Renewals - Pre Planning

Before you process your membership renewals there are a number of steps we recommend you undertake in advance:

Step 1 - Review and Action the Document, Financial and Invalid Statuses of Memberships

1. Invoice Required and Credit Required Change status to 'Document not Required' for memberships that are not to be  invoiced during the renewal process
2. Unfinancial Resign all memberships that are not to be renewed
3. Invalid Change membership groups as at next renewal

Step 2 - Change Membership Groups Action requested membership group changes and resignations

Step 3 - Direct Debit/Payment Plan Members and payment plan templates Update or Add Payment Plan template on direct debit payee financial details, check payment plan template settings are correct

Step 4 - Run reports / smart search to find members that may be eligible for a special group Change (or Add) member to special membership groups

Step 5 - Update Charges Change the price variation of membership group charges and discounts

Step 6 - Check the Configuration and Charges for all Membership Groups Run system reports to confirm membership group charges and settings

Step 7 - Update Charges on Membership Groups Remove any charges such as joining/entrance fees on each group that are not to be included in membership renewals

Step 8 - Create / Edit Promotional Discounts For additional promotions or discounts

Step 9 - Review Credit Settings (pre-paid bar accounts/levies) Confirm credit amounts, credit and expiry date options

Step 10 - Review/ edit current membership invoice body content or create a new renewal membership invoice body.
If creating a new renewal membership invoice body- create a template called Renewal Membership Invoice and add the newly created body.

Detailed Guide

Step 1 - Review and Action the Document, Financial and Invalid Statuses of Memberships 

• Invoice Required and Credit Required
  • Navigate to Members > Memberships > Invoice Required tab
  • Only change the document status for memberships that do not require an invoice - select memberships and the option 'Document not Required' from the Bulk Action drop menu
  • Repeat to change any Credit Required statuses

Important Note: For membership groups changed to be effective from the start of the next membership year, DO NOT change their document status. By maintaining the Invoice Required status the invoices will be created during the Renewal Wizard process

• Unfinancial Memberships
  • Navigate to Members > Memberships > Unfinancial
  • Review and end any membership that are not to be renewed during the Renewal Wizard process. It is recommended to complete the resignation process for unfinancial members: Resign a Member >

• Invalid Memberships. You can access this information from the Membership Repository or Membership Report:
  • Navigate to Members > Memberships > Invalid Memberships
  • Select the "As at Next Renewal" option to view the invalid memberships
  • Change the invalid membership group;
    • Select the Change Group option from the Action drop menu
    • Set the effective date to be the start day of the next membership year
    • Select new membership group and Add Group

OR

• Navigate to Reports > Membership > Invalid Renewals report
• Set the Invalid as at Date (the date the next membership year starts), use the filter to Select the groups you wish to report on and Run
• Once the report has run, selecting the Repository button will redirect you to a repository screen, where the members can be selected or exported

Step 2 - Change Membership Groups

If a member has requested to change their membership group for the next membership year you will need to change their group with a new effective from date

Important Note: Make sure you use the Change Group option from the actions drop menu from the membership that is being discontinued. DO NOT use the '+ Add Membership' button or 'End Membership' option.

Once you complete the change, the document status for the new membership can be left as "invoice required". The invoice will be created during the renewal wizard process

Instructions to change a membership group

Step 3 - Direct Debit/Payment Plan Members

Members that will continue on with direct debits payments and remain on a payment plan for the next membership year will require a payment plan template to be selected in their "financial details"

This process should usually be completed the first time the member applies to pay an invoice by instalments

Important Note: Members without a payment plan template will NOT automatically have their invoice placed on a payment plan during the renewal process

Payment plan Template - PAYRIX INTEGRATION IMPORTANT NOTE

If you integrate with payrix (direct debit) it is important to note that the payment plan template is set to the desired start day of month with the "offset member ship start" setting to either match the number above - or if start day of month is 1, make the offset setting 0.

Prior to the new membership year "Calculate by end date" MUST be unticked. This must then be reset to "calculate on end date" when the membership year starts.

Step 4 - Run reports / smart search to find any members that may be eligible for a special group

If you have special membership or discount groups / categories for long standing members based on tenure and / or age, then you may need to create a smart search to find members eligible to be changed into or added to this group

If you require assistance, please outline all the membership group requirements in as much detail as possible in an email to support@miclub.com.au , and one of our membership specialists will help

Step 5 - Update Charges

To change or increase the price variations for your membership charges, to be effective from the start of the next membership year, they can be updated in advance. These changes can be made by editing the charges one at a time, or in bulk:

Instructions to edit charges one at a time

Instructions to bulk edit charges

Step 6 - Check the Configuration and Charges for all Membership Groups

• Navigate to Reports > Configuration - there are three reports:
  • Charge Details report: Set the As at Date to the start of the next membership year and run the report. Check the charge variations are correct based on any changes made in the previous step
  • Group Charges report:  Set the As at Date to the start of the next membership year and run the report. Check the charges assigned to each membership group are correct
  • Group Details Report: Set the As at Date to the start of the next membership year and run the report.  Check all membership groups have the correct Renewal Date, Type and Facility Type (all golf memberships must have the Golf facility)

If you require assistance changing any membership group configurations email support@miclub.com.au

Step 7 - Update Charges on Membership Groups

Remove any charges such as joining/entrance fees on each group that are not to be included in membership renewals

• Navigate to Configuration > Groups
• Click on Membership Group Type
• Click on name of Group that needs to be updated
• Click Charges tab
• Click Action button on Joining/Entrance Fee to be removed
• Click Remove
• Click Save

If you require assistance updating charges on any membership groups email support@miclub.com.au

Step 8 - Create / Edit Promotional Discounts

MiMembership has the ability to add promo codes / discounts to invoices for early payment etc.

Instructions for setting up Promo Codes

If you require additional help or information regarding promotions and discounts email support@miclub.com.au 

Step 9 - Review Credit Settings (pre-paid food and beverage accounts/levies)  

Review the General and Expiry settings for any pre-paid food and beverage accounts or levies

• Navigate to Configuration > Financials > Credits
• Confirm the Charge, Credit Charge, Amount Type and Amount are correct
• Set the Credit Options
• Set the Expiry Options

Note: The Valid From and Valid To dates are only required if a credit is applied to the account when the levy invoice/charge is paid by a certain date.

Step 10 - Create/edit renewal email body content/email template

Review/ edit current membership invoice body content or create a new renewal membership invoice body.

If creating a new renewal membership invoice body- create a template called Renewal Membership Invoice and add the newly created body.

Go to Email Processes- add the Renewal Membership Invoice template as an optional email template via the action button.

Please find instructions on doing this in the solution below.

Instructions to create an email template

Instructions for running the renewals wizard can be found here