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Members Database

For use by Membership and Newsletter Committees only!

Download & Print

Membership directory & statistics – download PDF copy:

Click to send the file to your computer's downloads folder.

Birthdays list for newsletter

Select month of birthdays list and enter email address to send it to.

Print newsletter mailing labels

Click "Start Labels" to open the label merge document with instructions on printing the labels. (Label info will be retrieved for those having expiration no earlier than this past month who are registered for receiving the newsletter in paper form.)

Print expiration/renewal labels

Select the starting expiration month and enter the number of months (between 1 and 6) for which you wish to print labels. Click "Start Labels" to open the label merge document with instructions on printing the labels. (May select between 2 months ago and 9 months from now.)

Print renewal applications

Generate pre-filled applications for renewals for the month that you select. Click "Start Applications" to open the Renewal applications data spreadsheet. The Instructions for printing renewal applications must be followed to complete the process of creating the documents. (May select between 2 months ago and 9 months from now.)

Print Full Member mailing labels (for voting):

Click "Start Labels" to open the label merge document with instructions on printing the labels. (Label info will be retrieved for those having current membership.)

Apps Script Gadget

About printing labels: Upon making a selection above and clicking the button, the content of your labels is placed in the Mailing labels data spreadsheet (in the Google Drive shared folder "Database"). At the same time, a merge document opens with instructions to create a PDF file in your Google Drive for printing the labels. The document can be open at any time, and will use the data that was last generated from this web page.

Edit Membership Database

Access the Members Database

If you wish to perform a specific function below, click on the respective link to open the database. Otherwise, you may open it from here:

CAC Members Database

Notes:
1. It is preferable to have only one CAC Members Database instance (browser tab or window) open at a time. So if you wish to click on a second Members Database link, close any open CAC Members Database tab/window in your browser first.
2. Any changes you make are automatically and instantly saved in the cloud, so you can close the database at any time without losing any work.

Made a bad mistake and need to start over? No problem! Menu: File > See revision history; select last good copy in right pane – the entire spreadsheet will revert to that one.

Add new member from paper application

  • Open the T_Members data sheet of the CAC Members Database.
  • Go to the bottom row of the data (Ctrl + Home, Ctrl + ↓).
  • Click on the first cell of the first empty row.
  • Enter the data at that first empty row, observing data validation messages (except for state in some cases). Enter phone number without hyphens.
  • When all applications have been processed, see "Add new members – final steps", below.

Add new member from online submission (copy/paste)

  • Go to the V_AppSubmit sheet (a view of data submitted from the online application form).
  • Find the desired applicants (most likely at the top of this sheet), and select their rows from Columns C to W (i.e. LastName to GradYear).
  • Select Copy from the (right-click or top) menu.
  • Go to the T_Members sheet.
  • Click on the first column of the first empty row at the bottom of the data.
  • Ctrl + Shift + V to Paste values only (or from menu: Paste Special > Paste values only). This prevents overwrite of important formatting and validation that would occur with Ctrl + V.
  • Review the applicant's entries, and their application form for required qualifications. Make necessary changes/corrections, including expiration date, upper/lower case, and membership class.
  • When all applications have been processed, see "Add new members – final steps", below.

Add new members – final steps

  • Check data just entered for correctness. If any red validation markers appear, correct the entry according to the error message that appears when the cell is moused-over. Exceptions: ignore any marker for 1) valid 5-digit Zip Code – this is a known, unresolved issue; 2) any valid two-letter state other than PA, WV, OH, and MD (this is by design for the sake of simplicity).
  • Put aside a list of email addresses of all members just entered.
  • When all entries have been completed, sort data by last name (click caret in cell A1, select Sort A→Z).
  • Add email addresses obtained above to CAC Members announcement email list - see below.

Update renewal & other member info

  • In the T_Members sheet, go to the member's row, and edit the expiration month and any changed info as necessary.
  • If the member is not found in this sheet, look in the T_MArchive sheet. If found there:
    • Select the row by clicking in its left gutter. Select Cut from the menu.
    • Go to the first empty row at the bottom of the data. Click in the first cell and select Paste from the menu.
  • For CAC Members email list, either: 1) check that address is in the list, or 2) follow instructions to add to the list (you will be alerted if it is already there). See below.

Expired member handling (move to archive)

Expirations may be left in the T_Members sheet indefinitely. However, it is desirable to periodically move expirations to the T_MArchive sheet. To do so:

  • In the T_Members sheet, sort by ExpirMo column: click top right of column and select Sort A→Z (Filter Views cannot be used here).
  • Select all expirations to be moved: drag pointer in left gutter to select.
  • Copy: Ctrl + C.
  • Click on the T_MArchive tab.
  • Go to the first cell of the first empty row below the bottom of the data, and Paste: Ctrl + V.
  • Go back to the T_Members sheet. Right-click in the left gutter within the selected rows, and select Delete rows [range] in the menu. The desired expirations are now archived.
  • Sort both the T_Members and T_MArchive sheets as desired (typically sort FirstName A→Z, then sort LastName A→Z).

CAC Members Announcements Email List (Mailman)

Mailman login

Add new member address

  • Top left menu: Membership Management > Mass Subscription.
  • Scroll to text box "Enter one address per line below..."
  • Enter email address(es) in this box, and click [Submit Your Changes] at bottom.

Check for presence of member address

Use the above if need for change is a possibility. To simply get a list of all members:

Update member's address

  • Top left menu: Membership Management > Address Change
  • Enter current and new addresses, and click [Submit Your Changes]

Delete expired member

  • Top left menu: Membership Management > Membership List
  • For each subscriber to be removed, check their “unsub” box (far left).
  • Click [Submit Your Changes] at bottom. Addresses are removed from list.

More updates (Advanced)

Go to Members Database, Page 2 for additional instructions on these additional tasks (typically performed by the Website Administrator | user of Google account "cacpittsburgh"):

  • Verify CAC Members Announcements Email List against Members Database
  • Change CAC Board data in spreadsheets, forms, and Google Group