Add and Maintain ALTA Employee Records

Onboarding Users

1. Gather Necessary Information

• Collect the individual’s full name, job title or role, addresses, and preferred contact details (e.g., email, phone).

2. Log into re:Members (formerly Impexium)

• Navigate to the Users (or Customers > Individuals) tab.

3. Search for an Existing Record

• Use the search function to see if the individual already exists in re:Members (formerly Impexium).

• If no existing record is found, proceed to Add a New Individual.

• If a record does exist, open it and verify or update any outdated information (e.g., address, job title, employer).

4. Add a New Individual

• Go to Customers > Individuals > Add New Individual.

• Enter all relevant details:

  • Name (first, last, etc.)

  • Contact Info (email, phone)

  • Addresses (ensure you mark the primary address if there are multiple)

  • Organization/Employer and Job Title (if applicable)

• Save the new record.

5. Assign or Verify Roles and Membership

• If the individual needs specific roles or memberships, ensure they are assigned in the appropriate sections of their profile.

• Verify any role- or membership-related details, such as start/end dates.

6. Confirm and Wait for Overnight Processing

• All changes made to the system become fully effective the next day once the nightly report process has run.

• To verify changes, review the new or updated user profile after the overnight process.

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Additional Steps for ALTA Employees

When adding ALTA Employees (or updating existing employees’ records), you must set up specific Relationships and CMA Tags to provide:

• Access to the re:Members (formerly Impexium) Admin Portal

• Full ALTA website features

• Visibility on ALTA’s staff contact page (https://www.alta.org/about/contact-alta.cfm)

1. Setting Relationships for New ALTA Employees

1. On the Employee Record, select Account Tab > Relationships > Organizations.

2. Click the button: “Add New Relationship to an Organization +”.

3. Establish the two parts of the relationship:

   a. ALTA - Staff

   • Relationship: “Name is Staff of American Land Title Association”

   • “American Land Title Association is ALTA of Name”

   • Enter the Relationship Start Date as the first day of work.

   • Save.

   b. Employer - Employee

   • Relationship: “Name is Employee of American Land Title Association”

   • “American Land Title Association is Employer of Name”

   • Enter the Relationship Start Date as the first day of work.

   • Save.

2. Setting CMA Tags for the "Contact Me About" Feature

1. On the Employee Record, select Account Tab > Personal Info.

2. Scroll down to Tags.

3. Click in the open box for Tags.

4. Look for tags beginning with “CMA” (stands for Contact Me About).

5. Select the tags to be added to the Employee record (e.g., “CMA Webinars,” “CMA Membership Inquiries,” etc.).

6. To remove a Tag, click the “x” next to it.

7. Save your changes.

3. Adding a New CMA Tag

1. Go to Customers in the left navigation, then choose Setup from the dropdown.

2. Select Tags, then click “Add New Tag +”.

3. Type in the new Tag—remember it must begin with “CMA”, followed by a space, then the text you want displayed on the website.

   • For example, “CMA Webinars” will display “Webinars” on the “Contact me About” section for that Employee.

4. Return to the Employee Record and follow the steps above to add the newly created Tag.

5. If you do not have access to add a new CMA Tag, email itsupport@alta.org with the subject line “IMP - New Tag Needed”.

6. Display Rules for ALTA Website’s Staff Contact Page 

• The database query which creates the Staff Contact Page is designed to find all records with an Employer – Staff Relationship to ALTA and groups them as follows: 

  • CEO group = Title is “Chief Executive Officer” 

  • Professional Team group = Everyone else 

  • (Legacy – no longer used) Leadership Team group = Title contains “Vice”, or ends with “Officer” or “Counsel” 

• If the staff person has a “Long Bio” stored in the Account tab on their re:Members (formerly Impexium) record, the button “Full Bio” will appear on the Staff Contact Page. 

• If the staff person has a “Short Bio” stored in the Account tab on their re:Members (formerly Impexium) record, the button “Speaker Intro” will appear on the Staff Contact Page. 

• If the staff person has a high-resolution photo on file, the button “Get Photo” will appear

NOTE: Staff headshot photos are stored on the web server in folders, named by the ALTA ID of the individual. If you have a headshot, the low-resolution version can be used for the Staff Contact Page and display in other places on the website (e.g., Committee and Engagement Group Rosters, Meeting Attendee search). If you would like to have the “Get Photo” button to appear, please work with the Communications department to have the photo file formatted to be a high-resolution photo and saved to the proper location for use on the website. 

5. Adding Date of Birth

   • Birth Month and Day (no year) will be in IND Record > Account > Additional Info > Custom Info. View the "Individual Miscellaneous" file. Enter "Staff Birth Month" (dropdown) and "Staff Birth Day" (just the numeral; no leading zeroes). Click Save.

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Offboarding Users

1. Locate the User Record

• In re:Members (formerly Impexium), open the Users (or Customers > Individuals) tab.

• Search for the individual by name or email.

2. Review Current Information

• Check the user’s existing roles, memberships, addresses, and contact information.

• Determine which details need to be updated or removed based on their offboarding status.

3. Set or Update Role/Membership Expiration

• Instead of removing roles outright, update the expiration date so the role or membership ends when the individual’s affiliation with ALTA will end.

• If the user’s end date is known (e.g., scheduled departure date), set the expiration date to that future date.

4. Edit Contact Information

• If the individual should no longer receive communications, remove or modify their addresses and contact details.

• Ensure no active addresses remain tied to roles or memberships that will expire.

5. Save Changes

• Confirm all edits to the user’s record.

• Save the changes so the system reflects the user’s updated status.

6. Overnight Processing

• The updated user status (including expiration dates) takes effect the next day once the nightly report process runs.

• Confirm the changes by revisiting the user record the following day.

7. Ending Relationships for ALTA Employees

• If the user leaving is an ALTA Employee, return to the individual’s record:

  • Account Tab > Relationships > Organizations

  • Edit each Relationship and enter the last date of employment under “Relationship End Date.”

  • Save each updated Relationship.