Renewals Wizard - Manual Process

Overview

The Renewal Wizard is used to renew membership groups that are due to expire and generate the corresponding membership subscription invoices. The renewal wizard is used for both annual and rolling (join date) memberships.

Complete the Renewals – Pre-Planning process before starting the Renewal Wizard. This ensures membership records, group configurations, charges, discounts and payment plan settings are ready for renewal.

Before You Begin

• Log out other MiMembership users: We strongly recommend that all other MiMembership users log out while the Renewal Wizard is running.
• Stop background reports: Ensure no reports are scheduled to run in the background during the renewal process.
• Review each step carefully: Check the information displayed at every stage, particularly the invoice previews. If you identify an error, cancel the wizard, make the necessary corrections and restart the process.

Need to make changes? You can select Cancel at any point to exit the Renewal Wizard and update groups, charges, memberships or other settings. When you restart the wizard, the process will begin again at Step 2 – Set Dates and Notes.

Step 1 – Open the Renewal Wizard

Navigate to Renewals > Wizard.

Step 2 – Set Dates and Notes

Enter the renewal dates and configure the invoice settings for the renewal batch.

Renewal Date Range

Enter the Show Renewals Between dates to capture memberships that are due to expire and renew during the current membership period.

Important: These dates relate to the membership period ending, not the start and end dates of the new membership year.

For example, if the annual membership year ends on 30 June, enter a date range of 30/06/YYYY to 01/07/YYYY, using the relevant year. For rolling memberships, enter a date range of 1/10/YYYY to 31/10/YYY, using the relevant month and year.

The information displayed throughout the wizard will reflect the date range entered, including:

• Membership groups and the number of members in each group.
• Renewal income for the selected period.
• Charges assigned to each membership group.
• Lists of members and a snapshot of their future invoices.

Configure Invoice and Payment Dates

Set the following dates carefully:

• Invoice Date: The date the invoice is created.
• Accounting Date: The start date of the new membership accounting period.
• Invoice Due Date:Defaults to the number of days after the Invoice Date, as configured in the system settings under Configuration. Change as required.
  • Invoice Date for Rolling Memberships: Use the Renewal Date when renewals are based on the member's join date.
• Invoice Default Date: The date an unpaid invoice defaults, causing the membership status to change to inactive and unfinancial.
  • If this field is not visible, the system will automatically use the configured grace period.
  • To enable the field, activate the system setting invoice.renewal.set.defaulted.date.
• Payment Plan Start Date: The due date of the first instalment for the new membership year.

Complete the Remaining Details

• Promo Code: Select a promotional code, if applicable.
• Description: Enter a batch description, such as Membership Renewal 2026/2027. This description is for internal reference and is not visible to members.
• Notes: Enter any notes to appear on the invoice. Use Admin Notes for internal information that should not be visible to members.

Select Next to continue.

Step 3 – Select Groups for Renewal

Select all, individual or multiple membership groups to be renewed and invoiced.

Important: Only the groups selected here will have invoices created during this renewal process.

• To issue a single invoice covering all of a member's memberships (for example, a golf membership and a locker membership), select all relevant groups.
• Memberships in selected groups will still be renewed even if those groups have no charges. In this case, no invoice will be created.

Once you have checked your selections:

1. Select Confirmed.
2. Select Next.

Step 4 – Confirm Charges

Review the charges that will be itemised on the renewal invoices.

If charge amounts have changed for the new membership year, compare the old and new amounts to confirm that the updated pricing is correct.

Check that all applicable charges and discounts are included and that no unwanted charges will be applied.

Once satisfied:

1. Select Confirmed.
2. Select Next.

Step 5 – Confirm Membership Changes

Review any membership group changes or additions scheduled to take effect within the renewal date range.

Confirm that the changes shown are correct and will result in members being renewed into the appropriate groups.

Once satisfied:

1. Select Confirmed.
2. Select Next.

Step 6 – Confirm Group Restrictions

Review members who no longer meet the restriction criteria for their membership groups within the selected renewal date range.

Important: A renewal invoice will still be created for these members.

If a member requires a membership group change, you should either:

• Cancel the Renewal Wizard and make the required membership changes before restarting; or
• Remove the relevant membership group in Step 7 and manually renew the membership after completing the Renewal Wizard.

Once you have reviewed the restrictions:

1. Select Confirmed.
2. Select Next.

Step 7 – Preview Memberships

Review all membership groups that will be renewed and invoiced.

Check carefully for:

• Incorrect membership group assignments.
• Duplicate memberships.
• Members being renewed into multiple primary (golf) membership groups.

Duplicate or incorrect memberships can occur if the Add Group action has been used instead of Change Group when updating a member's existing membership.

To exclude a membership group from the renewal process, select its Delete icon to remove it from the list.

Important: Carefully review the list before proceeding, as this step determines which memberships will be renewed through the wizard.

Once satisfied:

1. Select Confirmed.
2. Select Next.

Step 8 – Preview Invoices

Review the renewal invoices that will be generated.

1. Select the magnifying glass icon to preview an invoice.
2. Check that all membership group charges and discounts are itemised correctly.
3. Confirm that the invoice amounts and details are accurate.

Recommendation: Review a representative selection of invoices and investigate any unexpected charges, discounts or totals before proceeding.

Once satisfied:

1. Select Confirmed.
2. Select Next.

Step 9 – Preview Payment Plans

Review the payment plans that will be created during the Renewal Wizard process.

1. Select the Create Payment Plans toggle.
2. Ensure the toggle is ON (blue) if you want payment plans to be created through the wizard.
3. Select the magnifying glass icon to preview a payment plan.
4. Check the payment plan details and instalment schedule.

Important: Only members with a payment plan template assigned in their Financial Details will have a payment plan created automatically.

If an invoice contains negative charges, a payment plan will not be created for that invoice during the Renewal Wizard process. Refer to the relevant instructions to Create Payment Plans After Membership Renewals have been submitted.

Once satisfied:

1. Select Confirmed.
2. Select Next.

Step 10 – Submit Renewals

Review the final settings before submitting the renewal batch. This step determines how invoices and payment plans are created and whether invoices are emailed automatically.

Submission Settings

1. Create Payment Plans (default OFF): Enable this option to create payment plans when the renewal batch is submitted.
2. Create Draft Invoices (default ON): When enabled, invoices are created as drafts. Disable this option to create invoices without draft status. These invoices cannot be deleted.
3. Email Invoices (default OFF): Enable this option to email invoices automatically when the batch is submitted.

Important: To email invoices automatically during submission, turn Create Draft Invoices OFF and Email Invoices ON.

If you need to apply credits to renewal invoices, leave the email option OFF so the invoices can be reviewed and adjusted before being sent.

Alternatively, you can email invoices later from the renewal batch history in Step 11.

Before submitting, review the displayed number of invoices and their total value.

When you are satisfied that all settings and totals are correct, select Submit.

A renewal processing progress bar will appear at the top of the screen while the batch is being processed.

Step 11 – Review the Renewal Batch

Once the Renewal Wizard has finished processing, a batch is created for each action completed:

• Membership Invoices
• Memberships Renewed
• Payment Plans Created

Fee invoices are created separately when a fee applies to a payment plan.

Access the Renewal Batch

You can access the batch in either of the following ways:

• Select the magnifying glass icon in the renewal background task; or
• Navigate to Renewals > History.

To review the invoices, memberships or payment plans created, select the relevant button under the Batch Items column.

Available Batch Actions

Depending on the batch item, available actions include:

• Review renewal invoices.
• Reverse all renewal invoices.
• Email all renewal invoices.
• Send a message to all members with a renewal invoice.
• Print all invoices.
• Delete draft invoices.

Important – Update Draft Invoices and Payment Plans

If Create Draft Invoices was ON in Step 10, the renewal invoice and payment plan batches will display a yellow/orange background, and their status will be Draft.

You must update draft invoices to Outstanding before sending invoice emails.

Update Invoice Status

1. Open the Membership Invoices batch.
2. Select all invoices in the batch.
3. From the Bulk Action drop-down menu, select Mark as Outstanding.
4. Wait for the background task to complete.
5. Reopen or refresh the batch and confirm that the status has changed to Outstanding and the background colour has returned to white.

Update Payment Plan Status

If payment plans were created during the Renewal Wizard, repeat the same process for the Payment Plans Created batch to update their status from Draft to Outstanding.

Email Renewal Invoices

Once the invoices have been reviewed and their status is Outstanding:

1. Open the Membership Invoices batch.
2. Select all invoices you want to email.
3. From the Bulk Action drop-down menu, select Send Email.
4. Wait for the background task to complete.

The email process will run as a background task.

Final Checks

Before considering the renewal process complete, confirm that:

• Memberships have been renewed into the correct groups.
• Renewal invoices have been created with the correct charges and discounts.
• Payment plans have been created where required.
• Draft invoices and payment plans have been updated to Outstanding, where applicable.
• Renewal invoice emails have been sent, if required.