What is it?
By processing a renewal on the admin side, an Administrator or ASA can manually renew an existing member. For instance, if a member sends in a check with a paper renewal form or would like to renew outside of the organization's typical renewal period, the Administrator can easily handle these situations.
Previously, to accomplish this, a member had to be in their renewal period, and the Administrator had to log in, pull up the member's profile, assume the profile, and then take a renewal form on the member's behalf. This was a cumbersome and time-consuming process. Additionally, the member may or may not have received a receipt regardless of circumstance, relying on the settings of the renewal form.
Now, Admins will have more flexibility to process renewals and save time along the way. For example, an Admin could take a renewal from a member over the phone or in person and send the receipt via email. Or if a member renews in person at an event and the Admin doesn't want to confuse them with a confirmation email, the Admin can process the renewal without sending the email and notifying the member.
How to Access
Navigate to a member's profile. From inside the profile, click on the Actions dropdown and select the option to Renew.
Renewing on behalf of a user
After clicking on the Renew button, a modal window with the member's renewal options will display.
At the top, the member's Member Type will appear in a greyed out dropdown. The Member Type pulls in straight from the profile, so you'll want to edit the Member Type if necessary before choosing to Renew.
Choose the Membership Duration. Depending on the options configured within the Member Type, 1 period or multiple periods may display.
Under Invoice Options, choose how to handle this invoice.
- Create an Open Invoice: This option will create an Open invoice "silently" - without sending an email to the member being renewed. This would be useful if you have a one off case where you want to give a member the ability to renew early.
- Create and Email an Open Invoice: This option will create an Open invoice and send a notification to the member being renewed. The notification will be sent using the verbiage from the New Invoice Email configured in the Invoice Template assigned in Member Type settings. This option is great for a member who has requested a renewal invoice.
- Create and Pay Invoice Now: This option will create the invoice and take the Admin right to the Open invoice so that a payment may be applied.This would be helpful if a member renewed in person at an event, and you didn't want to confuse them by sending a confirmation email.
Here's a short video of the process. In this video, we demonstrate renewing the profile using the Create and Pay Invoice Now option.