information, sorting by this key will help you match up memberships with their member's contact information. | |
| [pending_person_key or pending_company_key] | Before a first-time member has a current membership, they are stored in a database of pending members. This is the unique item key for the user or company's contact information in the pending database. |
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| Appendix A. Configuring Kavi Members for the First Time |  |
Appendix C. How Default Email Templates Are Used |