Self Service User Guide

The following is intended as a guide for members navigating and using My Account, the self-service facility on our web site. This is very much a ‘live document’, as we are learning all the time. Please contact the Membership Secretary should you have any comments or suggestions regarding this document.

For general guidance on using this site, see User Guide to the IOW FHS Website.

Page layouts described relate to a full-page view on a desktop PC. Layouts on other pages will vary and may include a hamburger menu in place of the top menu bar.

Some of the following information has intentionally been replicated elsewhere within our site.

When viewing this document as a download, please ensure that you have the most recent version.

Last updated 7th August 2021

 

Contents:

1.0 Join

1.1 Register

1.2 Complete Submitting your Details

1.3 Your Payment Options

2.0 Log In

2.1 Log In > My Account

2.2 Forgotten your Password?

2.3 Log Out

3.0 My Account > Personal Details

3.1 Your name(s)

3.2 Your Email Address

3.3 Your Password

3.4 Your Postal Address

3.5 Your Telephone Number(s)

4.0 My Account > My Membership

4.1 My Account > My Membership [where you have no current Membership]

4.2 My Account > My Membership [where you have an Active Membership]

4.3 Cancelling Your Membership

4.4 View Membership

4.5 Payment Transactions

4.6 Donations

4.7 Abandoned Payment Transactions

4.8 Changing your Membership Type or Payment Method

4.9 Paying in Advance

5.0 My Account > Membership History

6.0 My Account > My Surname Interests

6.1 Add an Entry

6.2 Edit an Entry

6.3 Delete an Entry

6.4 Surname

6.5 County

6.6 Parish(es)

6.7 Century/Centuries

6.8 One Name Study?

 

7.0 My Account > Ticket Orders

8.0 My Account > Communication Preferences

8.1 Consent to Publish Personal Information

8.2 Consent to Disclose Personal Information to Members

9.0 Troubleshooting

9.1 Forgotten Password

9.2 Security Warnings

9.3 Missing Emails

 

1.0 Join

The Join button can be found in the top right corner of our Home Page. If this is not in view, try scrolling to the right of the page – it may be hidden from your current view.

Use this button to join us for the first time. If you were previously a member during or since our 2020 subscription year, please first try to Log In by clicking on the Log In tab and use the Forgot Your Password? Facility, entering the email address that you previously gave us. (see 9.1 Forgotten Password below).

Click on the Join button and you will be taken to our Memberships page, displaying information about our membership types and subscription rates. Click on the membership of your choice to be taken to the Register page.

 

1.1 Register

To register, enter your name, email address, and password of your choice, and click on the Register button. If the email address is ringed in red with the caption “This email has already been taken” then we may already have your details on our membership database. Try to Log In (see 2.0 Log In below) or contact the Membership Secretary for assistance.

By registering you are creating a membership record in our database but are not yet committing to subscribing to a membership. There are no benefits to registering and not subscribing, but you do need to be registered to purchase a membership.

 

1.2 Complete Submitting your Details

On the next page we will confirm the membership that you have selected and ask you to provide more information.

You can now leave our site and come back at any time by logging in using your email address and password. When you do log in again you will be returned to this page to complete submitting your details.

Personal Details: For help in completing this information see 3.0 My Account > Personal Details below.

Use of your Personal Information: For help selecting the appropriate consent see 8.0 Communication Consents below.

 

1.3 Your Payment Options

You can now choose to add a donation (optional). See 4.6 Donations below.

Select your payment method (for debit and credit card payment select PayPal) and click on Continue.

If you have selected to pay by PayPal or by Debit or Credit Card you will be directed to the PayPal Log In page. After making payment your membership will be automatically activated and you will have access to the member’s only areas of our web site. An automated email will also be sent to your registered email address. If you do not receive the email you may have to adjust your spam settings, see 9.3 Missing Emails below.

If you have selected a payment method other than PayPal, the page will change to display a message similar to that shown below, telling you what to do next.

 

** Despite the caption “That’s everything” (in the process of being changed) you will not have completed payment for your membership **

An automated email will also be sent to your registered email address, which will replicate the information displayed on this page. If you do not receive the email you may have to adjust your spam settings, see 9.3 Missing Emails below, but you do not need to receive the email to complete the payment process.

Your membership will be activated manually by us once your payment is received and you will receive another automated email.

For full details of all payment methods see our Paying for your Subscription page.

 

 

2.0 Log In

The Log In button can be found in the top right corner of our Home Page. If this is not in view, try scrolling to the right of the page – it may be hidden from your current view.

You will need to enter the email address that you have registered with us, or we have been using to communicate with you, along with a password of your choice. 

If you have not registered with us, please do not try to log in. Only valid registered email addresses will be recognised. Please use the Join button in the top right corner of our Home Page. See 1.0 Join above.

If you were a member during our 2020 year and think that you may already be registered under a different email address, please DO NOT attempt to re-register, as this might create a duplicate record. Please contact the Membership Secretary for assistance.

 

2.1 Log In > My Account

The My Account button will now appear in place of the Register and Log In buttons. Click on this and a menu will reveal with your (or the name of the main member) displayed at the top. 

 

2.2 Forgotten Your Password?

If you have forgotten your password or have not yet set one, click on the Forgot Your Password? button. See 9.1 Forgotten Password, below.

 

2.3 Log Out

To Log Out securely, essential when using a shared computer, use the tab on the drop-down menu found under My Account. You may leave the site at any time without logging out, but you will remain logged in for a further 6 hours.

 

3.0 My Account > Personal Details

This section contains your personal information and entry fields for changing your password.

Postal communications and automatic emails will always be addressed to the First Named Member using the details given to us. Members are responsible for ensuring that their details are correct and up to date.

You can change any of these details by overtyping or deleting them and clicking on the Update Details button.  Some information in obligatory and this will be highlighted where appropriate.

You may miss out on your copy of the journal if these changes are made within 14 days of a journal publication date, in which case please let the membership Secretary know. 

3.1 Your Name(s)

Your membership account will be created in the name of the first named member. The additional member’s name is required for voting purposes and so that we know who they are if they communicate with us.

Names should be entered exactly as they are to be used, normally with one forename. For example, Mr Robert William Brown will get postal communications to that full name and emails will be addressed to Robert William.  If you prefer the informality and prefer to be called Bob, enter your details as Mr Bob Brown.

 

3.2 Your Email Address

Should you need to change your registered email address this can be done but you will first need to be logged in under your previous one. If you cannot remember your old email address you should contact the Membership Secretary for assistance.

We are not able to hold more than one email address for each membership.

 

3.3 Your Password

You can set a password of your choice (must be 8 characters or more) and it is suggested that you use a mix of letters, numbers and characters to make your password more secure.

 

3.4 Your Postal Address 

Please enter your Postal Town and Postcode (correctly spaced) in capitals, to assist us when addressing any postal communications.

 

3.5 Your Telephone Number(s)

Where you are resident in the UK we ask for a phone number as a means of contact. This can only be viewed by selected Committee members and will never be shared with anyone else without your permission. We will never cold call you and would only use the telephone as a last resort – often this is to provide 1:1 help with our web site.

 

4.0 My Account > My Membership

When you click on this menu option what follows is dependent on whether you have a current active membership or not. This section covers both circumstances.

 

4.1 My Account > My Membership (where you have no current Membership)

If you have not previously had membership with us (on this new database) the display will be as below.

To subscribe, click on the Subscribe button and follow the process. You will be taken to our Membership Page. Click on the membership of your choice. You will now be asked to complete submitting your details (if you have not already done so) and then to select a payment option. See 1.2 Complete Submitting your Details and 1.3 Your Payment Options above.

You will need to contact the membership Secretary if the Subscribe button is not displayed so that this can be re-set.

 

If your previous or last membership has expired the display will be as below.

To re-subscribe, click on the Renew Membership button and follow the process. You will be asked to select a payment option for your previous membership type. See 1.3 Your Payment Options above.

To change your membership type or the selected payment method you will need to contact the Membership Secretary. See 4.8 Changing your Membership type or Payment Method below.

You will also need to contact the membership Secretary if the Renew Membership button is not displayed so that this can be re-set.

 

4.2 My Account > My Membership [where you have an Active Membership]

Here is displayed details of your current membership. 

The membership status shown as Active (in green) and whether it is due to be renewed (Renewal On) for the next year also in green. Renewal On does not mean that it will be paid automatically just that, on 1st November next, a new membership will be displayed for you to purchase.

Your Membership Number is also displayed, along with the start and end dates of your existing membership.

 

4.3 Cancelling Your Membership

There is a button for you to Cancel Membership. If you use the Cancel Membership button this will cancel your membership from the end of the current membership period. The renewal button will be reset to Renewal Off. You will receive a confirmation email.

If you wish to cancel with immediate effect, please contact the Membership Secretary.

Any Surname Interests that you have submitted will remain on the database until the end of the current membership period and be included in any search results. If you do not want this to happen you must manually delete the entries from your account.

If you cancel your membership in error or change your mind, simply use the Resubscribe button. This will have been generated when you cancelled. If you are still in the same membership year there will be nothing else to pay, simply continue to enjoy your membership.

You will need to contact the Membership Secretary if you have missed any paper journals during the intervening period.

 

4.4 View Membership

Click on your membership and you will see information about your payments for that subscription. You can also find your membership number here. See 4.5 Payment Transactions below for more information.

If your current membership is set to renew and it is past 1st November a Renew Membership button will be displayed. Click on this and you will be taken to the payment page. From here you will be able to pay immediately using your PayPal account, or by debit or credit card as a Guest PayPal user. 

For all other payment methods of you will be able to tell us how you are going to pay and then be directed to our Membership Information page for further payment instructions

** We do not automatically request payment and members will have to instruct their bank accordingly **

If the Renew Membership button is not displayed it will be for one of the following reasons:

  • Your membership for the coming year has already been paid (so should show as Active);
  • You have already started the payment process but left the page before completing it (will show as Pending – see 4.7 Abandoned Payment Transactions below); or
  • You have cancelled your membership.

 

4.5 Payment Transactions

Payment Transactions are created through either a member starting the process of purchasing a membership, or a payment being added by an Admin. Although transactions can be amended by us, they cannot be deleted. 

Transactions are attached to the membership year during which they are made and can be viewed through either My Membership or through Membership History. Click on the relevant membership period and all transactions will be listed (see screenshot in 4.4 above). 

As we start collecting subscriptions from the 1st November each year, any payments received up to 31st December will be displayed under the coming year, so bear this in mind when searching for transactions, i.e. transactions recorded between 1st November 2020 and 31st October 2021 will all relate to the 2021 membership year and will be found there.

If you were a member prior to 1st November 2020 the date displayed is not the payment date. The example above shows payment by Standing Order. In November each year, if we know to expect payment by this method, a Pending Transaction will be created, and your membership also set to Pending. This is designed to prevent members from paying twice in error.

 

Transaction details:

The following information can be found within the transaction records. Note that for the 2020 membership year payment methods may be recorded differently and dates shown incorrectly. Please contact the Membership Secretary for any clarification.

Membership Type:  UK, eJournal, European Union (2021 year only), Rest of World Membership – indicates the membership type purchased. 

Payment Method:  PayPal, Bank Transfer, Standing Order, Cheque/Cash – How the payment was or will be made.

Status: Four types of transaction status are currently in use:

    • Completed – Indicates that payment has been completed allowing for the membership to be activated.
    • Pending – Payment is awaited (such as a bank payment being processed or cheque in the post). This status will often display if a PayPal transaction is abandoned (see 4.7 Abandoned Payment Transactions below).
    • Cancelled – Indicates where we have cancelled a transaction. The reason for the cancellation will not be displayed.
    • Refunded – where we have refunded a payment the amount will show as £0.00 (zero). No other details will be displayed.

Amount: This will be the subscription rate relating to the selected membership type unless the amount has been refunded. 

Date Created: This is the date the transaction was created. Note that it may be several months in advance of us receiving payment. 

(Date) Completed: This is the date we have shown payment as being received (for bank and PayPal payments) or processed by us (for cash and cheques). Payment is deemed to be complete and the membership activated. 

 

4.6 Donations

Members can make donations to The Society by either:

  • Adding a donation amount when they pay for their membership,
  • Using the PayPal ‘Donate’ tab at the bottom of our home page, or 
  • Where they have made an overpayment, asking for it to be taken as a donation.

Donations are recorded against each member’s account but are not visible when viewing payment transactions within My Account. For donations of £10 or more, members will receive a confirmation email in acknowledgement. For amounts under £10 acknowledgement will be sent on request.

We are not a registered charity so are unable to Gift Aid donations.

 

4.7 Abandoned Payment Transactions

We are aware of an issue where an existing or joining member does not complete the purchase process, they are unable to recommence that process or make a change to the selected membership type. Where this occurs the transaction and the membership may be displayed as Pending. 

Please contact the Membership Secretary, who will make the necessary changes for you to continue with your purchase.

 

4.8 Changing your Membership Type or Payment Method

At present it is not possible for members to change their membership type or (once the payment process has been started) elected method of payment. 

Please contact the Membership Secretary, who will make the necessary changes for you. 

Memberships are best changed before they are due to start. Once your membership has started you may be asked to pay for any increase in your subscription charges and no credits are not given for any reduced subscriptions.

 

4.9 Paying Your Subscription in Advance

There is no automated process to pay several years in advance. To pay:

  • Make a payment totalling the correct number of subscriptions you are paying for (maximum of 3 years), either by bank transfer, cheque or direct to our PayPal account - payments@isle-of-wight-fhs.co.uk
  • Email the Membership Secretary to advise that you have made the payment and what it is for. 
  • Please note our subscription rates are changing from 1st November 2021. Any advance payment will need to account for this.
  • Your payment will be acknowledged by email or letter but will not show in My Account.
  • Your membership will require manual adjustment by us at the beginning of November, when we begin collecting subscriptions for the coming year. 
     

5.0 My Account > Membership History

Here are displayed details of your past and current memberships (since 1st January 2020). 

Your current membership should show as Active.

If the latest membership shows as Lapsed, then we do not appear to have received any payment from you for that membership year. 

If the latest membership is shown as Pending, then we are expecting a payment from you, such as a Standing Order.

Where possible we have identified Standing Order payments and marked them as such. In all other cases these payments are shown as a Bank Transfer. Please contact the Membership Secretary if your payment has been recorded incorrectly, as this will affect how we process your renewal next year.

Click on a membership and you will be taken to a membership view showing information about your subscription payment for that membership. Please note that if you were a member prior to 1st November 2020 the date displayed is not the payment date and may have been corrupted when the data was imported.

Click on a future membership (this will be displayed after 1st November) and you can view any Pending Transactions or click on the Renew Membership button.

 

6.0 My Account > My Surname Interests

Here are displayed any Surname Interests that you have recorded with us. 

To make use of our Members’ Interests Database you will need to have given consent for your contact details to be shared with other members. You check and change your consent at any time whist logged in, by visiting My Account

You can make add, delete or change any of your entries from this page. 

Please note that only UK places are recorded and that your entries will not be listed in any members’ search results unless you have given the appropriate consent (see 8.0 My Accout > Communication Preferences),

Further information to help you get the most out of searching the Surnames Interests Database can be found from the Members’ Interests Database Page.

 

6.1 Add an Entry

To create a surname entry go to the bottom of your surname list where there is a blank entry. Populate each field (following the guidance in sections 6.4-6.8 below) and click Update. The new surname will now appear in its alphabetical place your list.

6.2 Edit an Entry

To edit an entry change the current details where required and click on Update.

6.3 Delete an Entry

To delete an entry all data fields must be cleared. Clear the free text entry fields (Research Name and Research location) then reset the drop-down options (change County to Select County, Century/Centuries to Select Century and One Name Study? to Select ONS). When you then click on Update the entry will disappear from your list.

6.4 Surname

When adding a surname, you do not need to list variants of each name, as a wildcard search will display variations.

 

6.5 County

Be specific about the County, unless you have a rare surname and there is a risk that other members might pass over your entry.

Only interests within the United Kingdom are listed on our database, so the County options are restricted to that geographic area.

Counties are listed by Chapman Codes, although our drop-down list is not in strict alphabetical order. Please let us know if you are unable to find a particular county.

Hint – The easiest way to find your county is to keep hitting the first letter until yours comes up, for example, for Monmouthshire, keep pressing the M key continually and eventually it will display as ‘(MON) Monmouthshire’.

 

6.6 Parish(es)

Place names are optional and should be as specific as you can be for each entry.

 

6.7 Century/Centuries

As with the County, be specific. Simply stating “All centuries” is not helpful, unless you have a rare surname and there is a risk that other members might pass over your entry.

 

6.8 One Name Study?

If you have conducted a One-Name Study, in the last column, select the appropriate entry from the drop-down list for the surname(s) you have entered.

 

7.0 My Account > Ticket Orders

If you have ordered tickets whilst logged into our site they will be displayed here.

This functionality is currently untested and guidance will be added in the future.

 

8.0 My Account > Communication Preferences

We now have two Communication Preference questions. Prior to 1st November 2020 this was called Personal Consent and members were asked one question.

Members can change their consent at any time from this page.

The consent that you are asked to give relates to the following information:

  • Your membership number
  • Your name(s), and
  • Your contact address (your email and/ postal address)

 

8.1 Consent to Publish Personal Information

By giving your consent we will publish your details in an edition of our quarterly when you first join our Society. This is circulated both in paper and electronic form. Copies of our journal may be shared with other organisations and persons outside of our society membership. 

We will need this consent before publishing any article or notice from you in our journal.

 

8.2 Consent to Disclose Personal Information to Members

We will need this consent before publishing any article or notice from you on member accessed areas of our web site, and to include and surname interests on the database. 

Please Note: The system allows you to give consent to the first question but withhold consent regarding the second, which is counterintuitive. Where you select these two options together we will reset the first question to withheld.

You can find more information about Communication Preferences on our Data Protection page.

 

9.0 Troubleshooting

9.1 Forgotten Password 

If you have forgotten your password use the Reset Password facility. An email link will be sent for you to reset your password. When using this facility please ensure that you enter your registered email address and use the link within 60 minutes. After that time you will need to repeat the process.

 

9.2 Security Warnings

Some members have reported security warnings, which were caused by the security certificate not being applied comprehensively, but the site is secure and you can safely go through the warning to the Advanced button and then follow the link to the site from there. We are currently working to rectify this.

 

9.3 Missing Emails 

Some members have reported that our automated emails are not being received. When you first register to our site or subscribe to a membership certain important messages are generated which can be missed if your mail service identifies them as spam. Please check in your spam/junk mail box. You may need to go into your mail settings and whitelist our email addresses noreply@isle-of-wight-fhs.co.uk and mailer@managedcloudhostingemail.com as safe senders.