UnitTrak Members User Guide
Introduction
Welcome to UnitTrak Members
UnitTrak Members is a member-centered online tracking and management system for fraternities, sororities and similar chapter-based organizations. Like other UnitTrak products, it brings complex information together around one core record—in this case, the member.
Chapter officers, advisors and administrators can move member records, transactions and important dates out of spreadsheets and into one shared, comprehensive management tool accessible by the entire team with logging and access control.
UnitTrak Members helps your chapter:
- Maintain member records and status, from founding members to new initiates
- Manage contact information (address, phone, email) with the flexibility needed for long-term maintenance.
- Track payments, fundraising, renewals and related reporting
- Record awards, recognitions, event attendance, and similar chapter activity
- Easily compile, summarize and report on all data elements tracked in the system
Before you get started with this guide, please note a couple of assumptions:
- This guide assumes your data is already loaded into the system. Initial import is handled during onboarding with UnitTrak.
- The guide is written for users with permissions to view and update records. Access can be limited by module. If your role is more restricted, some steps will not
Getting Started
Signing in
Go to https://members.unittrak.com/clientname/ (your client name will be provided during onboarding). You can also go to members.unittrak.com, choose Client Login, and select your organization.
On the login page, enter your username and password as provided by the system administrator. You can recover a lost password by clicking on the appropriate link at the bottom of the login window. Reset instructions will be sent to the email address on file. If you still cannot sign-in, contact your organization’s administrator.
Home Page
Upon successful login, you will be taken to the UnitTrak Members Home Page. The home page is designed to get you to common information quickly. At the top of the page (and every page in the application) is the search bar. Type a name or scroll number to find matching members, then open a record for more detail.
The center of the Home page shows summary panels for your chapter. These vary by organization, but often include:
- Member totals with a button to add a member
- Contact totals, with links to address, email and phone pages
- Other chapter summaries your administrators have enabled, such as Alumni, Fundraising or Scholarships
Each panel is a snapshot plus a link into that part of the system.
Navigation
The left menu is the main way to move around. From here you can return home, work with member and non-member data, manage contact information, payments and awards, and – if you have access – use Administration.
UnitTrak Members is organized around the member. Open a person first; related contacts, payments, and awards are tied to that record.
What you can see and change depends on your role. Some menu items and buttons appear only if you have access to that module.
Managing Members
Member Navigator
To find a member quickly, enter a name or scroll number in the search bar at the top of the page. Matching records will be displayed in Member Navigator, with summary details about the member and their activity.
To search by attributes, or to build a filtered list of members, go to People → Member Navigator. Use the list’s sort and filter controls, or the Filter Builder for combined rules. Available fields depend on your chapter’s data. Example: “Donated > $500 to Capital Improvements Fund AND is a member of the Alumni Association”
Once you’ve located the right member, you can select from the buttons on the right of the record. The Overview button will display the Member Overview Report with top-line summaries of everything tracked in UnitTrak Members along with key details about the member and their history.
The Details button takes you into the Member Details page for the member, where every detail and transaction tied to the member can be found.
You can also add a new member with the Add New button at the top of the list.
Non-Member Navigator
Non-Member Navigator is the list of people in the system who are not chapter members. Typical examples are scholarship recipients, some donors, and other related contacts. They are kept separate and do not appear on most member lists and reports by default.Go to People → Non-Member Navigator. Search, sort, and filter the same way as Member Navigator. Available columns depend on your chapter’s data. You can also add a Non-Member here by selecting Add New.
When you have the right person:
- Overview — one-page summary
- Details — full non-member record
Non-Member Details uses the same layout as Member Details, with fewer tabs. You generally will not see event attendance, chapter fundraising, or alumni/group membership. Personal Information, School & Work, Contacts, and Scholarship Activity work as described under Member Details.
Member Details
Overview
Member Details opens with the summary details about the member at the top of the page, with data category tabs below that. The summary row is a snapshot (status, IDs, and other key data). The tabs hold the full record.Tabs vary by chapter, but they usually fall into three groups:
- Profile: Personal Information, Membership Information, School & Work
- Contacts: mail addresses, email, telephone
- Activity: events, fundraising, scholarships, alumni membership, and similar modules
Use the pencil icon on a tab to open the edit form for the section. Required fields will be marked on the form, you cannot save your edits without the required data. Hovering your mouse over an editable value also reveals a pencil icon to the right of the value that allows in-line editing of the value. Use the Member Navigator link at the top-right when you need to return to the list.
Personal Information
This tab contains basic details about the member including their full name, nicknames, birth date, deceased status and date, general notes about the member and record history. Note: the member’s Full Name shown throughout the application is derived from the name values entered here.
Membership Information
This tab holds the member’s standing in the chapter: member or scroll number, national or campus IDs, status, membership type, pledge and initiation dates, class, chapter affiliation, and notes from pledgeship. Some chapters also show extra flags here, such as expelled/resigned or a chapter-specific honor.Your chapter’s labels will differ. The purpose of the tab does not: it answers who this person is as a member.
School & Work
This tab stores the member’s education and career information—school, degree, graduation or last year, employer, title, and job status. Available fields and lists (such as degrees or job categories) are set up for your chapter and will not look the same in every installation.
Contact Tabs
Member Details includes a tab for each contact method you keep: mail addresses, email, and telephone. Each tab is a list. A member can have more than one record of that type.
Add a new row or edit an existing one from this list. Details and extra flags vary by chapter, but the same rules apply on all three tabs:
- Mark one good record as primary. That value is what summaries and most reports use.
- Mark a record bad when it should not be used. A bad record cannot be primary.
- Filter the list to All, Good, or Bad while you review.
- Bad records are omitted from default lists in the Contact Management tools.
When a person moves or changes email or phone, add a new record and shift the primary, rather than overwriting the old one, unless you are fixing a mistake.
- Mail Addresses — physical locations; optional type flags such as home, school, work, or vacation.
- Email Addresses — includes quality, unsubscribe, and result notes when your chapter uses them.
- Telephone Numbers — type (for example cell) and do-not-call when those fields are enabled.
Event Attendance
This tab lists events the member is tied to. Events themselves are created on the Events page.You can edit this person’s attendance details here, including notes. To take the member off an event, open that event from the Events page (or Events Navigator) and remove them as an attendee.See the Events section for creating events and managing the full guest list.
Fundraising
This tab displays a summary of the member’s fundraising contributions. Names and fields differ by organization. A chapter may track one fund or several.
For each fund you typically see totals, transaction count, last gift date, and any chapter-specific status (for example donor level or a recognition flag). Some of those attributes can be edited on this summary.
Use the transaction button for a fund to open that member’s gift list. There you can add, edit, or delete transactions. See Fundraising Navigator for list-wide work and reporting.
If your chapter uses both an awarded and a calculated donor level, the summary can show both so you can compare the official level with the level implied by giving.
Scholarship Activity
This tab summarizes two things for the member: scholarships to which they have given and awards they have received. Labels and funds differ by chapter.
The donation side typically shows total given, number of gifts, first and last gift dates, and—if you use them—named or member-sponsored scholarships that person supports.
The award side shows totals, award count, and last award year when the member has received chapter scholarships.
Use the Donations or Awards buttons to open that member’s itemized list. Add, edit, or delete transactions there. See the Scholarships section for setup, funds, and chapter-wide lists.
Alumni Association/Membership
This tab is for a dues-based group attached to the member—often an alumni association, or another club your chapter tracks the same way.
If the person already has history in the group, the tab shows current status, totals, join dates, last payment, last renewal, expiration, and flags such as lifetime membership.
If they have no transactions yet, the tab shows a button to add them. That opens a new transaction where you enter amount, term, and the required effective date (expiration if the term is not lifetime).
Use the navigator button to open that member’s payment and membership history. Add, edit, or delete transactions there. See the Membership Groups section for chapter-wide lists and renewal work.
Contact Management
Overview
UnitTrak Members provides comprehensive contact management tools for mail addresses, email addresses, and telephone numbers. These tools have been specially designed for the long-term management demands of fraternities and sororities.
Navigate to the contact type of your choice by clicking on Contact on the main menu and then selecting the contact type.
Each type has a Home page with summaries, recent updates, and a member search. From Home you can open the Management & List Generator or that contact type’s reports. Searching for a member from the Home page displays results in the Management & List Generator and shows that person’s records.
Common Rules
Before describing the individual contact type areas, it’s useful to first describe the rules that are common to each section. These rules apply to the Management & List Generator results (including member search results). The results table starts empty. You must set a filter using the Filter Builder or Search tools. Once a list is displayed, use the additional visibility options above the table to further refine the list.
Filter Builder
If you wish to build a contact list, start by hitting the button labeled Filter Builder – Start Here! This will open the Filter Builder control, where precise selections can be made.
- Choose whether rows must match all, any, or none of the conditions
- Pick a field, operator, and value
- Add Condition for another test in the same group
- Add Group for another set of rules
Example: primary emails for living members who have given more than $500 to scholarships, or mailing addresses within 100 miles of the house.
Choose “Disable Filter” to load the base list without filters. Searching by member is also a filter; matching records will be displayed.
Additional List Tools
The base list automatically excludes the following:
- Records marked BAD
- Records for Deceased members
- Records for Expelled members
- Records for Resigned members
- Unsubscribed, No Mail, or DoNotCall records
You can add these records back with the Add Back to the List controls. If you add back these records, corresponding fields will become visible to identify these records. Example: Choosing to include Deceased Members in the list will also display the “Is Deceased” column in the results, that can be further sorted and filtered.
After making any changes to the visibility controls, hit Apply Settings to re-query the list and display the updated results. Choose Reset All to set all visibility controls back to their default state (Note: filters are handled separately).
You can add more filters and sorts. Primary only limits the list to the best record per member.
Print or export (PDF, Excel, CSV) at any time.
Managing Contact Information
Each row has a Manage button. It opens that person’s Member Details tab for that contact type where you add or edit records as described earlier.
- This displays in a new browser tab so that your list in-progress is not disrupted
- If you add new contact records or modify records, you can use the Refresh button above the Management & List Generator results to re-query the data and update results.
The filter and sort options you set in each Management & List Generator page persist throughout the session in order to facilitate easy navigation around the application. If you are attempting to create a new list and the results do not appear correct, be sure to reset all sort and filter criteria and start again.
Address Management
This module allows you to maintain mailing addresses for members, add new addresses, and generate custom lists for mailing. From the Address Management Home Page, search for a member to view the address records on file or click on Address Management & List Generation to use the tools to locate members or create a list.
Records marked No-mail are excluded by default along with the previous exclusions mentioned, you can add these records back with the Add Back to the List controls. You can also exclude Parent, Work, School and Vacation addresses with the Exclude Address Types. Choose Primary Only or Verified Only from the Limit To controls.
Due to the number of fields available, some fields are hidden by default. You can view this additional data by using the Additional Columns control.
- Geographic Data – Displays additional geographic attributes of the address including lat/long
- Additional Attributes – Displays additional information about the address – Parent Address, School Address, Work Address or Vacation Address. These address types can also be filtered out of the list using the Exclude Address Types control
Email Management
This module allows you to maintain email addresses for members, add new addresses, and generate custom email lists. From the Email Management Home Page, search for a member to view the email records on file or click on Email Management & List Generation to use the tools to locate members or create a list.
Records marked Unsubscribed are excluded by default along with the previous exclusions mentioned, you can add these records back with the Add Back to the List controls. Choose Primary Only from the Limit To controls for a primary email list.
Telephone Management
This module allows you to maintain telephone numbers for members, add new numbers, and generate custom phone lists. From the Telephone Management Home Page, search for a member to view the phone records on file or click on Telephone Management & List Generation to use the tools to locate members or create a list.
Records marked Do Not Call are excluded by default along with the previous exclusions mentioned, you can add these records back with the Add Back to the List controls. Choose Primary Only or Verified Only from the Limit To controls.
Payments & Awards
Overview
This section includes tools for all of your fundraising activity, dues/memberships, and scholarship donations and awards. Each section is generally laid out the same way. Clicking on an item from the left pane menu will take you to the Home Page for that section. The Home Page includes summaries of recent activity and upcoming due dates. At the top of the Home Page is a toolbar with buttons for one or more data navigators for the section and section-specific reports.
The data navigators are summarized by member (or by scholarship fund in the case of the Named Scholarship Fund Navigator). To the left of each record is a Transaction Detail button that will take you into the itemized transaction list for the member. New transactions can be added from these pages.
Alumni Association/Membership
Use this module to maintain membership data for your Alumni Association or similar organization. The Alumni Association Home Page provides a work list: approaching lifetime, expirations/renewals, and recent payments. Each summary includes links directly to that member’s relevant details. Use these tools to easily add a new transaction to a member on the Upcoming Expirations list. To view member and transaction detail, use the member search or click on the Alumni Association Navigator button to enter the navigator.
The navigator list shows one line of summary data for each member with Alumni Association activity. The list can be filtered and sorted or values can be entered into the Quick Search to quickly locate members. You can also filter out deceased members with the controls above the table. The list can be printed or exported at any time. To view, edit, delete or add transactions, click on the Transaction Detail button to the left of the member record.
The transaction detail page shows all Alumni Association transactions for the member. Transactions can be edited or deleted with the controls to the left of the record or new transactions added with the Add New button. Filtering and sorting controls are available here, as are print and export abilities. Below the transaction list is a membership timeline, showing the member’s history and continuity of membership. The timeline is calculated based on required term and expiration date fields entered with new transactions.
Note: To add a new member to the organization, first locate the member through search or Member Navigator. In Member Details->Alumni Association Membership click the Add New Member button as described in the Member Details section.
Scholarships
Use this module for chapter scholarship funds: a general fund with ongoing gifts and awards, and limited-term or member-sponsored named scholarships. The Home page shows recent activity and totals, with links into a person’s record. The toolbar opens Donation Navigator, Award Navigator, Named Scholarship Navigator, and reports.
Donation Navigator and Award Navigator work like the other Payments & Awards lists: one row per person who has given or received, including non-members. Search, sort, filter, print, and export as usual. Transaction Detail opens that person’s itemized gifts or awards. Add, edit, or delete rows there. Each transaction is tied to a fund.
Named Scholarship Navigator is a list of funds, not people. Add New creates a fund. Use the row action to edit fund details (name, sponsor, annual amount, requirements, status). Transaction Detail opens that fund and offers:
- Scholarship Donors — everyone who has given to this fund
- Scholarship Awards — recipients
- Totals by Year — gifts and awards by year, with a collapsible detail list per year
Those three views are also tabs on the fund page. From a donor or recipient row, Transaction Detail opens that person’s gift or award list (same pages as the navigators above). Add a gift or award from the person’s transaction list. Add or edit the fund itself from Named Scholarship Navigator.
House/Capital Improvements Fund
Use this module for one or more chapter fundraising funds—often a house, endowment, or capital campaign. Your chapter’s fund names, levels, and recognition flags will differ; the layout does not.
The Home page shows campaign totals, recent gifts, and working lists such as members approaching the next donor level. Each summary pane includes links into that member’s relevant details for quick edits or further investigation. Search from Home to open a person, or open the Fund Navigator for the full roster.
The Navigator lists each member with fund activity: totals, last gift, transaction counts, donor level, and any recognition flags your chapter uses. Search, sort, filter, print, and export as in the other Payments & Awards lists.
Transaction Detail opens that person’s gifts. If the chapter tracks more than one related fund, those funds appear as tabs. Add, edit, or delete transactions on the tab for that fund. Transactions can include amount, date, source or gift type, notes, and in-kind flags when you use them.
Donor level and recognition flags (for example a wall or naming honor) can be maintained on the member summary. If your chapter uses both an assigned level and a calculated level, the list can show whether they match. When money should move from one fund to another—for example after a status change—a transfer transaction can be entered to handle the move.
Events Navigator
Overview
Use Events Navigator to record chapter events and who was associated with them. Attendance then shows on Member Details and can be used when filtering lists and reports.
Events → Events Navigator lists events (name, date, type, location, attendee count). Add New creates an event. Required fields are marked. In the attendee list, type a name or scroll to add a person; use the x to remove them. Save the event.
On each row:
- Pencil — edit event details and the attendee list
- Details — Attendee Details for that event (notes, attended vs registered, and any extra fields). You cannot add or remove people here
The same attendance row can be edited from Member Details → Event Attendance. To take someone off the event, edit the event and remove them from the attendee list.
Administration
Overview
Users with access to this section can maintain chapter lookup lists. Site administrators can also manage users, permissions, and login activity. Available lists depend on your chapter’s setup.
Custom Values
These pages control dropdowns used around the system (membership types, statuses, email quality codes, phone types, donor levels, address sources, schools and degrees, and similar lists).
- Add New puts a value in the dropdowns.
- Edit changes the label everywhere it is already used. Use this carefully.
- Inactive hides the value from new dropdowns. Existing records keep the old assignment.
Site Administrator-Only Settings
- Users & Permissions lists registered users (name and email). Expand a user to set Read and Write by module. Read makes the area visible; Write allows edits. Site Admin Actions can grant or remove site-administrator status. Only site administrators can change these settings.
- User Activity shows login and optional additional user activity within the application.