Before You Begin:
- Permission to create contact records and assign access levels.
- The staff member’s work email (for the staff login) and a separate personal/business email (for the Info Hub login) ready to use.
- DO NOT use the same email address as the staff login for the Info Hub. Best practice is to have separate accounts/records for the staff-level login to the back office versus the member-level login to the Info Hub.
Why This Matters
Sometimes association staff want to log in to the Info Hub to get a better idea of how it works and what members experience using the MemberPlus app. While it is certainly understandable why they would want to do this, do not reuse the staff login email.
Assigning both staff-level access (i.e. back office access) and member-level access (Info Hub access) on the same contact record usually results in neither login working correctly. When logged in to the back office as staff, the staff member may not be able to access everything they should; when logged into the Info Hub, they may have access to things they shouldn’t. It can also result in staff being unable to log in to either location, and password resets not working. This is a result of the system using one email address for both logins and applying potentially conflicting access levels.
Step-by-Step Instructions
The setup for a staff member who also needs a dedicated member-level account to the Info Hub should be as follows:
- Create the staff-level back office access on one contact record, related to the organization record, and containing their staff info (email, phone, etc.).
- Create the member-level Info Hub access on a separate contact record, manually set up with the needed member-level user access level.
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Confirm each record uses a different email address so the two logins never collide.
Example: Sam Taylor is a part time staff member with Nova Valley Chamber, helping out with entering payments and event coordination. Sam is also the owner of a boutique floral shop called Sam’s Blossoms, and the floral shop is a member of the chamber. As a part time chamber staff, Sam has a sam.taylor@novavalleychamber.org email address. She also has her business email, sam.taylor@samsblossoms.com. Sam should have two contact records, one with her staff email and staff access that is related to Nova Valley Chamber and one with her business email and Info Hub access related to Sam’s Blossoms. -
Verify the STAFF record carries staff access:
- Verify the MEMBER record carries Info Hub access:
Common Pitfalls
- Shared email address: Assigning both staff-level and member-level access on the same contact record (or reusing the staff email for the Info Hub) usually breaks both logins and prevents password resets. Always use two separate contact records with two different emails.
- Forgetting why separation matters: Keeping staff and member access levels separate ensures that staff don’t run into unexpected challenges with their staff tasks, and allows for inactivation when needed without affecting their member access.