Administrators can renew a member outside the standard self-service process. Use this when a member mails in a check with a paper renewal form, or asks to renew early. This article covers what a manual renewal does, how to renew a single member, and how to renew members in bulk.
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What a manual renewal does
Renewing a member manually places them in their renewal period and creates an open invoice. It does not complete the renewal. The member or an administrator still needs to pay that invoice.
Warning: A manual renewal cannot be undone. Confirm you have the correct members selected before you renew.
Free member types behave differently. When the renewal fee is $0.00 in the member type settings, the system closes the generated invoice as paid. It also advances the member's expiration date automatically.
Renewing a member from their profile
To place a single member in their renewal period:
- Open the member's profile.
- Select Actions > Renew.
- Select the member type to renew the member into.
- Select the membership duration.
- Select Create an open invoice, Create and email an open invoice, or Create and pay invoice now.
Each option produces a different result:
- Create an open invoice generates the invoice and displays a confirmation message. The member logs in through your website to pay it.
- Create and email an open invoice generates the invoice and emails it to the member as an attachment.
- Create and pay invoice now opens a payment screen where you select a payment type and pay on the member's behalf.
For more information on renewal payment settings, see Member types overview and default settings.
Processing renewals in bulk
To move several members into their renewal period at once:
- Go to the Profile List.
- Tag the members you want to renew.
- Select Actions > Renew.
- Select the notification option if you want members to receive their renewal invoice.
- Select RENEW PROFILES.
The email that sends is the New Invoice Email configured for the invoice template assigned to that member type. To edit it, go to Financial > Invoices > Invoice Templates, then select Edit for the template.
The recording below shows the full process using the Create and pay invoice now option. An administrator opens a member profile and selects Actions > Renew. They choose the member type and duration, then pay the generated invoice on the member's behalf.