Renewals Pre-Planning Videos

Before processing your membership renewals, we recommend completing several preparation steps to ensure the renewal process runs smoothly and membership records are accurate. Each step is explained in the videos below.

For detailed instructions, download the Renewals Pre-planning Document.

Step 1. Tidy Up Existing Memberships

Review existing memberships and action any outstanding items across the Document, Financial and Invalid status categories before proceeding with renewals.

• Invoice Required and Credit Required tabs: For memberships that do not require an invoice during the renewal process, change the status to Document Not Required.
• Unfinancial tab: Resign any memberships that are not to be renewed.
• Invalid tab: Update membership groups as required for the next renewal period.

For more information see: Memberships Repository

Step 2. Update Membership Groups

Review and process all membership group changes required before the renewal period. This includes requested membership changes, resignations and upgrades for memberships with age-based or tenure-based criteria.

Ensure all changes are completed before proceeding with membership renewals so that members are renewed in the correct membership groups.

For more information see: Change Group - during the membership year

Step 3. Set Up Payment Plan Templates

Review and update your Payment Plan templates before processing membership renewals to ensure payment arrangements are configured correctly.

• Direct Debit Payee Financial Details: Update existing Payment Plan templates or add new templates as required.
• Template Configuration: Check that all Payment Plan template settings are correct and reflect your club's requirements.

Completing these checks in advance helps ensure that membership renewal invoices are linked to the appropriate payment arrangements.

For more information see: Assign Default Payment Plan to Member

Step 4. Identify Invalid and Special Memberships

Use Reports and Smart Searches to identify members who may be eligible for a special membership group. Review the results and update membership records as required.

• Identify Eligible Members: Run relevant reports and Smart Searches to find members who meet the criteria for a special membership group.
• Update Membership Groups: Change the existing membership group or add a special membership group to the member's record, as appropriate.

Completing these checks before processing renewals helps ensure members are assigned to the correct membership groups for the upcoming renewal period.

Step 5. Update Charges

Review and update membership group charges and discounts to ensure the correct pricing is applied for the upcoming renewal period.

• Update Price Variations: Adjust the price variations for membership group charges and discounts as required.
  • Bulk Updates: Use bulk actions to apply variation changes to multiple charges where appropriate.
  • Individual Updates: Update individual charges when specific adjustments are required.

Complete these updates before processing renewals to ensure membership renewal invoices reflect the correct charge amounts.

Step 6. Review Membership Group Configuration and Charges

Run the relevant system configuration reports to review membership group settings and charges before processing renewals. This helps ensure that all membership groups are configured correctly and that renewal invoices include only the applicable charges.

• Verify Membership Group Charges: Confirm that all membership groups have the correct charges assigned.
• Remove One-Off Charges: Remove one-off charges, such as joining fees, from membership groups where these charges should not be applied to renewal invoices.

Completing these checks helps prevent incorrect charges from being applied when membership renewal invoices are generated.

Step 7. Create or Edit Promotional Discounts

Set up or update promotional discounts before processing membership renewals to ensure any applicable promotions are ready to be applied to renewal invoices.

Use the following instructions for managing promotional discounts and promo codes:

• Creating a Promo Code: Learn how to create a new promotional code.
• Applying or Removing a Promo Code on Invoices: Learn how to apply a promo code to an invoice or remove an existing one.
• Attaching Promo Codes to Multiple Invoices: Learn how to apply promo codes across multiple invoices efficiently.

Step 8. Review Credit Settings (Levies)

Review the credit settings for membership levies before processing renewals to ensure credits are applied correctly.

• Confirm Credit Amounts: Verify that the credit amounts are correct for each applicable membership group.
• Check Credit Date Settings: Confirm that the credit date and expiry date options are configured correctly.

Completing these checks helps ensure that levy credits are calculated and applied correctly during the renewal process.

Step 9. Review the Membership Renewal Invoice Email Template

Review and update the membership renewal invoice email template before processing renewals. This ensures members receive the correct information and messaging when their renewal invoices are sent.

• Update Email Content: Review and edit the body of the membership renewal invoice email to ensure the content is accurate, relevant and up to date.
• Configure the Email Process: Add the membership renewal invoice email template to the membership invoice email process so it is used when renewal invoices are sent to members.

Completing these steps in advance helps ensure members receive clear, accurate and consistent communication with their renewal invoices.