Configuring the Expiration Date Attribute

Follow

Comments

23 comments

  • Avatar
    Jeanie Faulkner

    Hi.  I have a group called Lapsed Members that I set up at the recommendation of the MC developer assigned to our start-up team.  I am moving them into this group when they expire and keeping them there for 60 days "grace period" before moving them to Basic Contacts.  My question is - while they are in the Lapsed Members group, should/can I point them to the "renewal" membership form or do they need to go to the "new member" form?  What is the difference?

    Many thanks.

  • Avatar
    Helen Solorzano

    We do this too to prevent lapsing members from registering for our conference at the member price during the renewal period.  To renew, they have to complete an application form, because that's the form that will put them in another group.  If you just do a renewal form, it will keep them in the same group but update the renewal date.

    My problem with this system is that I haven't figured out a way to update the renewal date with the application form.  The only way is to have the renewal date as an editable field on the form, which obviously isn't a good idea.  So I've been going in an manually updating the renewal date periodically with a data import.

    If anyone has a better idea, let me know! Or if the above is wrong!

  • Avatar
    Duncan McCreery

    Hi Helen,

    You're correct.  Currently, only application type forms will change a member's group.  But both application and dues/renewal type forms can be set to update an expiration attribute.  This article explains how to configure a form field to update an expiration date attribute.

  • Avatar
    Al Guzman

    Working with this now.  We give our members 3 months past their membership renewal date before we mark them as inactive/former members.  I'm looking at the attribute management for my Expiration Date field.  From what I'm reading I set this to time based but do I set to 1 year/ 12 months or do I set to 15 months?  This will give them the 3 months extra we give our members to pay their dues, correct?  

    The Expiration Messages are all set before the expiration date and not after so setting my expiration time to 15 months, I can now use the 90 days before warning, 30 days before warning, and day of cancellation/inactive notice.  

    When someone renews will my expiration date field refresh  - so if someone is set to expire June 1, 2012 and they pay their dues will that field refresh to June 1, 2013?  Or by setting the expiration time based to 15 months change the new expiration date, (which we don't want)?

  • Avatar
    Ken Walter

    We are new and have not had a renewal period yet.  My question is - How do I make the expiration date default to 2014 when I sign up a new member?  Currently, when we add a new member, it still shows 2013 and we have to manually change it.  Question #2 is when a member renews with our renwal form, will their profile expirationd date automatically be changed to the next year?

  • Avatar
    Kinsey Mahan

    Ken - As for having the expiration default to 2014, it depends on how you're creating the profiles. If you're logged in as an Admin and clicking the Add sign next to Active Profiles, that date will default to 2013 automatically, until we're in 2014. If you're taking the application form as if you're the new member in order to create a profile, we can make an adjustment to the application form for you so that the date generates as 2014.

    It looks like you recently graduated Implementation, and I did confirm that your renewal form is set to automatically bump out the membership expiration date by 1 year. If you have questions, please feel free to contact the Help Team via email at help@memberclicks.com or by phone at 404-879-2800.

  • Avatar
    Bryce Winkelman
    Will I see the messages going out in the message report at each stage of the warning? 1st , 2nd, 3rd, and final?
  • Avatar
    Kinsey Mahan

    Bryce - You will see expiration warning messages in the message report. You can filter by Notifications to see a shorter list. I took a closer look at your account, and it looks like everyone is set to expire on 1/31. Expiration messages aren't retroactive, so if they weren't active for your expiration schedule, they wouldn't have gone out. If you're seeing something specific or different, please free to reach out to our Help Team at 404-879-2800.

  • Avatar
    Bryce Winkelman

    Ahhh, I thought Addy reset the expiration dates for all groups/profiles during implementation as we typically are Jan 31 each year but we didn't launch with the new site in time.  Could the support team please reset the parent profiles for each group for me to March 15th at this point?  Thanks.

  • Avatar
    Kinsey Mahan

    Bryce - Since this is specific to your organization, I'll go ahead and open you up a ticket with our Help Team this morning. Expect to hear from them soon!

  • Avatar
    Denise Liss

    What is the timing for when the Expiration action happens and Expired notice is sent? Our final expiration date was yesterday (Jan 30, 2014) and the message hasn't gone out yet to the 61 profiles in the Inactive group, and they haven't yet moved to Basic Contact. I don't remember if there was a delay last year or not.

  • Avatar
    Kinsey Mahan

    Janee - That message goes out the very next morning at 4AM ET or so, and the members move around that same time. If you still haven't had members move over, please send an email to help@memberclicks.com so that we can open a ticket specific to you that will allow us to dig in further.

  • Avatar
    Harvey Nation

    For Lifetime members, what is the best practice for plugging their Expiration Date? Add 100 years to their Start Date or picking a common date like 01/01/2099?

    Thanks.

     

  • Avatar
    Kinsey Mahan

    Harvey - Either will work, since the goal is to avoid having those expiration warning messages go out. One thing I typically recommend is to create a new group for those lifetime members so that an expiration date attribute isn't even applied to the profiles, which makes tracking their memberships a bit easier. Hope that helps!

  • Avatar
    Christine Steele

    When a member's membership lapses, is there a way to set the "inactive" status to automatically set 30 days after the lapse, or is immediate inactive status the only option?

  • Avatar
    Chris Byess

    Hi Christine,

    As soon as a member reaches their expiration date, they are automatically moved to inactive, and that action cannot be delayed. However, it is possible that you could have your primary expiration date set to do nothing to your members, and instead have a second expiration date, a grace period essentially, that is set to expire your members thirty days after the original expiration date. You do not have to let the user's see this second expiration date, either, so they will not be aware they actually have two expiration dates.

    If you have further questions on how the set this up, feel free to send in a ticket to us at help@memberclicks.com, and we'll be happy to assist!

  • Avatar
    NAPO-SFBA DCT

    Is it possible to set Expiration Type by group? We have two groups - one with a date based expiration date and the other with time based. If this is possible, how do we do that?

  • Avatar
    Jennifer Dang

    We have a new membership renewal form and the expiration date is not updating when a new form is completed.  What did I do wrong?

     

  • Avatar
    Jennifer Dang

    Never mind.  figured it out.

  • Avatar
    NAPO-SFBA DCT

    I'm still curious if it's possible to set Expiration Type by group - it looks like we can set custom messages by group, but can we also have different Expiration Type by group?

  • Avatar
    Chris Byess

    Hey Gabrielle,

    Each expiration date attribute can only have one 'type' in total, so in order for a group to have a different type of expiration attribute, there would have to be a second expiration attribute entirely. Unlike the messages, it can't be changed on a group-by-group basis within the same attribute.

    If you have further questions on this, feel free to let the help team know at help@memberclicks.com, and we'll be happy to assist!

  • Avatar
    Traci Lawson

    Hey there!

    I just discovered that a Lapsed Member renewed, but she was still stuck in the Lapsed Member group. Is it possible to set something up so Lapsed Members automatically move back into Members when they renew?

    Thanks!

  • Avatar
    Chris Byess

    Hey Traci,

    We covered this in our training, but if this causes any further issue with you, feel free to let us at the help team know!

Please sign in to leave a comment.