Purpose and Creation: Explain the purpose of each list (e.g., event attendees, newsletter subscribers, donors, workspaces, reports). Detail the steps to create and maintain these lists, including the criteria for inclusion and exclusion.

Maintenance Schedule: Outline how frequently lists are updated and who is responsible.

Integration with Other Features: Describe how lists are used in email campaigns, event invitations, and reporting.

In Member365, the lists shouldn’t need much attention once created, but new admin should know what lists to use (and when), and how to create a new list or edit an existing one – if necessary.

Tagging Conventions: Define a clear and consistent tagging system. Explain the meaning of each tag and how it’s used to segment contacts and organizations.

Tagging Workflows: Document the processes for applying and removing tags, including triggers and automated workflows.

Reporting and Analysis: Show how tags are used to generate reports and analyze data, providing insights into member behavior and engagement.

Data Collection Methods: Describe how demographic data is collected (e.g., during application/renewal, through the member portal, updated by admin).

Data Usage: Explain how demographic data is used to personalize communications, tailor events, and inform strategic decisions.

Data Integrity: Outline procedures for maintaining data accuracy and consistency.

Relationship to Workflows: Detail how demographic data drives workflows such as automated email campaigns based on member type or location.

Template Creation, Customization, and Utilization: Document the steps for creating and customizing event templates, including registration forms, agendas, and communication sequences – and describe what event templates are used for which (type of) events.

Event Workflow: Outline the entire event lifecycle, from planning and creation to, promotion, registration, and post-event follow-up.

Approval Processes: If applicable, detail the process for approving and transforming an event form into an event for eligible members.

Template Library: Maintain a library of email templates for various purposes (e.g., welcome emails, event invitations, newsletters) and detail exactly when and how each template is used.

Email Workflow: Document the process for creating, sending, and tracking emails, including segmentation and personalization strategies.

Approval Processes: If applicable, detail the approval process for email content and distribution.

Workflow Documentation: Document all approval processes for key tasks, such as email campaigns, membership applications, job board postings and event creation.

Roles and Responsibilities: Clearly define the roles and responsibilities of each person involved in the approval process and how those people should be notified of a pending approval.

Audit Trails: Explain how approval processes are tracked and documented for audit purposes.

Category Definitions: Document the purpose and structure of all category settings within Member365.

Usage Guidelines: Provide category inclusion criteria and guidelines for using categories to organize and manage data.

Updates and Maintenance: Outline the process for updating and maintaining category settings.

Reporting and Analytics: Document how to find, generate, and interpret key reports within Member365.

Third-Party Integrations: Detail how Member365 integrates with other platforms and tools.

Troubleshooting Guide: Create a troubleshooting guide for common inquiries or other issues and questions.

Regular Reviews: Schedule regular reviews of your documentation to ensure it remains accurate and up-to-date