How do I find and email my members

Owned by Ann Turner
Last updated: May 31, 2023 by Dawn TerminellaVersion comment
2 min read

A chapter membership roster is probably the most important report chapters rely on for providing member service. There are three member roster reports available on the Membership tab of the Chapter Portal:

  • Full Member Roster - this report includes Active AND Lapsed members of your component in one file.
  • Active Member Roster - this report only shows members of your component with a Member Status of Active.
  • Lapsed Member Roster - this report only shows members of your component with a Member Status of Lapsed.

All three reports display the same information in the results listing.


Data privacy

The Member Rosters are our most extensive report on member data. The majority of the fields on the roster constitute Personally Identifiable Information (PII) for our membership. PII is confidential information and should only be shared with leadership and staff who have a business need to know the specific information in a report. Please edit reports and remove the columns of data that are not needed for a business purpose before you share any data file.  NEVER share a data file with someone outside of component staff or leadership.

Step-by-step guide

  1. Login to the Chapter Portal and select the chapter you want to access.
  2. The Membership tab (the landing tab for a Chapter's Portal page) will show the three member roster reports at the top of the list (see screenshot).
  3. Select the member report you need and a new tab will open with the list of results.
    1. NOTE: these reports are "as of now" reports so they will show the current list of members. 
  4. Use the "Export" button to download the file in Excel or .csv format.
  5. Filter for contacts where the “Do not contact by email” box is "False".
  6. Use list of results to update email your members.







Get more out of your report

There are very simple things you can do with Excel that can help you look at your data differently. 
Check out our wiki article on Using a pivot table on your member roster!

Video tutorial: Watch this tutorial on how to download and filter a report.

If the report does not download immediately or displays an error, check your browser settings to ensure automatic downloads are enabled.


Report columns

The Full Roster has more than 50 columns of information. A separate wiki page, "Report Columns - What do the different columns mean?" is available for what the specific columns mean and any business rules associated with them.