Renewing a Membership can be done in several ways and doesn’t require any special action. A member or internal user can simply launch the Membership form and enter a new purchase for the same Membership Level that was purchased previously, and the software will be able to automatically list this transaction as a Renewal. However, for internal users, there are a few extra options available for processing a renewal.
If you go into the Head of Household or Membership Owner’s Constituent record, you can navigate to their Membership tab. There you will see a blue Renew Membership button. Make sure the original Membership transaction you wish to renew is selected on the grid below and click that button. This will then ask you which Membership form you wish to launch. After making this selection, the Membership form will launch and the Membership Level you are renewing will be automatically selected on the form. If this is a Group Membership, you will also see the information for all the additional Constituents attached to this membership have been added to the form. Each Constituent Member from the Group Membership will be listed in a dropdown field. In this dropdown you can change who the constituents are that will be connected to the transaction by removing constituents previously tied to the membership or by adding in new constituents. Once the form is completed, submitted, and processed the transaction will show a status of Renewal.
If there are multiple memberships you need to renew you may consider running a batch renewal. On the Membership Summary grid, you will filter the grid down to only the transactions you wish to renew. Then under the Actions menu, you can select the Batch Renewal option. This will launch a prompt window that allows you to make all the selections for the Membership Level, Dates, and Payment. Please note that Batch Membership Renewals must be scheduled to run and will take place overnight. Below are the descriptions for all the Status values that appear under each of those two fields.
Membership Name – Select which Membership Form the Membership Level is connected to.
Membership Level – Select which Level the renewal is for.
Renewal / Run Date – Enter the date you wish to have the renewal process run and appear as the date of the transaction.
Expiration Date – Enter the date the Membership renewals will expire and become inactive.
Payment Type – If the transactions are to show as paid you can enter the Payment Method that will be displayed on the transactions.
Pay Later – If the transactions are to show as unpaid, change this setting to Yes and do not select a Payment Type.
Automatically Generate Invoice – If the renewals are unpaid, you can have Invoices generated that can later be sent to the Membership Owner. Change this setting to Yes if you wish for an Invoice showing the owed balance for this transaction to be generated.
Invoice Payment Page – Asks which online payment page should be connected to this invoice to allow the Membership Owner to pay the owed balance online with a Credit Card.
Number of Days Invoice Due – Select how many days from the transaction date this invoice will be due.
Allow Partial Payments – If set to Yes, the Membership Owner will be able to make multiple smaller payments at their discretion.