Overview

The Memberships page is where your unit keeps track of who has joined your PTA. An accurate member list matters: it supports your compliance reporting, voting eligibility, and communications.

Membership records are organized by School Year (term), so you can see your current members and look back at past years too.

You have a few ways to build your list. You can add members one at a time, import a whole group from a spreadsheet, or have them sync in automatically if your unit sells memberships on FutureFund.

Open Memberships from the navigation bar under your unit’s name.

Finding a Member

At the top of the list you have two tools:

• Search — type a first name, last name, or email address.
• School Year — switch between terms.

Both stick for about an hour, so stepping away and coming back doesn’t lose your place.

The Member Details You Track

Each membership record holds these fields:

• First Name (required)
• Last Name (required)
• Email (optional)
• Phone (optional)
• Member Since — the date the person first became a member. This can be earlier than the current school year.
• Joined On — the date they joined for this school year.
• School Year — the term the membership belongs to.

There is no “membership type” to choose. You simply record the person’s name and contact details for the school year.

Adding a Member by Hand

1. From your unit, open the Memberships page.
2. Click Actions, then Add Member.
3. Fill in the first name and last name (these are required), and add the email and phone if you have them.
4. Pick the School Year, and adjust the Member Since and Joined On dates if needed (they default to today).
5. Click to save. The new member appears in your list right away.

Importing Members from a Spreadsheet

If you already have a list of members, you can upload them all at once. The import uses a fixed set of columns, so the easiest path is to start from our template.

1. On the Memberships page, click Actions, then Import Members.
2. Click Download Template to get a ready-made CSV file.
3. Fill in one row per member. Keep the column headings exactly as they are:
   • first_name
   • last_name
   • email (optional)
   • phone (optional)
   • member_since
   • joined_on
4. Save the file as a CSV. That’s what the template is and what the upload field expects.
5. Back on the Import Members page, choose the School Year for these members.
6. Select your file and click Import.

Dates work best in YYYY-MM-DD form, as shown in the example on the import page.

Every row becomes a member. Each row in your file is added as a member of the school year you pick. The import doesn’t check for people who are already on your list, so a person who appears twice in the file, or who is already a member for that year, is added again. Only include the people you want to add.

If a Row Has a Problem

The import is all or nothing. If any row has a problem (for example, a missing first or last name, or a date that is not valid), nothing from the file is imported. You’ll see “Records could not be imported due to errors in the imported file:” followed by each row that had trouble, its line number, and what went wrong.

Fix those rows in your spreadsheet and upload the whole file again. Because nothing was imported the first time, uploading again won’t create duplicates.

If the whole file cannot be read, you will see a message asking you to upload a properly formatted file.

Importing from TOTEM

If your unit collects memberships through TOTEM, you can export your members from TOTEM and import them here. Before you upload:

1. Filter your TOTEM export to this year’s active members. Every row in the file is added as a member of the school year you pick, so leave out past members, expired memberships, and anyone you’ve already added for this year.
2. Match the template’s columns. Copy your data into the template, or rename your columns to first_name, last_name, email, phone, member_since and joined_on. Delete any other columns.
3. Save it as a CSV and import it as described above.

Removing a Member

To delete a member record:

1. On the Memberships page, find the member and click View.
2. Click Delete.
3. Confirm when asked “Are you sure you want to delete this membership?”

Members are deleted one at a time. The Edit button next to Delete lets you correct a member’s details instead.

If you don’t see Delete, either your access doesn’t allow changes to your unit’s records, or the member came from FutureFund (see below).

Exporting Your Member List

To download your current list, click Actions, then Export Members. The download respects the school year and search you have applied, so you can export just the slice you’re looking at.

Members Synced from FutureFund (Read-Only)

If your unit sells memberships through FutureFund (our fundraising and selling platform), those members flow into FutureFund Connect automatically. This saves your treasurer from entering anyone by hand.

Important: while your unit is connected to FutureFund, your member list is read-only here. The Add Member and Import Members options are removed from the Actions menu, and individual synced members cannot be edited or deleted on this page. To make changes, update the member in FutureFund and the change will sync back overnight.

You can still Export Members at any time.

There is nothing to set up and nothing to manage — the connection is made and maintained automatically. For the full picture, see Connecting Your Unit to FutureFund (Membership Sync).

Managing Members Through the API

If your unit uses an outside membership system, you can keep FutureFund Connect in sync through our API. This is a technical feature, so you may want a developer’s help.

• Authentication: include your API key in an X-API-Key header (or as Authorization: Bearer <key>).
• Endpoint: member records live under /api/v1/units/:unit_id/memberships. You can list and create members there, and view, update, or remove an individual member by its record.
• Supporting endpoints: /api/v1/units lists the units you have access to, and /api/v1/terms lists the school years you’ll need ids for.
• The fields available through the API are first name, last name, email, phone, and the school year (term).
• Full documentation, including your API key and example requests, lives on the Developer Center page in Connect (Account → API Documentation).

Tips

• Import your members early in the school year and update the list as new members join, so your roster is ready when you need it for compliance.
• Always keep the template’s column headings exactly as provided, or the import may not match the fields.
• Only import a file once. Importing the same file again adds everyone a second time.
• Export your list at the end of each school year as a simple backup for your unit’s records.
• If your unit is connected to FutureFund, you do not need to import members here. They will appear on their own.