Membership Reporting

 How does reporting to the National Office work?

There are two parts to membership reporting to CHBA: Membership Data Updates and Membership Remittance Forms.  

Providing CHBA with timely and accurate member data means that the full offerings of the association – e-publications, industry alerts, webinars, and other communications – are accessible to your members. It also ensures that they can participate actively in programs and events, such as entering the CHBA National Awards for Housing Excellence competition or accessing the work coming out of the national Committees and Councils.  

When new members are added to the CHBA database, they are sent a welcome email from CHBA with instructions for setting up their CHBA National website login details, plus an overview of what their membership at the national level offers. Equally importantly, frequent reporting prevents complaints to you from members that notice they are not listed or are listed incorrectly on the CHBA National website in places like the Member Directory.  

MEMBERSHIP DATA

All CHBA members join the Association at the local level; and at the national office, we receive membership information from the local HBAs in one of three ways: 

HBAs using GrowthZone
There is a real-time sync between your HBA's GrowthZone and CHBA National's GrowthZone. This means that membership data added to your database gets sent/updated to the CHBA National database almost immediately. This eliminates the need for you to do any reporting to CHBA and should eliminate any inaccuracies between our data. To give HBAs time to reach out to new members before CHBA National does, there is a 5 day delay between when your HBA adds a new member company to GrowthZone and when CHBA first contacts them to give them their login information for the National website. If you add a new individual within an existing member company, there is no delay and the welcome email gets sent that evening. Please note that CHBA does not have access to your HBA's database, and information only flows in one direction: from your HBA to National. 

HBAs within Ontario, not using GrowthZone
You should be updating your membership information in KDI (the Ontario HBA database) at least once a month. CHBA National updates from KDI on a weekly basis, retrieving all active membership data that is there. While there is no need to submit a separate membership data report to CHBA National, you still need to submit a membership remittance form (see the section below) to finance@chba.ca. 

HBAs outside Ontario, not using GrowthZone
Your HBA should send CHBA National regular membership update reports as an Excel document using the CHBA National Membership Report Template to membership@chba.ca so we can import your HBA’s membership data into our database. CHBA can update your HBA’s membership info as frequently as you can send it, and we aim to update our records within a few days of receiving a report. You can also choose to send either a full or partial update using the template. If you send a full update, then all companies on the report will be updated and any not on the report will be deactivated. With a partial update, only the companies included in the report will be updated. 

A note about individual contacts (beyond the main company contact)
CHBA also receives requests from members to add additional contacts under their company to the CHBA National database. If your HBA uses GrowthZone, any contacts you add within membership companies automatically sync to CHBA National as well. If you're not using GrowthZone, and you have a member who has requested to be added to the national database, please feel free to pass their information along (or they can reach out directly to us). CHBA needs their company, full name, and email address.  

Please send any questions about membership data updates to Heather Munro, Information and Membership Officer at membership@chba.ca.