IMDC Contact Roster Specification and Usage Guidelines

IMDC Contact Roster Specification and Usage Guidelines¹

Contact Roster

The Contact Roster is the IMDC Data of Record².

The Contact Roster information is strictly for use only by IMDC and shall not be provided to or shared with any unauthorized individual or organization.

The Contacts Roster is comprised of profiles of people who have agreed to be contacted by IMDC for the purpose of engaging in ploitcal activities sponsored and supported by IMDC.

IMDC Member APP

Contact Profile Source and Use

The Contact Roster is maintained in the Member App database.

A Contact Profile includes private, personal and propritary information.

Contact informaion shall be entered into the Member App database only with the consent of the individual contact (after the provisioning period – see below)

All IMDC use of Contact informaion shall be sourced from the Member App.

Contact informaion shall be used only for projects, events and activities that are approved by the Executive Committee of IMDC

All communication with contacts for the purpose of soliciting engagement of volunteers to participate in IMDC activities shall use ONLY contacts sourced from the Member App databaser. This is to protect IMDC from complaints or possible legal action from non-consenting individuials.

Contact Profile Entry

Contact Profiles are enetered into the Member App through the Membership Application form using a browser accessed through a link on the IMDC website or using a URL:

 URL: inlandmendodmes.org/Member

Profile Content

Key Field, Unique id – email address

First name

Family/Last name

A “Family” is defied by all the contacts who share a common voter registration address
All members of Families are MIGS by paying the Family Dues ($45 in 2026)

Address – address on contact’s voter registration

Street number – e.g., 1234 Oak St

City

State – defaults to California

Zip

Occupation or RETIRED

Employer or N/A (if retired)

OK TO TEXT ME – there is a legal requirement that this choice be honored

OK TO CALL or VOICE MAIL – should be honored by volunteer callers

OK tTO EMAIL ME – Brevo BLOCKLIST set if not set to YES

Status – indicates MIGS, NONMembers and other special tags

Date dues were paid – used to calculate MIGS status

On initial entry to the Contacts Roster

OK TO MAIL - Email address is the unique identifier and is required for inclusion in the Contacts Roster, thus the OK TO MAIL is implicitely TRUE.

OK TO PHONE i- s set to TRUE if a phone number is provided

OK TO TEXT – by default will be set FALSE. New contacts can elect to set it TRUE upon entry to the Contacts Roster.

Contacts have access to their profile through the Member App and can change any of the inforation except email address at any time. (04/26)

NOTE: ECR – provide a mentod to change email address.

IMDC Membership

Members In Good Standing (MIGS) are identified by the STATUS field in the profile set to “MIGS”.

On August 31, the status of all contacts who have not renewed, that is, paid their dues for the subsequent year will be set to NONMEMBER.

​​ Dues payments thast are made off-line via check or cash are entered using the Enter Dues Paid Offline feature in the Admin Portal of the Member App.

When dues are paid the status will be set to “MIGS.”

IMDC does not maintain credit/debit card or any other financial credentials.

Payments

Payments to IMDC are recorded in the Payment table. Payment data is comprised of:

date of payment

email address of payer

amount

family name

payer name

event id – events for which fees or donations are accepted, including payment of dues

Off-line Payments

Dues and other paymentscan be collected off-line via mail in check or handled personally. Off-line payments are entered through the admin protal.

On-lin Payments

Dues and other payments can be paid on-line using the Member App Dues payment and Ticketing features in the Membership APP using PayPal or ActBlue. ActBlue also accepts payments through Venmo, Google Pay, Credit or Debit Card. Payments made on line are recorded immediately in the Member App database.

Accessing MemberApp Data

Access by Event

Events are defind in the Member App. They include required volunteer opportunities. Volunteer opportunities can also reflect requirements for an event such as “for all MIGS’, All Contacts, NON-Members, Candidates.

Events and Opportunities are creatred, maintained and launched through the Admin Portal of the Member APP.

https://inlandmendodems.org/WP/document/member-app-admin-manage-events-03-26/

Launching an Event

produces the phone tree lists for an event comprised of:

• • first and last name

  • email address

  • phone number

  • onl;y contacts with OK TO CALL TRUE are included in the phone tree lists

  sends an email announcing the event

  • Only contacts with OK TO EMAIL TRUE will be sent the announcement letter

Solicit Volunteers for Specific Events

Soliciting volunteers requires the Volunteer Coorinaton team to have First and Last name, email address and phone number In some cases address, or zip code may be needed. Access to this data is obtained through the Admin Portal of the Member App.

Event Launch will produce a list of those contacts who have selected volunteer opportunities that are required by the event. Event launch will send a letter to those selected notifying of the need for their time and the list of those volunteers to the Volunteer Coordination team who can then follow up with phone calls

This process will require that the Volunteer Coordination team be aware of the requirements of handling Contact informaion.

Schedulet Contact Event

The Volunteer Coordinator may scheduler regular calls to members by launching a recurring Scheduled Event sent only to members

Send Email, Newsletter Campaign Events, and Notificatioins

Usually done through the Brevo email application selecting Member, Non-member or both lists

Solicit Membership (time to renew) Annuall Renew Event

Sent to MIGS and recent lapsed MIGS. Canalso be a Membership Drive Event

Urgent Action Event (.g., Paass Prop 50)

Sent to all contazcts

Admin Portal Reporting

The Admin Portal of the Member App includes a reporting facility that generates CSV files driven by views and functions defined in the Member App database

https://inlandmendodems.org/WP/document/member-app-admin-reports-04-26/

Provisioning

Provisioning - consolidate the Brevo lists and the legacy IMDC roster and the current Member DB. Set all OK TO to yes.

Send email and text to all entries stating the they have been entered into a provisioinal contact subscription with the OK TOs set to true. If they wish to be deleted from our contacts db to notify us. If the wish to change their OK TO settings, login and update your profiile.

Make opportunity selections