MemberHub

There are a number of tasks that must be done in MemberHub for every PTA. Below you will find step by step instructions for each task. If you need help contact your council leaders, your district director, or the membership chair for Georgia PTA. 

  • Upload officers by May 1 
  • Upload chairpersons by end of August
  • Upload members
  • Remit dues (even if you mail a check)
  • Verify audit in MemberHub and email documents to Georgia PTA
  • Verify 990 in MemberHub and email documents to Georgia PTA

Members will now print their own cards through MemberHub.

Instructions

Step 1 for all of these instructions is to log in to MemberHub. This also assumes that you have an administrative access level to perform these functions. If you don’t, then contact your PTA president for access. If you are the PTA president and you do not have access, contact your council leaders, the District 10 Director, or the state office. 

Upload Officers/Chairpersons 

  1. Click on Admin Console at the top of the page.
  2. Select the PTA (PTSA) tab under your local unit’s name (this may be the default).
  3. On the right, under PTA Pages, click Officers (again, this may be the default – in which case you are on the page).
  4. At the bottom of the page, click Add Officer.
  5. Enter the information, select the office, and click Add Officer

Upload Members

  1. Click on Admin Console at the top of the page.
  2. Select the PTA (PTSA) tab under your local unit’s name (this may be the default).
  3. On the right, under PTA Pages, click Members.
  4. At the top right of the form, click Enter Members.
  5. Enter the Member Information and Payment Information, and click Add Member

To Import members instead:

  1. Click Admin Console at the top of the page.
  2. Click Members.
  3. Click Import Members.
  4. Follow the instructions on this page EXACTLY as they are written.
  5. Click Download Template.
  6. Fill out the spreadsheet without adjusting the header row. Any spreadsheet program like Excel can be used to edit the file. If you exported data from another location, set up the fields exactly like the Memberhub template and copy the data from that file – but not the headers – into the MemberHub template. 
    Notes:
    • The Email column must contain unique email addresses. Two people cannot share an email address.
    • For the School Year Ending column use the ending 4-digit school year. Use 2021 for the 2020-2021 school year.
    • School Year Ending can only be 2021 or 2022
    • Valid Member Type values are:
      • Parent/Guardian
      • Faculty
      • Student
      • Member
      • Principal
      • Custodian
      • Cafeteria Staff
      • Bus Driver
    • A valid email address OR mobile phone number is required for all members except STUDENT member types.
  7. Save the file in the .csv file format.
  8. Import the file by marking True in the two questions asked, and adding your initials. Then click Choose File, find the file on your computer and open it, and then click Run Import. 

Importing members will create an outstanding dues remittance balance on the unit’s State Payments page. Remitting a check through MemberHub should reconcile that – even if you mailed your dues payment. 

If you have any issues formatting or creating the file, feel free to reach out to me for help. 

Print Membership Cards

Members should print their own cards. 

Verify Audit 

Note: Your deadline may differ from the date listed in the form if your fiscal year does not end on June 30th. Please submit and log by YOUR due date, based on your fiscal year as stated in your bylaws.

  1. Click on Admin Console at the top of the page.
  2. Select the PTA (PTSA) tab under your local unit’s name (this may be the default).
  3. On the right, under PTA Pages, click Audit/Financial Reviews
  4. At the bottom of the page, click Add Audit/Financial Review.
  5. Enter the information, select the confirmation box, and click Submit.
  6. Please submit your Audit /Financial Review Report attachment, via email to audit990@georgiapta.org.

Verify 990 

Note: Your deadline may differ from the date listed in the form if your fiscal year does not end on June 30th. Please submit and log by YOUR due date, based on your fiscal year as stated in your bylaws.

  1. Click on Admin Console at the top of the page.
  2. Select the PTA (PTSA) tab under your local unit’s name (this may be the default).
  3. On the right, under PTA Pages, click Form 1990 Confirmations
  4. At the bottom of the page, click Add Form 990 Confirmation.
  5. Enter the information, select the confirmation box, and click Submit.
  6. Please confirm that you have submitted your IRS Form 990 to the IRS by emailing a copy of the confirmation to Georgia PTA, to audit990@georgiapta.org.

Some local units may find that they cannot get to MemberHub within their schools because of firewall blocking that is enabled. Please feel free to use this document as a starting point for reaching out to your school districts’ technology leaders to ask them to open the domains. Also, please contact the District Director if this is happening at you school. 

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