# The Membership System The membership system at the moment is TidyHQ (often abbreviated in this document as 'THQ'). This is the external system that you pay your membership to, so you have a login to it already. Committee members should have admin access to this system - if you don't, ask Brian or Leo to set you up. 1. Log in to [TidyHQ](https://hobarthackerspace.tidyhq.com) (it's an externally hosted & maintained system). Once you're logged in, it should bring up a page with a big (pixelated) copy of our logo and not much else. 2. Click on the little square in the top RH corner that has your initials. If you have admin access, it will include in the dropdown a link to the dashboard. Click that. That should bring up the admin dashboard. ## Verification of a Member's details 1. Click on `Contacts` on the LH navigation list. It'll bring up a page with a few names on it, starting with the THQ account itself. 2. Type some part of the member's name into the `Name, Phone, ID, ...` field and hit return. It should bring up a short list of names (likely only one). Click on the relevant person (the underlined actual name). 3. Check that in the `Groups` box is included `Current Members`. You should also see an `Active` membership in the list below that. 4. If you're setting up a member's RFID: - In the page that comes up there is a `Contact Details` block that includes an `ID Number`. You'll need that ID number to give to the door controller. - Keep that page open - you'll need to go back to it to provide the RFID number when you've allocated and confirmed it. ## Extracting from TidyHQ When exporting member lists from TidyHQ to update the door controller or get membership counts: 1. Log in to TidyHQ (https://hobarthackerspace.tidyhq.com/. as a user with admin rights 2. Go to the Admin dashboard 3. Select `Memberships` >> `Reports` 4. Next to `Membership level`, select `All` 5. Click `Options` and select fifteen (15) fields: - First col - Membership Level - Contact - Contact ID - Start Date - End Date - Status - Registered - Second col - First Name - Last Name - Nickname - Contact Email - Third col - Phone - Fourth col - (none) - Last col - RFID Tag - Door access only - Member badge issued 6. Click `Search` then sort by End Date descending 7. Click `Export CSV` and save to the `Members` directory. - If you have a replica of the Committee OneDrive folder, this is a single step process. - Otherwise, export it to you local storage and then upload to the OneDrive folder (see below). 8. Adjust the file name if necessary. 9. Move the previous dated CSV to the `Archive` directory. ## Monthly membership stats reporting 1. The files for this are stored within [the `Members` directory in the Committee area of our Microsoft365 OneDrive store](https://hobarthackerspace.sharepoint.com/:f:/r/sites/Committee/Shared%20Documents/Members?csf=1&web=1&e=2xMyNv). - This is within the Committee share, and you have to be logged in to modify or create files in this directory. 1. Open the most recent (last month's?) `memberships_<date>.xlsx` file and save with the current date. 1. Move the old one to the Archive sub-folder. 1. Open the CSV file exported from TidyHQ with Excel. - Allow the leading zero conversion to take place. - As a sanity check, you should have 16 cols (`A`-`P`) and over 200 rows. 1. On the CSV spreadsheet, copy all columns with data (but no more). Include the headings. 1. On the new `.xlsx` spreadsheet click in cell `A1` and paste using `Paste values` - This should populate the spreadsheet with the current values and update the "Membership counts" table in the top right corner. 1. Ensure that the page layout includes just the "Membership counts" table, then either: - Print to PDF or - Select the "Membership counts" table and `Save as` a PDF. ## Processing to update door system The TidyHQ CSV can be processed by a simple Python script (thq2db.py), to create both: - a current local SQLite database and - a file for Mailchimp. This script is in the [`THQ2DB` subdirectory of the Members directory]([THQ2DB](https://hobarthackerspace.sharepoint.com/:f:/s/Committee/IgDhDPePyYpJT4Z_n8PSV8nAAQTG1O_3m7K_xy7R9lxFht8?e=YXe0fs)) Note that that script requires both the `uv` package manager and a recent version of Python (≥3.13) installed — see the associated `read_me.pdf`. You still have to manually export the new database to the Door Controller: ``` bash scp -P 8386 ./xxx.db [email protected]:~/AccessController/ ``` ## Mailchimp mailing lists The python script mentioned above produces a Mailchimp-compatible CSV file. Use that to import to Mailchimp, and assign a suitable tag to the imported records. Date (or month) works well.