Renewals Pre-Planning Videos

Before you process your membership renewals there are a number of steps we recommend you undertake in advance. Each of these steps are outlined in the videos below. A detailed step by step guide can be downloaded from the Renewals Pre-planning Document help page>

Step 1 - Tidy up Existing Memberships

Review and Action the Document, Financial and Invalid Statuses of Existing Memberships 

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

More Information: Memberships Repository

Step 2 - Change Membership Groups

Action requested membership group changes, resignations and upgrades for age and tenure based memberships

Instructions: Changing groups during the membership year

Step 3 - Setting up Payment Plan Templates 

Update or Add Payment Plan template on direct debit payee financial details and check payment plan template configuration settings are correct

Instructions: Assign Payment Plan template to a member 

Step 4 - Identifying Invalid & Special Memberships 

Run reports and smart searches to find members that may be eligible for a special group

• Change (or Add) member/s to special membership groups

Instructions: How to run a Smart Search

5 - Update Charges 

Change the price variation of membership group charges and discounts

• Bulk action and individual methods

Instructions: Updating an Individual Charge

Instructions: Updating an Multiple Charges in Bulk

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

Run system configuration reports to confirm membership group charges and settings

1. Confirm all membership groups have the correct charges assigned
2. Remove one off charges from membership groups, such as joining fees, that are not required on renewal invoices

Step 7 - Create / Edit Promotional Discounts 

For additional promotions or discounts

Instructions: Creating a Promo Code

Instructions: Apply or Remove a Promo Code on Invoices

Instructions: Attach Promo Codes to Multiple Invoices

Step 8 - Review Credit Settings (Levies) 
Confirm credit amounts, credit and expiry date options

Step 9 - Renewal Membership Invoice (Email Template)
Review and edit the membership renewal invoice email template to be sent to members once the renewals are completed

1. Update membership renewal invoice body content
2. Add membership renewal invoice template to membership invoice email process