Subscription memberships
With Subscription memberships associations can now offer automatic membership renewals. Utilising the Stripe Connect payment gateway, Subscription memberships are available via credit card and can be set for various durations, from one month to a year or more.
Associations can create up to 6 automated reminder notifications to let members know when their membership renewal payment will be processed.
Confirm Stripe Connect is enabled
As Subscription memberships are only available with the Stripe Connect payment gateway, you will need to confirm Stripe Connect is enabled before you can create a Subscription Membership Type.
If you are using the older Stripe payment gateway, you will need to update your payment gateway to Stripe Connect to utilise Subscription memberships. For instructions on how to do this, see the Stripe Connect page.
Go to Configuration & Settings by clicking on the gear icon in the top right corner of the screen.
Select Finance > Stripe Connect from the menu on the left.
If Stripe Connect has been enabled you will see a green alert on the screen letting you know the account is live.
IMPORTANT: Subscription memberships are only supported when using Stripe as your payment gateway. If you're currently using a different provider, you'll need to switch to Stripe to enable subscription functionality.
Please note that Stripe cannot be used alongside other payment gateways. If you’re currently offering payment plans through Ezidebit, these will need to be transitioned to Stripe.
Enable the Subscription memberships module
Before you can configure a Subscription Membership Type you will need to enable the module.
Click on the user icon in the top right to display the Account menu and select Licence.
Expand the Optional Modules section, and click the Enable Module button for Subscription Membership.
Create a Subscription Membership Type
Go to Configuration & Settings by clicking on the gear icon in the top right corner of the screen.
Select Membership > Membership Types from the menu on the left.
Click on the New Membership Type button.
Enter a Title and Description for the Subscription Membership Type.
Configure the settings for the Subscription Membership Type, you can find detailed information about each option on the Membership Types page.
Set the Membership Period Type to Subscription.
Proceed with configuring the Membership Type settings, you can find more information on each tab on the main Membership Types page:
Accounting / Xero
Renewal and payment notifications
Subscription renewal notifications must be set up in order the membership to be automatically renewed.
Click on the Renewal Notices tab to configure automated renewal reminder notices that will be emailed to members.
Switch on the options for Auto Generate Renewal Notices and Include Link To Invoice In Renewal Notice.
These options must be switched on for members to receive the notification emails that their membership will be automatically renewed and receive a copy of the invoice prior to their renewal being processed.
To configure your Subscription Renewal reminder emails, see the Email Signatures User Guide for instructions.
You will need to configure at least two Subscription Renewal Notices, the first notice must be configured to be be sent prior to the Paid Through Date.
The second notice must be configured to be sent on the Paid Through Date. Membership payments will be processed on the Paid Through Date.To configure a renewal notice click in the dropdown for Notice 1 and select the Subscription Renewal 1 option.
Subscription renewal notifications are scheduled based on the member’s Paid Through Date. In the Offset field, enter the number of days before the Paid Through Date the notification should be sent with a minus, for example -28 will send the notification email 28 days before the membership expires.
You can send up to 6 automated renewal notification emails in total, repeat the above steps for however many notification emails you wish to send.
Once the Subscription Membership Type has been fully configured, click the Save Membership Type button.
Managing Subscription membership on a profile
Subscription membership information
Find the relevant profile and click on Other > Subscription Management.
The Current Subscription details will be displayed at the top of the page. The following details will be displayed:
Duration (months) - this will show how many months the membership is valid for.
Payment amount - this is the amount that will be charged to the member’s credit card when the renewal is processed.
Next payment due - this is the date the renewal payment will be processed
Information about any prior Subscription memberships held by the member will be displayed in the Subscription History section.
Update payment method
Find the relevant profile and click on Other > Subscription Management.
To update the payment method on behalf of the member, click the Update Payment Method button and enter the new credit card details and click Save Changes.
Cancelling a Subscription membership
Set up the Email Signature for the Subscription Membership Cancellation Notice, see the Email Signatures User Guide for instructions how to do this.
Find the relevant profile and click on Other > Subscription Management.
Click the Cancel Subscription button.
Once cancelled the system will update the profile’s Membership Status to Active - Do Not Renew and the membership will remain active with all membership benefits in place until the Paid Through Date has passed and the membership is automatically lapsed by the system.
Profile interactions
New Subscription member joins
When a new member joins and selects a Subscription membership option, the Profile Interaction will show the Payment type as Subscription.
Payment method updated
When the payment method is updated, a Profile Interaction will be created on the profile. The Profile Interaction will indicate whether the payment method was updated by the member or an administrator.
Viewing cancelled Subscription memberships
From the menu on the left, select Membership Renewals > Cancelled Subscriptions.
To get a list of Subscription memberships cancelled within a specific time period, click in the From and To fields to select the relevant dates.
Click on one of the following buttons to generate a report:
Excel - export the data to a spreadsheet
PDF - export the data to a PDF file
Data Table - generate a list of profiles on the screen
Members updating their Subscription membership
When a member has an active Subscription membership, they can login to view and update their membership details on their profile.
Subscription membership information
The member selects Membership Subscription from the profile menu.
The Current Subscription details are displayed at the top of the page. The following details are displayed:
Duration (months) - this will show how many months the membership is valid for.
Payment amount - this is the amount that will be charged to the member’s credit card when the renewal is processed.
Next payment due - this is the date the renewal payment will be processed
Information about any prior Subscription memberships held by the member will be displayed in the Subscription History section.
Member updates payment method
The member selects Membership Subscription from the profile menu.
The member clicks the Update Payment Method button.
The member enters their new credit card details and clicks Save Changes.
Member cancels their Subscription membership
The member selects Membership Subscription from the profile menu.
The member clicks the Cancel Subscription button.
Once cancelled the system will update the profile’s Membership Status to Active - Do Not Renew and the membership will remain active with all membership benefits in place until the Paid Through Date has passed and the membership is automatically lapsed by the system.