Organizations can require a member to be subscribed to their organization before allowing the member to register for their meetings. See Customize Subscription Data Collection for more options after the Require Subscription is enabled.
Sections in this article:
- What is the Subscription Process?
- How to Make Subscriptions Required
- What an Organization Sees
- Subscribers Page
- Subscribers Summary
- Individual Subscribers
- Subscriber Details
- Search for Subscribers by Name
- Export Subscribers List
- Subscribers Page
- What a Member Sees
What is the Subscription Process?
The subscription process is a way to connect a member to an organization. With this new feature in place, subscriptions can also be used as a way for organizations to control access to their meetings.
Two things happen when a member subscribes to an organization.
- Members are notified what personal information will be shared with the organization. By subscribing, members are giving their consent to allow their personal information to be shared with the organization.
- Organizations gain access to a member’s personal information. The information collected by the organization is customizable.
How to Make Subscriptions Required
Within Manage Organization, administrators will see three management buttons. The Book button will display a list of controls and settings, including Organization Settings.
On the Organization Settings page, the field Require Subscription to Register for Meetings controls the subscription requirement.
The toggle switch moved to the right and green means that members are required to be subscribed to the organization before they may register for that organization’s meetings.
The toggle switch moved to the left and gray means that members are not required to be subscribed to the organization before they may register for that organization’s meetings.
What an Organization Sees
On the Manage Organization page, an organization may access subscriber data by selecting View Subscribers from the Users drop-down menu.
Subscribers Page
The Subscribers page provides the organization information about its subscribers.
- Subscribers Summary
- Individual Subscribers
- Subscriber Details
- Search for Subscribers by Name
- Export Subscribers List
Subscribers Summary
The subscriber summary sections provides two charts relating to the number of subscribers, with a total count and count by month.
Individual Subscribers
Organizations can view the list of all individual subscribers.
Subscriber Details
Clicking on the 3-dot icon allows an organization to view each subscriber’s details.
Search for Subscribers by Name
To find a specific subscriber, an organization can search the list by inputting the subscriber’s first or last name, as well as a known username.
Export the Subscribers List
An organization may export the full list of subscribers. This export file contains all data fields selected on the Subscriber Intake Form page. It will also contain responses to the survey questions also identified on the Subscriber Intake Form page.
What a Member Sees
When Require Subscription to Register for Meetings is activated, a member will not be able to complete a meeting registration until a subscription is in place with the organization.
A member may subscribe by clicking on any of the organization’s Subscribe buttons.
If the member has not yet completed the subscription process at the time of meeting registration, the subscription process will take place at that time before allowing the member to continue.
Whether members subscribe to the organization ahead of meeting registration or wait until meeting registration, they will go through the same process.
To subscribe, members must complete the Subscription Form (i.e. Subscriber Intake Form), which is a two-part form: (1) data fields; and (2) survey questions.
Members can know that they are subscribed to an organization when the Subscribe button is no longer being displayed on their view of the Organization's page. Instead, they will see an Unsubscribe button when they visit that Organization's page.
If members no longer wish to share personal information with the organization, they may unsubscribe at any time. This removes the ability for the organization to access their data and survey responses. Important Note: If a member chooses to unsubscribe with active meeting registrations, the following warning message will be displayed.