On this page
- Overview
- Renewal notifications
- Grace period notifications
- Lapsed notifications
- Payment confirmation and failure notifications
Overview
This article details how to customize renewal notification settings for specific member types. For instance, you may want most of your member types to contain the same default notification settings. However, you might need to customize notification settings for just some of your member types. Continue reading for information on how to customize renewal notifications for specific member types.
Applying default notifications with the APPLY DEFAULT NOTIFICATIONS feature will overwrite all custom notification settings and replace them with your default notification settings.
Renewal notifications
When your first renewal notification email is sent, this starts the member's Renewal Period.
To customize renewal notifications for each member type, navigate to Database > Member Types. Hover over the member type you want to edit, then click EDIT NOTIFICATIONS. Edits made here will override the default notification settings for the selected member type. The set up for each notification is the same as your default notification settings, detailed in our help article on editing default member type notification settings.
When you set the number of days before your renewal notice is sent, this includes the member's expiration date (end date) in its calculation. For example, a member with an expiration date of October 10 - notification set to send out 10 days before - will receive the notification email October 1.
Renewal notification emails
You can create up to four renewal notifications to go out before a member's expiration date. If you've selected Attach invoice to all notifications, a renewal invoice is auto-generated with the dues amount set in your member type's settings. When your first renewal notification email is sent, this starts the member's Renewal Period.
Below is an example of a renewal reminder email. The Click here to pay this invoice link is automatically generated.
Below is an example of the auto-generated invoice. The member can click Pay on the Invoice to pay with a credit card (if you've set up a payment processor with your account), or click Download to print the invoice and mail it in with a check.
We don't recommend voiding a renewal invoice. If you do, the profile will be taken out of the renewal cycle and won't able to renew again. If you do void their renewal invoice, you can move them to the prospect member type and then back to their original member type. Then, you can generate a new renewal invoice for them.
Grace period notifications
You can create up to four grace period notifications to send out before a member's grace period ends (if you don’t have a grace period, members will go straight from active to lapsed). The grace period notifications will also include the link Click here to pay this invoice.
Graced members maintain their membership privileges.
Lapsed notifications
You can create up to four lapsed notifications to go out after your grace period ends and membership lapses. The lapsed notification will include a Click here to pay this invoice link.
Lapsed profiles cannot log in to your site. To access member benefits, they will need to renew their membership by taking a renewal form. If lapsed profiles do not renew after a year or more, you might want to look at moving those profiles to the prospect member type. As a prospect profile, the user can take the membership form to rejoin. It is important to move any lapsed members back to active status before turning membership automation on. Members that have already lapsed (those with expiration dates in the past) will not receive notifications and won’t be able to renew.
If a member's status is Lapsed, the member does not have an open renewal invoice located in their profile. This can happen if an administrator manually changes their status. If a member's status is Lapsed-in-renewal, the member has an open renewal invoice located in their profile. This happens when the system automatically generates the member's invoice and updates their status.
Payment confirmation and failure notifications
At the bottom of the page you can configure the Payment Confirmation and Payment Failure email notifications. These emails are are sent when your members either successfully pay their renewal invoice or receive a payment failure on the payment screen. Click EDIT PAYMENT CONFIRMATION NOTIFICATION or EDIT PAYMENT FAILURE NOTIFICATION to edit either email template. If you don't want your members to receive a payment confirmation or failure notification email, click REMOVE to delete the email template.
To copy and administrator on these emails, you can add their email address to the email editor's BCC Email field.