ADK Salesforce Weekly Recap

The question

Memberships on the Account and the Contact

Three causes, each corrected in production last week. Nothing that already existed was overwritten, and no member was emailed by any of this work.

✓

The household record was not the problem

Every current membership was checked against the household that holds it. The membership status, type and expiration shown on the Account agreed with the underlying membership in every case. The errors were in the membership records themselves.

162 memberships were still carrying the old expiration date

These were renewals paid online since 30 July. The payment was attached to the membership, but the term was never moved forward, so the member still looked lapsed on both records.

Corrected 18 September

What the correction did

162 expirations extended to the term the member paid for.
19 memberships returned to Active from Expired.
57 dues amounts recorded where the paid amount had not been carried onto the membership.
19 renewal records opened for the next term.
No acknowledgement or welcome email was generated.

Family members other than the primary showed nothing on their own record

A family membership was visible on the household and on the primary member, but the other people it covers had nothing on their own Contact.

Corrected 19 September

What the correction did

17,312 coverage rows added across every current membership.
All 4,734 non-primary family members are now covered; none were missed.
Nothing that already existed was changed, and 8 memberships held by a member recorded as deceased were deliberately skipped.
Membership and contact records now also show each child's age-out date.

394 current memberships named no member at all

With no member named, a membership could only ever appear on the household. Most came across that way from the dues history, where iMIS billed the household rather than a person; the rest were entered by hand during renewals, where the field is optional.

Corrected 19 September

How each one was assigned

382 assigned, in this order: the only contact in the household; then the contact named first in the household name; then the person already primary on another current membership; then the only one with an email address.
Contacts recorded as deceased were excluded throughout.
Memberships showing on no contact fell from 394 to 20.

What is left: 12 memberships to place

Each belongs to a household with no person on file, two of which are libraries, so there is no contact for the membership to appear on. A further six are held by a member recorded as deceased. Both lists are below, member by member.

Review the two lists ↓

Decision needed

For review

The memberships still to place

Measured in production on 21 September. The first list needs a name from ADK; the second needs a yes to expire. Everything else on the membership is correct — the term, the amount and the household are all as paid.

Twelve memberships with no person on file
Membership	Household	Type	Term ends	Last dues
MEM-39781	Kelly Nolan Household	Family	30 Nov 2026	$70
MEM-47320	Crandall Library	Organization	31 Mar 2027	$50
MEM-47322	SUNY Plattsburgh Feinberg Library — ACQ Dept	Organization	31 Mar 2027	$50
MEM-47877	X Christopher Haessly Household	Family	30 Sep 2026	$70
MEM-580612	Christopher and Ursula Gallagher Household	Family	31 Mar 2027	—
MEM-594299	Barney Rubenstein Household	Family	31 Dec 2026	—
MEM-1049114	Christopher Rokos Family Household	Family	31 Oct 2026	$70
MEM-1049115	Harry Richard Household	Family	31 Dec 2026	$70
MEM-1049330	Mary-Elizabeth Sharrow Household	Family	31 May 2027	$70
MEM-1049565	Daniel Duffy Household	Family	31 Aug 2027	$70
MEM-1049672	Jeff & Elise Sanford Household	Family Life	31 Dec 2099	$1,950
MEM-1050083	No household on the record — renewal entered 5 September	Senior	31 Oct 2027	$45

What I need: the name and email address of the member who holds each one, and for the two libraries the staff contact the membership should sit with. I will create the contact and attach the membership; nothing about the paid term changes. Eleven came across from the iMIS dues history, where the dues were billed to the household rather than to a person, so no individual ever arrived with them.

Six memberships held by a member recorded as deceased
Membership	Household	Type	Term ends
MEM-33309	Robert Miller Household	Senior	30 Nov 2026
MEM-51224	John Cleary Household	Adult	31 Jan 2027
MEM-51307	Robert Lowenfels Household	Senior	31 Aug 2026
MEM-1048369	Nicholas H. Thisse Household	Adult	30 Sep 2026
MEM-1048779	Ms. Nancy E. Bunting Household	Adult	31 Oct 2026
MEM-1049092	Anthony Sullivan Household	Adult	31 Dec 2026

What I need: a yes to expire these six, or the name of the surviving household member the membership should move to. Until then each one counts as current and the household still receives renewal notices.

Why new ones keep appearing

The member field on a membership is editable but not required, so a renewal entered by hand can be saved without one — two more arrived in the last two days and I am attaching those myself. I recommend making the field required on the membership page so the list does not rebuild itself.

Also completed

Delivered last week

Four further pieces of work went into production between 14 and 19 September.

Life members

Done

Every life member in the iMIS export is now a life member in Salesforce: 465 life memberships added and 2 corrected, all reading 12/31/2099, across 467 households.

New rows were added rather than retyping the last annual term, so each household keeps the record of the year it last paid.

Historic gift detail

Done

26,190 gifts were filled in with their batch number, outreach source code and fund from the iMIS export, and 2,242 fund designations were added where none existed.

Blanks were filled only. Nothing already recorded was overwritten, and no record failed to load.

Member lookup at the High Peaks Information Center

Live 17 September

A staff sign-in now lasts eight hours instead of thirty minutes and survives the screen going to sleep or the page being reloaded.

A sign-out button was added to the header for shared front-desk machines.

Family membership coverage

Live 17 September

Membership and contact records now list who a family membership covers, with each child's age-out date, so staff can see at a glance which people a single membership entitles.

This is what the 19 September backfill then populated for the whole membership.

Acknowledgement letters

The 2026 templates are already in place

The three 2026 Unrestricted templates — Member over $500, Member over $5,000 and Non-Member under $500 — are the files the acknowledgement letter has been built from since 11 September. The letter decides everything below from the gift and the household, so one letter covers the whole set.

The tribute, IRA and donor-advised sentences print only on the gifts they apply to, and combine when more than one applies. Please send the Member under $500 file so the set is complete, and confirm whether any of the four changed after 8 September.

Membership block Printed when the household holds a membership

Giving tier Timberline, Summit or High Peaks, whichever the gift or the giving history earns

Signature $5,000 and above signed by the Executive Director, otherwise the Sr. Director of Development

Closing sentence Membership benefits wording for members, no-goods-or-services for everyone else

One decision: how an acknowledgement should be sent

Today a new donation marked To Be Sent is emailed immediately, and the record stays marked To Be Sent — so it remains in the acknowledgement queue and can be sent a second time.

Decision needed

The two options

Recommended — keep the immediate email and have it stamp the record as sent, so the gift leaves the queue. The queue then covers printed letters and anything the automatic send does not pick up.
Or stop the automatic send entirely and have staff send everything from the queue.
Either way, the first production test is run with sending suppressed unless delivery is explicitly approved.

Certifications

Built and waiting on four calls

Salesforce holds 2,395 certification records covering 720 people, with the original iMIS paperwork on 2,382 of them. What did not come across were the individual course completions from the 2024–25 program.

No member shows an Outing & Trip Leader level today

One of the missing courses is Guide Comprehension, and because no one is recorded as having taken it, the ladder has nothing to stand on. It is built and working; it is waiting on a rung that was never migrated.

What the update does

Ready to run

1,847 existing records gain the date the credential was earned. 822 missing completions are added, most of them Guide Comprehension. 197 people gain a leader level the moment it runs.

No new fields and no new structure. Expirations and statuses on existing records are left exactly as they are.

The four calls

Decision needed

Whether annual Sexual Harassment Prevention currency should gate the leader level; how to treat 13 people the ladder rates above their iMIS award; whether co-leader training stays required at Level 2; and confirmation that the nightly recalculation is switched on with the load.

My recommendation on all four is to keep the ladder exactly as built and let the gaps stand as the compliance list. The names behind each will follow separately.

Still in progress

Carried into this week

Known, measured and being worked. None of these affects how a membership now reads on the Account or the Contact.

Paid membership payments not yet attached to a membership

Payments taken online that produced no link to the member's membership record. Each has to be matched before the term can be set.

Join-form memberships with a one-month or missing term

Fourteen carry a term that ends at the wrong month-end and thirteen are still sitting in a pending state.

Members whose email address is being rejected, so no email from Salesforce reaches them

Each of these addresses has been refused by the receiving mail server, and Salesforce then stops sending to that member altogether — a welcome, a renewal thank-you and an acknowledgement all go nowhere, with nothing on the record to show it. Forty-two of the forty-three hold a current membership. Two members who joined in the past two days are affected, and the same thing would happen quietly to the next one.

Several of the addresses look like typing errors in the original data rather than closed mailboxes: one ends in icould.com, one is missing the first letter, and one is spelled against a different surname. Retyping an address both restores delivery and lifts the block in a single edit, so the correction sits with whoever knows the right spelling. I have the full list of forty-three ready to send in whatever form is easiest to work through, and a guard is prepared on the membership email so a rejected address is skipped cleanly rather than failing.

Age 18

Children stay listed as covered past their eighteenth birthday

The nightly job that ends coverage at 18 is built and not switched on, because that is ADK's call. I recommend switching it on.

What I need

Five decisions

1. Acknowledgements — the automatic send stamps the record as sent, or staff send everything from the queue.
2. The twelve memberships with no person on file, and the six held by members recorded as deceased — both listed above.
3. Whether coverage for children ends automatically at 18.
4. The four certification calls, with the names behind each to follow.
5. The forty-three rejected email addresses — who corrects them, and whether the two members affected in the past two days are sent their welcome once the address is right.