Structure and Clarity for Member Data
Overview of the problem, existing capabilities, and our new solution for association staff.
Transforming How Associations Manage Their People
Engagifii helps associations manage people and positions reflecting real-world organizational structures. Previously, alphabetical lists made it challenging for administrators to quickly find critical roles like board chairs or executive directors, leading to excessive scrolling and inefficiency.
Our new Position Hierarchy Management feature solves this by enabling customers to define, filter, and sort based on their actual organizational hierarchy.
Essential Terms to Know
Key terms for this presentation:
Key Position
A designated role, marked as important for sorting and filtering. Critical for organizational decision-making.
Position Hierarchy
A ranked order of positions that mirrors your association's actual organizational structure, enabling meaningful sorting.
Key Organizational Users
System-generated roles (e.g., MOLs, Billing Contacts) with specific permissions to perform essential tasks for others.
Workspace Defaults vs. User Preferences
Defaults ensure consistency across the workspace. User preferences are remembered for personal convenience and efficiency across organizations.
The Challenge Our Customers Face
Customer feedback highlighted critical pain points hindering association efficiency:
Alphabetical Lists Don't Reflect Reality
Decision-making follows organizational hierarchy, not alphabetical order.
Time Wasted on Administrative Tasks
Staff wasted valuable time searching long lists for key roles.
Context-Dependent Role Visibility
No system supported specific role visibility for different situations (e.g., board chairs vs. operations clerks).
No Filtering or Reordering Options
Users lacked quick ways to filter or reorder critical positions based on priorities.
"We needed a way to see our board chair and commissioners first, not buried in an alphabetical list after dozens of other names."
— Association Administrator
These issues hindered administrative tasks, complicated event management, and reduced confidence in data.
Current Engagifii Capabilities
Engagifii already offers features to effectively manage member data:
Alphabetical Sorting
Basic organization by first or last name for smaller member lists.
Key Contacts Tab
Dedicated section for Member Organization Leads (MOLs) and Billing Contacts.
Role-Based Permissions
Automatic system access for MOLs and Billing Contacts.
While organizations like ACCG have successfully used these features, growing complexity reveals their limitations. The current system serves basic member management but struggles with deeper, role-based hierarchies.
Why an Upgrade Was Essential
As customer needs evolved, the existing system's limitations became clear, failing to support modern association management requirements:
No Position Ranking
Unable to establish meaningful hierarchies or distinguish key roles (e.g., Board Chairs) from general members.
Limited Key Role Viewing
No isolated view for key positions, requiring manual scanning of comprehensive member lists.
Inefficient Bulk Management
Lack of tools for bulk updates, hindering efficient position management for large organizations.
Inflexible Terminology
The fixed "Key Contacts" tab name caused confusion and reduced system adoption.
Introducing Position Hierarchy Management
Our new feature transforms how associations structure and access member data, offering unprecedented flexibility and control:
Mark Positions as Key
Identify critical roles for operations and decision-making.
Flexible Ranking System
Reorder positions via drag-and-drop, arrows, or direct rank entry.
Bulk Upload Capability
Manage large position lists efficiently via spreadsheet uploads.
Hierarchy Sorting Toggle
Enable system-wide hierarchy-based sorting at the workspace level.
Customizable Users Tab
Rename "Key Contacts" to reflect your organization's terminology.
Advanced Filtering Options
Filter by key, non-key, or term (current, past, upcoming) positions.
Persistent User Preferences
Your chosen view and sorting preferences follow you across all organizations.
Managing Positions Made Simple
Streamlined position management with powerful, intuitive tools:
Core Features:
- Add or update positions
- Mark positions as "key"
- Enable/disable positions for visibility
- Rank positions: drag-and-drop or numerical entry
- Bulk upload for large organizational structures
The new Enable Position Hierarchy Sorting toggle unlocks hierarchy-based sorting across your entire workspace, transforming data interaction.
This centralized approach ensures your established position hierarchy automatically applies across the system, eliminating repetitive configuration.
Workspace-Wide Settings Integration
Position Hierarchy Management seamlessly integrates with existing workspace settings for system-wide consistency.
New Sorting Options
Find two new sorting options under General Settings → Relationships that leverage your position hierarchy:
Position Hierarchy + First Name
Sorts by position ranking, then alphabetically by first name.
Position Hierarchy + Last Name
Sorts by position ranking, then alphabetically by last name.
Dynamic Option Display
These sorting options are hidden until hierarchy sorting is enabled. This ensures:
- Only relevant choices are visible
- A clean and uncluttered interface
- No confusion for users
Enhanced Key Organizational Users
Beyond a name change, this reimagines how you manage critical system roles.
Customizable Tab Names
Rename tabs to match your organization's specific terminology (e.g., "Leadership Team").
System-Defined Roles
MOLs and Billing Contacts retain uneditable system permissions for consistency and security.
Additional Role Assignment
Assign expanded permissions via additional roles without altering core system functions.
Why This Matters
This approach offers customization for diverse leadership structures while preserving essential system functions and reliability.
Unalterable MOL and Billing Contact permissions secure critical functions like billing and administration across all user modifications.
Streamlined Organization People Tab
The Organization People Tab is now a powerful, customizable view, adapting to your specific needs.
Advanced Filtering
Comprehensive options: all, key, non-key, or term-based positions (current, past, upcoming). Get exactly the data you need.
Key Position Sorting
Sort key positions for a laser-focused view of important roles, improving decision-making.
Persistent Preferences
Filtering and sorting preferences automatically persist across organizations, ensuring a consistent experience.
Impact
These enhancements ensure you see the right people in the right order for board meetings, event logistics, or administrative tasks.
Persistent preferences are valuable for staff working across multiple organizations, eliminating repetitive view configurations.
"Finally, a system that thinks the way we think about our organization."
Seamless Transition from Current Features
This upgrade enhances existing capabilities and preserves current functionality. It's an evolution, not a revolution.
Before
Basic alphabetical sorting; limited flexibility.
Transition
All data, permissions, and configurations remain intact.
After
New flexibility and control; all previous functionality retained.
Organizations can maintain current practices and adopt enhanced features at their own pace.
Transformative Benefits
Position Hierarchy Management significantly enhances member data management, creating value beyond basic sorting capabilities.
Operational Efficiency
Quickly locate key roles. Staff save 5-10 minutes per search, compounding to hours weekly.
Organizational Accuracy
Reflect your real-world hierarchy, aligning data presentation with your association's operations and decisions.
Customization
Rename tabs, filter views, and define key positions to match your unique organizational structure.
Time Savings
Bulk management and user preferences eliminate repetitive work, freeing staff for strategic initiatives.
Scalability
The system adapts to increasingly complex organizational structures as your association grows, without reconfiguration.
The Future of Association Management
Work Smarter, Not Harder
Position Hierarchy Management fundamentally shifts how associations view and manage member data. Engagifii connects crucial roles with daily hierarchies, boosting organizational efficiency and clarity.
This system goes beyond sorting; it's designed to think, work, and grow seamlessly with your association.
Ready to Transform Your Data Management?
Modernize member management while respecting your existing workflows and data structures built over years of successful operation.
Questions or Feedback?
Contact our support team for personalized assistance with implementation and customization.
Position Hierarchy Management