Membership Renewal Process Overview

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    Jeanine Stathopoulos

    If offline payment is selected for "Renewal Payment" settings, then will members get an invoice in the first renewal notice?  We selected offline payment because we wanted to force members to take the membership form again (because we wanted them to consider making a voluntary donation that wasn't included in their membership dues).  So, I want to make sure that they are forced to take the form instead of just paying the invoice when they get their first renewal notice.

     

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    Kinsey Mahan

    Jeanine - If Offline Payment is selected, renewal reminders will still include an invoice (there is not a way to turn that off) but the invoice will NOT be payable online with a card. The member would either need to take a renewal form to pay, or print out the invoice and mail in a check. I hope that helps!

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    Aaron Marks

    If I use the "silently create an open invoice" option for renewals, does that mean that the member will never receive any reminder notifications at all for the invoice? Or does it mean that the member will not receive an initial email when the invoice is created, but will receive reminder notifications afterward?

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    Kinsey Mahan

    Hi Aaron - I set up this test scenario in my demo site to confirm whether the regular renewal reminders will still send if you 'silently' open an invoice. My testing confirmed that the renewal reminders set up for each Member Type (under Database > Member Types > Edit Notifications) will still to send on schedule even if the invoice is silently opened. It's also worth mentioning that for Renewal invoices, the reminders inside the invoice template don't apply (under Financial > Invoices > Invoice Templates), as the renewal reminders set up for the Member Type override them. I hope that helps!

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    Jeanine Stathopoulos

    Kinsey -

    We have a free member type that only lasts for one year.  During our first renewal process recently, all of these free members were automatically renewed as the same free member because the invoice generated was for $0 and therefore immediately indicated as paid.  How can I ensure that free members are not automatically renewed and instead must take the membership form (that is subject to the renewal paths all leading to paid memberships)?

    Thanks,
    Jeanine

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    Jay Fitzmaurice

    Hello Jeanine! I've gone ahead and created a ticket for you with our Help Team so they can best address this set-up for you. We'll be in touch!

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    Carolyn Huntington

    How can we find out who the renewal notice is/was sent to? When I look at the message history per the organization profile, there is a copy of the message but not who it was sent to.  The only way I can think to find out is to weed through the Reporting > Messages but that would take too long based on the number of renewals sent on the particular date. There has got to be an easier way. Thanks!

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    Jay Fitzmaurice

    Hey there Carolyn! For Organization/Client Member Types, the renewal notice is sent to the email that is in the Organization's profile.

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    Kristen Bordignon

    This is my question too Carolyn, opening EACH message requires way to much time and when asked to share a list of the notifications, I was to look in my Saved Searches, which I see, but there is no way to access it or see what profiles were selected. There has go to be a better way! 

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    Jill Gaddis

    I agree with Carolyn and Kristen. I submitted a ticket yesterday asking for a report that would help to identify status such as sent, opened, bounced, etc. Otherwise, there are too many individual notifications to review.

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    Jill Gaddis

    Quick question that isn't clear from this Help topic. If my member's expiration date is set for April 30 and I set the first notice to go out 2 months in advance, will it be sent on February 28 (or 29) or March 1?

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    Jay Fitzmaurice

    Hello Jill! Since it's months, you can expect your notification to go out the last day of February.

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    Jen Gordon

    I want to CHANGE the GRACE PERIOD - if I do so, will the change be applied to invoices that were already sent?  If not, I am going to need a work-around, as we have decided NEVER to make our unpaid members "Lapsed" but to continue to encourage them to pay throughout the year.  Right now we have it set up that once they reach 6 months after the due date, they will be made Lapsed.  How can I address this situation?

    Jen Gordon, PODS Association

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    Jay Fitzmaurice

    Hey Jen! I see you sent this to our Help team, and they've sent you a response. For anyone else who is curious:

    "If you change the Grace Period in the Member Type Settings, this change will apply to all users who have not yet been moved to the Graced status. If you have users who have already been moved to Graced, you will want to change their status to Active, and then the system will automatically move them back to Graced at midnight with the new Grace Period applied. They will receive a new notification."

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    SE Betts

    I do not see the Lapsed member renewal dropdown in my Membership Type area.  Is that an update or is something not set?

    If we do not want Lapsed members to ever be able to renew, but instead they will need to fill in a new application.  How do I ensure this happens?

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    Ryan Martz

    We have our renewal path setup as described above; students may either renew as a student or as a professional. What I need to be able to see or search for, is professional members that were once student members. We like to calculate conversion rates to see how many of our students stick around after they graduate and the dues rate increases. I know you can view membership history on individual profiles so the information is there, but I am unable to figure out how to calculate this. I really do not wish to create a Student Application though I supposed you could search by "Completed submission of Student Application AND Regular Application". Is there a way to search for this without changing anything?

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    Jay Fitzmaurice

    Hey Ryan! At this time, there is not a way for that. I would suggest the separate Forms in the interim, but also be sure to leave us some feedback so that our Product team is aware of it!

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    Josh Monifi

    What time do all these notifications drop?

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    Jay Fitzmaurice

    Hey Josh! When the notifications go out is completely contingent on your members' Expiration Dates, and the timing you've set-up in your Notification areas. If you have any questions, feel free to reach out to our Help Team at help@memberclicks.com or 404-879-2800!

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    CAROLYN VIBBERT

    I see here that it is recommended to set Lapsed members to Active because they will not otherwise receive renewal notices with expiration dates that have passed. But changing their status to Active doesn't actually change their expiration date--does changing it to Active somehow put Lapsed members into a process that WILL generate renewal notices? I can easily set all Lapsed to Active. I'm less comfortable updating all the expiration dates as that will give these members rights on the website they have not paid for. 

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    Jay Fitzmaurice

    Hey Carolyn! Great question. You only need to set Lapsed members to Active if you - or they - are just getting started in the system. At midnight every night, if your Membership Automation is ON, the system will read everyone's Expiration Date's and move them to the appropriate status, as well as send the appropriate message.

    If you have any uncertainty about where you sit, feel free to reach out to our Help Team at help@memberclicks.com or 404-879-2800! We'll be happy to clarify your setup.

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    Sara Predmore

    Does the system automatically send open invoice reminders and late payment notices for the system generated renewal invoices?  If it makes a difference, I do not plan to attach the renewal invoice to our membership notifications.

     

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    Jay Fitzmaurice

    Hey Sara! If under Database > Member Types you have reminder Notifications set-up, then they will go out automatically. It's entirely up to you if the invoice is attached or not, so you can leave it un-attached as you mentioned, and only the notification goes out. I hope that helps!

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    Sara Predmore

    Thanks, Jay.  Does the system send open invoice reminders for the automatically generated renewal invoices?

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    Jay Fitzmaurice

    If you have more than one notification set up, the additional notifications will continue to go out until either 1) all notifications have gone out or 2) the invoice is paid, at which point the notifications stop.

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