Use this checklist at the start of each term to make sure your chapter's Vault account up-to-date and ready for the upcoming term.
□ Remove alumni and other non-returning members
• If updates are made in Vault: Chapter> Update Member Status
• If updates are made outside of Vault: Updates will need to be made in your (Inter)National
Headquarters database and they will automatically import into Vault
□ Make sure last term’s initiated members have an Initiated (or equivalent)
membership status.
• If updates are made in Vault: Chapter> Update Member Status
• If updates are made outside of Vault: Updates will need to be made in your (Inter)National
Headquarters database and they will automatically import into Vault
□ Add new members
• If updates are made in Vault: Chapter> Add New Members
• If updates are made outside of Vault: Updates will need to be made in your (Inter)National
Headquarters database and they will automatically import into Vault
□ Update officers
• Chapter> Officers
□ Update Vault user access
• Power Icon (looks like a gear)> Vault Users
□ Give non-returning members an Inactive Billing Status
• Billing> Update Billing Status
▪ If you’ve already updated all member statuses, try this shortcut: Billing> Review Member
Roster and Billing Roster Discrepancies
□ Update Billing Groups
• Billing> Update Billing Groups
□ Assign new members to a billing group
• Billing> Assign Members Without Billing Groups
□ Confirm the upcoming term’s billing is setup AND correct
• Billing> Billing Overview
□ Update the statement contact information
• Billing> Update Statement Contact Information
□ Add any missing transactions from last term
• Billing> Add Transactions in Mass OR Add Transactions to a Group
□ Archive old members
• Billing> Archive Members
□ Pay any outstanding bills/invoices
• Bill Pay> Payments
• Use your Officer Purchasing Card to make any virtual payments
□ Update Officer Purchasing Cards
• Bill Pay> Officer Purchasing Cards
□ Review outstanding notifications
• Notification Bell Icon