Roster, Change Report, and Mailing Labels

Images are for tutorial purposes only and do not link to the live site. To access the Chapter Reporting System, go to http://netapp.audubon.org/chapterservices/.

1) Select the Roster, Change Report & Mailing Labels link

After logging into the Chapter Reporting System, mouse over the Membership tab. The dropdown menu will display two items:

• Roster, Change Report, and Mailing Labels
• Incentive Reports

After clicking the Roster, Change Report & Mailing Labels page, you will see three additional tabs on the next screen: Roster, Changes, and Mailing Labels.

Jump to instructions for:

• Mailing Labels
• Changes

Roster

The Roster contains all National Audubon Society members in the Chapter’s territory who were current as of the end of the month prior to the “Date Posted” (e.g., if posted July 1, current as of June 30). Current members are those who have donated $20 or more to Audubon within the last twelve months as well as those whose membership has been expired for 6 months or less. Archived Rosters are also available for the previous 12 months. The current file is at the top of the list.

Chapters may use Roster information for engaging, serving, and soliciting their members via newsletters, annual appeals, email lists, phone trees, etc. However, the membership list belongs to Audubon and may not be shared or exchanged without permission from the National Audubon Society.

Please refer to the key to of roster and change report field names for an explanation of the information provided.

Change Report

The Change Report lists changes to the membership list that have occurred since the previous month’s Roster was posted. New members will appear on the Change Report that was posted after the date Audubon processed their payment (Date Paid), not after the date their membership began (Start Date). 

Please refer to the key to of roster and change report field names for an explanation of the information provided.

Working with Roster and Change Report Pages

Both the Roster and Changes web pages are displayed and function in a similar manner. These are the steps to working with and creating exports for both sets of data:

Click the Roster tab and select a month to display

SELECTING report month: Select a month to display from the dropdown menu. The data are current through the last day of the month shown (e.g., January 2013 rosters show membership data through 1/31/2013; and the change report will show changes made to the data during that period). Your Chapter's membership records may take up several pages--scroll to the bottom of the displayed page to find the list of pages to click through.

Click any field header 1x to sort in ascending order or 2x to sort in descending order

SORTING records: The default sort order of the displayed data is ascending by ACS ID (this differs from the old site, which was default-sorted by ZIP code). You can now sort the data by any one field by clicking on the field header (e.g., if you want to sort by Last Name, click on the Last Name field header).

Type your search criteria below the relevant field header to filter the records

FILTERING records: The displayed data can be filtered according to criteria you enter in the white boxes below each field heading. For example, on the change report, if you want to display a report with only the new members, type Add in the white box below the Change Status header and the table will automatically filter to show only the members who are new since the previous month's roster was posted. You can filter based on multiple levels of criteria by typing those criteria into the filters on the other search fields. If you click the magnifying glass icon to the right of the filter box, you will be presented with a number of other filter options. For example, if you want to see all records except for the new members, type Add in the filter box below Change Status, then select "Doesn't contain" from the filter menu. All records except for the new member records will be displayed.

 

EXPORTING to a file: To export your data as shown on the screen, select your download file format of choice and click to download the file. Keep in mind, if you have applied any filters during this session, they will be carried through to the export. If you want to set the file back to the default (i.e., all records displayed, sorted by ACS ID), click the link to clear the filters that appears in the first column with the # header (will only appear if a filter(s) has been applied).

Mailing Labels

The tool on the Mailing Labels page rapidly creates mailing labels for the current membership list and may be exported in a variety of formats. Please note: only the current months full roster can be exported (with the exception of any omitted ACS IDs). Any filters applied on the roster page will not be applied to the labels.

 

1. Select either a 2- or 3-column label format (Avery 5162/8162 or Avery 5160/8160 labels, respectively)
2. Select “Yes” if you would like to display “OR CURRENT RESIDENT” on the label, or “No” if not. Enter the ACS IDs of any members you wish to omit from the mailing list (e.g., individuals who have requested electronic-only versions of the Chapter newsletter). Separate multiple ACS IDs with commas.
3. Click the Create Labels button.

 

Your labels will be created and a new toolbar appears. The most common export method is to save a PDF to your computer. The image at the right shows the appropriate icon to select for that option.

To ensure your labels print correctly, make the following adjustments to your Print Settings in Adobe Reader: Go to “File” --> “Print” on the Menu Bar, and the Print Dialog box will open. Set document scaling to “None” (your print dialog box may display options somewhat differently).

Other Resources

USPS Move Update Standards FAQ (for bulk sending mail)