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eWinery Member Record

Overview of the member record and step-by-step instructions on how to add, edit, and delete a member in eWinery. This guide includes detailed explanations of member tabs, address book, and wallet.

The Member Record

The Members section of the admin panel allows you to access your customer database. The Members module is where you will manage and maintain your members, define member types, and use the Member Maintenance Tool to identify and merged together duplicate records.

BEST PRACTICE TIP: The term "Member" in eWinery is the general term for a customer. Members can be customers who have made a purchase, joined a club, signed up for the mailing list, etc. What kind of member a customer might be is defined by their Member Type.

Member records in eWinery hold all of the information you have collected about a given customer. Information in each record is organized into tabs for ease of use.

New member records can be added to your customer database manually (see 'Adding a New Member') or as a function of storing other data such as order records, wine club signups, tour reservations or newsletter subscriptions. Once a member has been added to the database any additional information gathered during the course of your relationship with that customer will compile under that single customer record.

eWinery always searches for potential existing member records by billing email address.



Access the Members interface by just clicking the main Members icon on the Admin Panel.


NOTE: A member is a general term for anyone who is entered in your database. For importing members, please visit eWinery Import Members page.

Add a New Member

VIDEO: Add Member

Primary Billing Address | Enter all relevant fields - Name - Address - Phone - Email (the email listed here is the unique identifier for thie customer and must be unique.)

  1. Click the Members icon on the Admin Panel.
  2. On the left pane of the Members page, click Add a Member. This will open the "Add Member" window.


  3. Once the Add Member screen is open you will have several open fields to fill in. These fields will act as the foundation for the General Tab of the Member Record.

  4. When you have added the general information for your new member, click SAVE.
  5. The information you just entered will appear on the General tab. Use the buttons below to learn more about the other portions of the Member Record.

  6. The information you just entered will appear on the General tab. Use the buttons below to learn more about the other tabs in the Member Record.


General Tab

By default this is the first page shown when opening a member?s information from the Members section. This tab displays all of the general information about the member including;

  • Username and Password
  • Billing Information
  • Address Book entries.
These sections are summarized below. If you make any changes, click SAVE.



Member Summary and Username/Password
These sections summarize your relationship with the customer and the customers access to their account information online.

Member Summary This section represents a snapshot of your relationship with this customer. You can see when they added as a member, their club membership status and a brief purchase history.

  • Usernames/Passwords

    If you wish the new member to be able to log on to your system to edit their own information, assign a Username and Password. If the customer is signing up online, they are forced to create a username and password. This allows club members to update their profile information online.

  • Member Source

    This is a Free Form text field that you can use to track some piece of information about your members. Commonly this is used to track the method by which they became a part of your database (i.e. Attended a particular event or referred by a friend). You can then run reports based on the source code field when using our reporting feature


Primary Billing Information

Primary Billing information for a customer should batch the address information associated to their credit card. The most important field here is Email. The billing email is the unique identifier of this customer record and is required.

Birth dates listed here will always be defaulted to 1/1/1920.

Address Book Entry

The Address Book will hold all additional address information outside of the Primary Billing Information that needs to be stored in the member record. Most commonly this will be the Primary Shipping Address but it can also include any other addresses that the customer uses or would like to use in the future.

Adding Addresses to the Address Book 1) Click "Add Address" in the bottom of the section. 2) Note if the address is primary or not and give the address an "Address Name" 3) Click SAVE. Learn more about the Address Book .

  • Primary Billing and Shipping

    The designation of "Primary" denotes the address as a default for all orders.

  • SMS Text Shipping Notifications (optional)

    The option to add a mobile phone number for shipping notifications to be sent via text message.
    Requires NXT WINE integration


Create Order Button

Create an order from the General tab by clicking the "Create Order" button in the top right hand side of the screen. This will open the eWinery OMS and populate the members information into the billing and shipping areas of the order.


Learn more about creating an order (OMS)



Create Email

Send and email to this member from your eWinery Admin Panel by clicking the "Create Email" button.

  • Use the "Email To Member" pop up to create your email. The top section of this tool is used to set the particulars of the email;
    • Subject
    • Send To
    • CC and/or BCC
    • Send From
    In the second half of this tool you will build your email. Use the WYSIWYG Editing Toolbar to style your email that way you want. You may standardize these email by creating an email template. Build your template by clicking "Customize Template" in the bottom portion of this screen. The tool provided here will allow you to set a header and footer template for all Customer emails.

    Learn more about Editing Toolbar in eWinery.


Credit Card Tab

Click the member's Credit Card tab to edit or add card information. Optionally, you may have the Wallet feature enabled which will display a variety of Credit Cards to choose from to update. Select and existing card or click to add a new card then edit the following: A credit card type from the drop-down list. The member's card number. The credit card expiration date. The member's name as it appears on the card. Click SAVE. Learn more about the Wallet function.

  • When updating the primary credit card on file and after clicking SAVE a popup window may appear with orders that can be updated. Orders that have not processed can be selected to be updated with the new primary credit card. This allows you retroactively update past orders that cannot be processed without a new credit card.

    Select the orders that you want to update by clicking the check box to the left of the order number. To select ALL orders you can select the check box on the top left. Once all orders that need to be updated are selected click "Update Credit Card and Selected Orders". This will update the primary credit card on file and the selected orders will be have the new credit card attached to process.

Types Tab

The Types tab is where you will find a list of the Member Types available in the system and where you will see which Member Types a customer has selected for them. Select each of the check boxes that apply to the member. Click SAVE. Learn more about eWinery Member Types

Club Info Tab

The Club Information tab lists the Wine Clubs the member has joined. The information is entered when the member signs up for a wine club. Each club displays an arrow that you can click to view the details of each membership under this account. If no club appears on this tab, the member does not belong to a wine club.


  • Membership Details
    • Club Name and Club Level Details
    • Club Shipping Address Info
      Address may be pulled from the member's Address Book.
    • Shipping Type (defines how the members shipment will be sent to them).
    • Membership dates
      • Added
      • Activate/Deactivate
      • Hold Start & End

    Learn more about managing Wine Club Members at eWinery Club Management.

Preferences Tab

The Preferences tab displays the responses to the preference questions you created in the Preference Based Marketing module. These answers can aid you when building target email lists. A members responses to these questions can be collected from the website or entered manually through the eWinery Member Record. To make this change manually, enter the appropriate answers to each of the preference questions then click SAVE. Learn more about eWinery Preference Based Marketing (PBM) .

Order History Tab

The Order History tab offers a table of all of the orders that the member has placed regardless of order type. This table will always default to showing Completed orders sorted by date followed by all of the open order types sorted by date. If the member has not placed any orders, the following message appears: "Sorry, you don't have any orders in our records at this time."

You can open any of the orders by clicking on any of the information on each line.

Learn more about Order Records at the eWinery View or Edit Orders page.





Purchase History Tab

The Purchase History tab provides both a Summary and the Details of the member?s purchases by product.

The main difference between this tab and the Order History tab is that the Purchase History shows a breakdown of the purchases by product whereas the Order History tab shows the breakdown by Order. Purchase History also will only include orders with an order type of "Completed".

Learn more about Order Records at the eWinery View or Edit Orders page.



Allocations Tab

The Allocations tab lists the allocations that the member is entitled to (if your system is configured for creating allocations). You may see a message that states: "The member has not ordered from these Allocations", followed by Allocations used by the system. Click SAVE after making any changes in this section.

  • If you would like to view or edit the details of a particular members allocation, click the arrow to expand the section as shown in the screenshot to the right.

Notes Tab

The Notes tab allows you to add notes regarding the member. This tab also displays all system and manually added notes ever recorded regarding the member, by date, who added the note and text.

To add a note, enter the note in the text box and click the Add Note button.

NOTE: The current text limit for notes is 1000 characters.



Email Tab

The Email tab allows you to send an email using the Create Email button. If any emails have been sent to the member, then a history of each email is listed for access. NOTE: Only emails that are sent directly from the member profile will appear here. Emails that are automatically sent via triggers in the system, via List Builder, or the Email and Newsletter features are not stored here.

  • To the right, you will see the form used to compose an email to a member.


    Learn more about creating member emails at eWinery Email Documents.

Address Book

The eWinery Address Book allows a Member to have multiple Addresses saved to their account for use while placing an order in OMS or updating their Club Membership address in the Club Info tab.

IMPORTANT: The Primary Shipping address in the address book is NOT the address used for Wine Club shipments. This is the primary shipping addresses for the account. The wine club shipping address should be entered and updated in the Club Info tab of the member profile.

This can be seen for any user by opening their Member Record and scrolling to the bottom of the ?General? tab on their account.

Each address on file has the ability to be marked as either the Primary Billing Address or the Primary Shipping Address.

The Primary Billing and Shipping addresses will be used by default for any Admin Orders placed through the OMS and Add an Order features.

  • The Primary Shipping Address is populated by default when signing a member up for a new wine club membership.

Adding an Address:

To add a new Address on file for a Member, first click the ?Add A New Address? item to expand the blank Address fields.

Fill in the new address information, and click SAVE.

Editing an Address:

To edit any of the Addresses on file, click the address name or the arrow to the right of the address to expand that addresses information.

You will notice an ?Address Name? field available which allows you to assign a nickname to the address. This nickname will be shown in a drop down list of available Addresses wherever they can be used.

After making the necessary changes, click the SAVE button at the bottom right and the newly updated information will be saved.



Deleting an Address Book Entry:

If you wish to delete an Address, click the ?Delete? button and you will be prompted to confirm your selection:

If you are sure you want to delete the address, click OK and the address will be deleted.

NOTE: If you are deleting the Primary Billing or Shipping address on file, we do NOT automatically set another address as the Primary.

This selection must be done manually.

You will then see that the address is no longer in the system:


Changing the Primary Billing Address:

If the Address you want to set as the Primary is not already on file, please add the new address first. Then follow these steps:

  1. In the Address Book, expand the information for the Address you would like to set as the Primary.

  2. You will see a ?Make Primary Billing Address?? set of radio buttons. Click the ?Yes? button to set the Address as the Primary.

  3. Click SAVE.

If another address was set as the Primary before the change, then that address has lost its affiliation with the Primary Billing Address and the new address is set as the Primary.


NOTE: eWinery does not automatically delete any address if it loses its ?Primary Billing Address? status. In order to keep your database as clean as possible, please be sure to clean up this information by deleting any un-necessary addresses on file that will no longer be used for purchases.



Wallet

The Wallet allows a Member to have multiple Credit Cards saved to their account. A member may store as many cards as they like in their account. Cards can be used on Admin and Club Ordes only at this time. Online access to the Wallet is limited to only the primary credit card. Customers must "opt-in" to having a cards stored on file, alternate cards used on web or point of sale orders are not automatically stored in the wallet.


Accessing the Wallet

The wallet can be seen for any user by opening their Member Record and navigating to the ?Credit Card? tab on their account.

  • The Primary Card

    One of these cards can be (but does not have to be) marked as the ?Primary? card on file as noted in the image above.

    NOTE: If no Credit Card is marked as the Primary, no card will be pulled into orders placed through the admin panel, web-store, nor Club Processing. This will cause Club Orders to be put into a ?Pending? status until a card is added to the orders.

    The Primary card will be used by default for all Club Processing as well as for any admin orders placed through the OMS. You will have the option to select from the other credit cards on file should the customer not want to use their Primary Card (OMS orders only).


  • The Primary card is also the card pulled in any of the available reporting in eWinery. For example, if you were pulling a list/report of all members with cards expiring the following month so that you can email them and have them update their cards, only the Primary cards information will be considered when pulling the list/report.

Adding a Credit Card:

To add a new Credit Card on file for a Member, first click the ?Add A New Credit Card? item to expand the blank CC fields.

Fill in the new card information, and click SAVE. If this is a new Primary card, you will need to go back and mark the new card as primary.

Editing the Primary Credit Card:


When updating the primary credit card on file and after clicking SAVE a popup window may appear with orders that can be updated. Orders that have not processed can be selected to be updated with the new primary credit card. This allows you retroactively update past orders that cannot be processed without a new credit card.

Select the orders that you want to update by clicking the check box to the left of the order number. To select ALL orders you can select the check box on the top left. Once all orders that need to be updated are selected click "Update Credit Card and Selected Orders". This will update the primary credit card on file and the selected orders will be have the new credit card attached to process.

Changing the Primary Credit Card:

If the credit card you want to set as the Primary is not already on file, please add the new card first. For instructions on how to add a new Credit Card, please refer to the previous section on ?Adding a Credit Card?.

In order to set a Credit Card as the Primary card on file for a Member, expand the information for the Credit Card you would like to set as the Primary:

Here, you will see a ?Make Primary? button. Click that button to set the credit card as the Primary.

If another card was set as the Primary before the change, then that card is moved into the Wallet for potential future use.

NOTE: eWinery does not automatically delete any card if it loses its ?Primary? status. In order to keep your database as clean as possible, please be sure to clean up this information by deleting any un-necessary cards on file that will no longer be used for purchases.

If no other card was already selected as the Primary, then the card you selected is immediately set as the primary and no other changes were made to the other cards on file.

Editing a Credit Card:

To edit any of the Credit Cards on file, click the card name or the arrow to the right of the card to view the details of the card information:

You will notice a ?Nickname? field available which allows you to assign a nickname to the card. This nickname will be shown in a drop down list of available Credit Cards when placing orders through the OMS.

After making the necessary changes, click the SAVE button at the bottom right and you will be prompted that your changes were saved.

Deleting a Credit Card:

If you wish to delete the card, click the ?Delete? button and you will be prompted to confirm your selection. Confirm that you want to delete the card by clicking OK and the card will be deleted.

NOTE: If you are deleting the Primary card on file, we do NOT automatically set another card as the Primary. This selection must be done manually.





Search and Edit Members

Search Members

  1. Click the Members icon on the Admin Panel.

    The Members page appears.
  2. In the Search Members pane, enter one or more of the following search criteria. The more filters you enter, the more specific the search result will be.

  3. Click Search. The results matching your criteria will appear on the right pane. You may edit or delete members from the results pages.



Edit Members

VIDEO: Editing Member Records

First, search for the appropriate member(s) and a list of members will appear in the right pane of screen.

  1. From the list of members, click the Edit icon (pencil) beside the item you want to edit or view.
  2. If you wish to edit the information located on the tabs, make any necessary changes to a single tab and click SAVE to save those changes.


    Click below to learn more about these tabs.

  3. Once you are done editing and/or viewing the member, click SAVE.
    NOTE: If you need to change information on multiple tabs of a Members Profile, be sure to click Save on any tab that you make changes. If you navigate to another tab prior to saving your changes, those changes will be lost.


    Deleting a Member


    Before deleting a Member Record you must know:

    • Deleting members requires a permission by user login. To request this permission, please contact eWinery Customer Care.

    • Understand that this is a permanent action and there is no way to get your member information back once it has been deleted.

    • Deleting a member will delete all Order History, Club Membership History, Address Books, and Preferences for that member.

    • NEVER delete a member unless you are sure you want them (and the history associated with them) completely removed from your system.

    Deleting a Member Record

    NOTE: Before deleting a member, you will first need to uncheck all member types so that they are no longer associated with ListBuilder.

    First, search for the appropriate member(s) and a list of members will appear in the right pane of screen.

    1. From the list of members, click the Delete icon beside the item you want to delete.
    2. You will be prompted to confirm the deletion. You will NOT be able to undo this deletion. Click OK.