Membership types

Membership Types are used to classify and categorise your members. Each membership type can be configured separately.

Video tutorial: Membership types

Create or edit a Membership Type

Click on the gear icon to open the Configuration and Settings menu.

From the menu on the left, select Membership > Membership Types.

To create a new Membership Type, click on the New Membership Type button. Alternatively, to change an existing Membership Type, find it in the list and click Edit.

Add in the Title and Description of the Membership Type.

Configuration

The Configuration tab allows you to configure different settings for the Membership Type.

Auto Approve on Join

Set to Yes if a new membership application should be automatically approved and made active.

Set to No if the application is to be reviewed and manually approved by an Administrator.

Auto Confirmation on Approval

Set to Yes to automatically send a confirmation email to new members once their application has been approved.

Include in Online Joining Form

Set to Yes if the Membership Type is to be listed in the Online Joining Form on your website.

Add GST if Inside Australia

When a member joins or renews, and their primary address is inside Australia, GST is added to the membership fee.

Add GST if outside Australia

When a member joins or renews, and their primary address lists a country other than Australia, GST is added to the membership fee.

Allow profile to download certificate

Enabling this function will give members the option to download an electronic version of their renewal membership certificate directly from their profile on the website.

Enable digital certificate

When this is switched on, members can download a digital membership card via their profile on the website.

Membership period type

Rolling (Anniversary)

Rolling or Anniversary memberships are valid from the day a member joins for the relevant membership period, there is no set membership period.

When a member renews a Rolling or Anniversary membership, their Paid Through Date will be updated to be their current Paid Through Date + the Membership Period.

For example, a member has a Paid Through Date of 22/4/2017 and the Membership Type has a Membership Period of 12 Months. When the member renews their membership, their Paid Through Date will be updated to 22/4/2018.

Cyclical

A Cyclical membership is valid for a set period of time, generally set by the association's constitution.

When a member joins or renews, their Paid Through Date is updated to the end date of the current Membership Price Period.

For example, a member has a Paid Through Date of 22/4/2017 and the end of the current Membership Price Period is 21/12/2017. When the member joins or renews their membership, their Paid Through Date will be updated to 21/12/2017.

Membership period

NOTE: This field is only visible when Membership Period Type is set to Rolling.

This sets the number of months a membership can be valid for.

For example, a member has a Paid Through Date of 22/4/2017 and the Membership Type has a Membership Period of 12 Months. When the member renews their membership, their Paid Through Date will be updated to 22/4/2018.

Event Delegate Type

Whenever a member of this Membership Type registers for an event, their registration can automatically be linked to an Event Delegate Type. This allows you to set which Event Registration Type this Membership Type links to when anyone with this Membership Type registers for an event.

Joining Fee

This allows you to set a Joining Fee for new members.

Status Triggers

Status Triggers allow you to set what the status for this Membership Type should change to when defined events occur.

On Approval

When a new membership is approved the Membership Status field is updated to the selected value.

On Lapsed

When a membership hasn't been renewed the Membership Status field is updated to the selected value after the Paid Through Date is reached and the membership expires.

If you wish to include a grace period for late renewals, enter the relevant number of days into the Days After Paid Through Date Field. If you don't wish to include a grace period, enter 0 into this field.

On Renewal

When a membership is renewed the Membership Status field is updated to the selected value.

Display Fields

The Display Fields tab allows you to specify which System Fields and/or Profile Custom Fields will display in which forms for this Membership Type by checking the relevant box.

Include in Profile

Fields selected here will display when members with this Membership Type View or Edit their profile.

Include in Joining Form

Fields selected here will display in the Online Joining form for this Membership Type.

Include in Renewal Form

Fields selected here will display in the Renewal Form for this Membership Type.

System Fields

Select which System Fields need to be displayed and whether or not they are a required field.

Profile Custom Fields

Select which Profile Custom Fields should be displayed.

Renewal Notices

The Renewal Notices tab allows you to set up automated renewal notices for this Membership Type.

Up to 6 different reminder emails can be scheduled at timeframes you choose.

Auto Generate Renewal Notices - Set this to yes to ensure the renewal reminders are sent at the timeframes you select below.

IMPORTANT: If you do not set the Auto Generate Renewal Notices to Yes, no renewal reminder emails will be sent.

Include Link to Invoice in Renewal Notice - Set this to yes if you wish to include a link directly to the renewal invoice on the reminder email.

Include Link to Certificate in Confirmation Email - Set this to yes if you wish to include a link for members to download a membership certificate from their confirmation email. A certificate background image must be uploaded via Image Assets.

Email reminder and timeframe

To select the email you wish to send for each notice, click in the dropdown and select the relevant reminder. See the Email Signatures User Guide for more information about creating the templates.

Now set the timeframe by entering the number of days into the Offset field. The email reminders are scheduled based on the member's Paid Through date. To email a reminder to a member a month before they're membership expires, enter -28 into the Offset field. The most commonly used timeframes are as follows:

  • -28 days - reminder email sent a month prior to Paid Through Date

  • -14 days - reminder email sent 2 weeks prior to Paid Through Date

  • 0 days - reminder email sent the day the membership expires

  • 14 days - reminder email sent 2 weeks after Paid Through Date

  • 28 days - reminder email sent a month after Paid Through Date

Pending renewals

Email reminders are only sent while a membership renewal is pending. Once a renewal has been completed and paid, the member will no longer receive reminder emails.

Permissions

This Permissions tab is where you specify if the Membership Type has Member Privileges.

If set to Yes, members of this Membership Type will be able to login to the website and access member only features.

Add-Ons

Video tutorial: Membership add-ons

The Membership Add-Ons tab allows you to give members the option of including an additional item when they join or renew their membership. This could be for a magazine subscription or a particular resource your association offers.

Add-ons are created individually for each Membership Type, so you can create different Add-ons for certain Membership Types.

IMPORTANT: If you wish to create an Add-on for all members to select, you will need to create it individually for each Membership Type.

Creating an Add-on

You can create an Add On by clicking + New Add On and completing the following information:

  • Add On Type - Select if the Add-on is item or period based, a period based Add-on will expire at the end of the membership period.

  • Title - Enter the Title of the Add-on.

  • Description - Enter a short description of the Add-on.

  • Price - Enter the price of the Add-on, note this should be entered as the exGST price. When the Add-on is selected this is included in the total amount payable by the member.

  • Add GST - Select the GST properties for the Add-on

    • Inherit - The Add-on will inherit the GST properties of the Membership Type

    • Yes - GST will be included in the Add-on price regardless of the Membership Type settings

    • No - GST is never charged on the Add-on

  • Max Order - Enter the maximum number of items that can be ordered. If set to 1 the option to purchase is displayed as a checkbox, if set as 2 or more, the member will need to enter the number of items.

  • Default Selection - This sets whether or not the Add-on field is pre-populated, for example, if the Max Order is set to 1 and the Default Order is set to 1, the Add-on checkbox will be pre-checked. To remove the Add-on from their membership, the member needs to un-check the box. If the Default Order is set to 0, the Add-on checkbox will be left blank and it is up to the member to select if they wish to include it in their membership.

  • Disable Selection Field - If set to Yes, this will make the Add-on mandatory and it will be automatically included in the membership payment and invoice.

  • Include in Joining Form - Set this to Yes to include it in the Online Joining Form.

  • Include in Renewal Form - Set this to Yes to include it in the Online Renewal Form.

Where are Add-ons recorded?

When a member selects an Add-on to be included with the their membership, it is recorded on the membership invoice and a profile interaction is created.

Manually including Add-ons

Add-ons can be added to a membership outside of joining or renewal from the membership profile. To do this, go to the Active Membership Add-ons box on the profile dashboard and click the + button.

The list of Add-ons available will display onscreen, select the appropriate option and click Save.

IMPORTANT: Updating a member profile to include a new membership Add-on will not invoice the member if there is a cost associated. A manual invoice must be created if you require payment from the member, see the Manual Invoices & Payments User Guide to learn how.

List of Membership Add-ons

To view a complete list of Add-ons for a member, click the arrow in the top-right corner of the Active Membership Add-ons box.

A list of all Add-ons for the member will display on-screen.

Payment plan

The Payment Plan tab allows you to offer your members to pay their membership in instalments. If you wish to offer this, you will need to create an Ezidebit account.

To configure the payment plan options, switch on the payment intervals you wish to offer your members.

IMPORTANT: If there is a joining fee or add-on option set up on the membership type, then the member will be invoiced and immediately charged for these items in a separate invoice to the first instalment of the payment plan. The joining fee and add-ons are not included in the payment plan.

Administrators can view or create individual payment plans on profile.

Delete Membership Type

This tab is where you can delete the Membership Type.

If you delete a Membership Type, any members who were assigned to this Membership Type before it was deleted will no longer have a Membership Type selected in their profile.

IMPORTANT: Proceed with extreme caution when deleting a Membership Type. Once a Membership Type has been deleted it cannot be retrieved and may interfere with your membership data.