Membership Card Hardcopy Create and Print (bulk)

The target audience for this procedure is the Membership Chair and committee members.

The membership committee produces hardcopy membership cards on a monthly basis for new and returning members and annually during the renewal period, 1 July to 30 September, for renewing members.  Printed cards are displayed on the back table by the Membership Committee at the monthly meeting, and are otherwise available in the Guild workshop during normal operating hours with help from the duty monitor.

This procedure describes the online website entitlements, tools, source documents, and tasks necessary to print hardcopy membership cards.  Members can self-service print their own cards online at this address: https://hcwg.org/membershipbadge/.

Entitlements

Membership Committee members must have the following two adjustments made to their WP user settings performed by the WP Administrator.

This section is for the HCWG Webmaster in support of the Membership Committee.  The items in this section are for the Membership Committee members information.

1. Must be a member of the WP-Members “Membership Committee” group.
2. Must have the custom WP User capability – Committee Chair.

Tools and Skills

1. Browser access to the guild website.
2. A personal computer with Microsoft Office or O365 or MS Excel and Word.
3. A color inject printer.
4. Ability to navigate in the WP Admin view of the HCWG website.
5. Ability to perform minimal edits in MS Excel.
6. Ability to perform a document Merge operation in MS Word.
7. Ability to print to card stock weight paper product with business card dimension pre-perforated.

Source Documents

1. Avery Matte Ivory Business Card product #8876, 10 cards per sheet, 20 sheets per pack.
   1. https://a.co/d/dW5KJD1 (Amazon, $20.64 11/11/2025)
   2. Arrange with Guild Treasurer to order quantity as needed.
   3. Maintain an inventory of 300 or more cards in the month before membership renewal, normally June.
2. Membership Template files: https://hcwg.org/bodfiles/#elf_l1_Rm9ybXMvTWVtYmVyc2hpcA
   1. MS Excel Sample Export File.
   2. MS Word Membership Card template file for the current fiscal year.

Tasks

1. View the PrintMembershipCards report.
2. Export the number of rows displayed when viewing the above specified report.  Look for the export button located at the top of the listing on toward the left side of the rows of buttons.
   1. Which export button?
      This one:
      
   2. Columns to export and their sequence (needs to be set the first time per individual performing this task):
      – User ID
      – user_email
      – Last Name
      – First Name
      – Mem_Stat
      – Position
      – Date Joined
3. Edit the CSV file using Microsoft Excel, save as XLXS file.
4. Sort the rows by Last Name then First Name, including related columns.
5. Append as the last column, the years of membership column.
   1. Column Name: YrsMem
   2. Formula in the first data row: =YEARFRAC(G2,TODAY(),1)
   3. Format the cell as number with zero decimals.  Should display integer only value.
   4. Replicate the formula to the bottom of the list.
6. Ensure that each member’s Position column has one entry and is not blank.
   1. The member’s most prominent position should be selected.  
      For example, David Knipfer is both President and Volunteer Coordinator.  
      His position as President should be selected.
7. Reformat Date Joined column to display only Month, Day and Year as MM/DD/YYYY.
8. Save all work.
9. Open the MS Word Membership Card Template file for the current fiscal year as provided by the Membership Chair.
   1. Select Mailings menu option and then Select Recipients in the toolbar to bind the template file to the newly exported and edited XLSX data source.
   2. Select to preview results from the current dataset.
      1. Visually verify that the first row of the export file is displayed as card one, and the last row of the export file is displayed in the last card (click the  >|  button).
   3. In the Mail Merge toolbar, scroll data records, check first and last.  Look for format overflow conditions in the badges.
   4. When satisfied, select Finish & Merge from the Mailings toolbar to Edit Individual Documents.
   5. Scroll the cards displayed to view inserted data values. Scroll through the newly created document’s pages while looking for format overflow conditions in the badges.  Make corrections.
   6. When satisfied, safe the new file and move on.
10. My printer prints on page of card stock per print request.  Somewhat time-consuming and repetitive.  Before printing to card stock, trial print to plain paper.
11. Select to print each page of the merged cards to card stock.  
12. Separate along the perforations and alphabetize.
13. Return to the webpage where you exported members and uncheck the check mark for Print Membership Badge.