- Auto-Renew must be set up with your payment processor, as members' credit card information is stored on the payment processor side rather than in Oasis.
- Your renewal notifications must be on for auto renew to work.
What is it?
Auto-Renew is part of the Member Type Renewal Settings. It allows for profiles to have their membership automatically renew at the time of their renewal period.
How to Access
Navigate to Database > Member Types > Member Type Settings > Edit > Renewal Settings
Optional: If Auto-Renew is set to Optional, members will be able to choose the option to keep a credit card on file so that their membership is automatically charged to their credit card each year.
Required: If Auto-Renew is set to Required, each member will be set to automatically renew. The member will receive a renewal reminder prior to their expiration date with the renewal invoice attached.
Opting in to Auto-Renew
For members to opt in to the Auto-Renew renewal setting, they have two options. The first is to renew when logged into their profile and on their My Profile page. The second option is involves renewing through a form.
Note: If they cannot renew through their profile, they will need to renew via a renewal form.
Renewing through their profile
To renew through their profile, the user must log into their profile, navigate to their My Profile page, and so long as they are in their renewal period, they will see a Renew button at the top of their profile. When they click Renew, they will see the below.
If the Auto renew checkbox is selected, when they click Submit, they will be asked to pay an invoice. Once they do, the credit card information they entered will be stored in your payment processor and the user will automatically renew when their expiration date arrives.
Renewing through a form
See: Membership Forms
Auto-Renew Required: When a user is applying for membership and Auto-Renew is set to Required for the Member Type they have selected, then Auto-Renew will display beneath the Membership Options area with a pre-selected check mark indicating that are required to auto-renew.
Auto-Renew Optional: When a user is applying for membership and Auto-Renew is set to Optional for the Member Type they have selected, then Auto-Renew will display beneath the Membership Options area with a check box selection that is checked by default. This means the form taker needs to opt out of Auto-renew by unchecking the box.
How Does It Work?
Once the renewal settings are set to Auto-Renew, their credit card is on file with your payment processor. This means that their membership dues will automatically charge to their credit card at the time of their expiration date.
The member will still receive a renewal reminder prior to their expiration date with the renewal invoice attached. (This will depend on how you have your Member Type renewal notifications scheduled)
The member’s credit card will not charge at the time they receive their renewal notices. The renewal will take place on the member’s expiration date. At the time of the expiration date, the payment will be drafted and automatically posted to the renewal invoice, this will renew the member.
Note: Oasis does not keep credit card information on file.
Credit Card Expiration Dates:
Credit Cards are only valid for four years. If a member’s credit card expires one year from the time they are in Auto-Renew, then the payment will fail for next years dues since the card will then be expired.
Payment Failure Notification: If the member’s card is expired then a payment will not be posted at the time of their expiration date. If there is a ‘payment failure’ notification set up in your Member Type notifications, then your member will receive that email. Your member will move in to a ‘Grace’ or ‘Lapsed’ status depending on how you have your Member Type settings configured.
Note: You will need to use the site links feature to link in the membership form. This will direct the user to the form to renew their membership and update their payment information.
How to Export List of Members Who Selected Auto-Renew
Look for your membership forms in the Forms > Form List area, click on the submissions number, tag profiles, and click Actions > Export Tagged Submissions. Name your export and ensure that 'Automatically Renew' is checked off. Then navigate to the Reporting > Exports area to download the export.
Cancelling Auto-Renew: (optional)
If the Member Type has the option to opt in to auto-renew, how do they cancel it?
If a member has opted in to auto-renewing their membership by selecting that option on the renewal form, and then decides they want to opt out; here are the steps.
The member can take a renewal form through the front end of the website (or the admin can take the renewal form on their behalf) and uncheck auto-renew to stop the auto drafting of their payment.
Note: The member must be in their renewal period to be able to go to the renewal form to opt out. So they would need to wait their full cycle to opt out.
Cancelling Auto-Renew: (required)
If the Member Type has the auto-renew as required due to that Member Type setting, how do they cancel it?
If a member has a required auto-renew setting (example: monthly Member Types), and wants to cancel their membership and stop payment; here are the steps:
The auto-renew dues run on the profile expiration date, so if you remove the expiration date, they will not be renewed, therefore not charged. To complete this cancellation, it is best to then move the Member Type to a Prospect since they are no longer an active member paying dues.
Note: If an Admin changes a member's Member Type, this will remove them from auto-renew and the member would need to re-opt-in the next time they are in their renewal period.
Communicating to members if Auto-Renew is On
Through an email
There is a merge data field that you can select that will show as Yes or No.