Membership
This section of the Configuration menu allows you to configure everything related to your members' Memberships.
The two-level structure
Membri 365 allows you to offer your members highly customizable memberships. To be able to properly configure these, one must first understand the two-tier structure. Membership types are broad categories of membership that include multiple membership packages.
For example, you might have a membership type called Business which would group several membership packages for businesses of various sizes.
| Type of Membership | Membership packages |
|---|---|
| Business | Business with 1 to 10 employees, business with 11 to 20 employees, business with 21 to 50 employees, etc. |
A membership package is so named because it allows you to bring together different membership options. In the same way that an event ticket combines activities, packages combine options. We could therefore speak of a three-level structure.
In summary, Membership types group together several packages that themselves group options.
Membership types
Membership types are broad membership categories. They are used to group together membership packages under a general theme.
Create a new membership type
- In the
Configurationmenu, navigate to theMembership Typespage - Select
+Newfrom the toolbar - Enter a name for your new membership type in the Name field
- Describe the type of membership if necessary in the Description field
- Determine if the system should include the various members who will have this type of membership in the lists and the reports of the system using the field Include in the lists and reports of members
- Select
Save and closefrom the toolbar to complete the creation of this membership type
Membership packages
A membership package contains all the information that defines the membership and the behaviors to be adopted by the system in relation to it.
Understand membership package
Summary tab
Membership Package Information
| Form fields | Description |
|---|---|
| Membership Type | This is the general category into which the membership package falls. |
| Name | This is the name of the membership package. |
| Chapter | Chapter associated with this package |
| Current version membership package version | As soon as there is a change made to the membership package, a new version of the package is created. |
| Order | This field allows you to display the membership packages of a Membership type in a certain order on your website. |
| Membership package level | Value used at upgrade time to determine the package hierarchy. The higher the value, the more valuable the package is. It is therefore not possible to switch from a level 3 package to a level 2 package during an upgrade. It will be necessary to wait for the renewal and to make a downgrading. Membership types also have a level value. We must therefore pay attention first to the level of the type and then to the level of the package. |
| Show on website | This field determines whether the membership package is displayed on your website form. If Yes, the package can be selected during a member's online registration. |
| Force Automatic Renewal | If this field indicates Yes, members of your organization who have this option package as a membership will receive a renewal invoice directly. The system will therefore not send a renewal notice. Visit the renewal page to learn more about this process. |
| Send membership communications | This field enables or disables the sending of automated emails related to the Membership (renewal notices, renewal invoices, etc.). |
| Prevent automatic deactivation | At the end of a Membership, a member must pay a new Membership if he wishes to remain a member of your organization. However, he does not lose his membership privileges immediately upon termination of his membership. Indeed, your members are entitled to a grace period that you have determined beforehand. Once the grace period is over, a member who has not paid his new dues will be deactivated automatically. He will therefore become a non-member. If you choose to disable automatic deactivation, you will need to manually remove membership from a member who has not paid by the grace period. |
| Allow automatic payment | This option allows members to activate direct debit on the payment platform used by your organization. |
| Send invoice email when on auto payment | Determines whether a receipt is emailed when an automatic payment is applied. |
| Allow to override the membership period | Indicates whether it is possible for a member of the organization to specify a duration different from that provided by the membership package when creating a membership. |
| Special action on late payment | If this field says Move to next month, applying a late payment will activate the membership for this month instead of the past month. If this field is empty, the late payment will pay a fee in the past and the member will fall back into renewal. This packageting is especially useful for monthly Memberships. |
| Description | This field allows you to add a description of this membership package to your organization's website. |
| Send renewals X days before the end | Indicates the number of days before the end of a Membership for which the renewal handler must create the renewal. Default value: 30. Validate with the organization when packageting up the system. |
| Automatically invoice renewal X days after notice | If this field contains a numeric value, renewals will be automatically approved by the system a certain number of days after they are created. It will be possible to consult the exact date on which the renewal will be approved in the Membership tab of an account file by means of the field Invoicing of the renewal scheduled on. |
| Bill renewals X days before the end | Indicates the number of days before the end of a Membership for which the renewal invoice must be sent. Used in case the renewal notice would be sent in advance and invoices should not be sent directly for approval. Example: the renewal handler sends the renewal notice 30 days before the end of a member's Membership. If this parameter is 15 for example, the renewal approval will not send the invoice immediately to the member, it will be necessary to wait until the end date is in 15 days. Default value: 15. Little used, it is used for accounting purposes (send notices before the end of the financial year, but wait until after the end of the financial year to send the invoices). |
| Override memebrship registration invoice email template | This option allows an email template other than the default to be used as the membership invoice email for this membership package. |
| Membership Invoice Email Template | The personalized membership invoice email template sent to an organization that chooses this membership package |
| Override Renewal Invoice Template | This option allows an email template other than the default to be used as the renewal invoice email for this membership package. |
| Renewal Invoice Email Template | The personalized renewal invoice email template sent to an organization that chooses this membership package |
| Invoice message | This message will appear on the membership invoice as well as on the renewal invoice of members subscribing to this membership package. |
Communication options
| Fields | Description |
|---|---|
| Send Membership Communications | This field enables or disables the sending of automated emails related to membership (renewal notices, renewal invoices, etc.). |
| Use Products for Invoice Labels | Uses the product description for invoice lines if available; otherwise, the product name is used. This option applies to all lines in membership, renewal, and upgrade invoices. |
| Invoice Message | This message will appear on the membership invoice as well as on the renewal invoice for members subscribed to this Membership package. |
| Send Invoice email when on auto payment | |
| Override Membership Reg. Invoice Email Template | This option allows using a different email template than the default template as the membership invoice email for this membership package. |
| Membership Registration Invoice Email Template | The customized email template for the membership invoice sent to an organization choosing this membership package. |
| Override Renewal Invoice Email Template | This option allows using a different email template than the default template as the renewal invoice email for this membership package. |
| Renewal Invoice Email Template | The customized email template for the renewal invoice sent to an organization choosing this membership package. |
| Override Renewal Notice Email Template | This option allows using a different email template than the default template for renewal notice emails for this membership package. |
| Renewal Template | The customized email template for renewal sent to an organization choosing this membership package. |
Renewal option
| Form fields | Description |
|---|---|
Other options
| Form fields | Description |
|---|---|
Renewal Survey
This box allows you to package up a poll on renewal using Customer Voice.
| Form fields | Description |
|---|---|
Administration
| Form fields | Description |
|---|---|
info
This feature requires custom development. If you are interested in this, please contact our support team to package it up.
Administration
| Fields | Description |
|---|---|
| Renewal Dashboard | Determines whether renewing members who have this package on their dues show up in the renewals dashboard (default) or the monthly renewals dashboard. |
Pricing tab
Pricing
| Form fields | Description |
|---|---|
| Memebrship package product | Indicate the product under which the amounts collected for the memberships of this membership package will fall. |
| Different product for renewals | Indicate the product under which the amounts collected for the Membership renewals of this membership package will fall. |
| Different product for subsequent renewals | Indicate the product under which the amounts collected for subsequent renewals of Membership of this membership package will fall. |
| Price | Price to pay for this membership package |
| Included memebrship credits | It is possible to offer a membership credit that can be applied to certain invoices (registration for an event, for example). This field indicates the total amount of credits included in this membership package. |
| Credit product | This field indicates the product under which the membership credits will be registered. |
| Credited only upon membership registration | Dues credits are, by default, added to the dues at the time of payment for a membership or renewal. If this field indicates Yes, the membership credits will only be available during a Membership. This allows you to make promotions only for new members. The default is No |
| Override the validity of membership credits | membership credits are, by default, valid for the entire duration of the membership. It is possible to override this default only for membership package. |
| Membership credit validity period (months) | This field indicates the duration in months during which the membership credits can be used. This field is only available if the previous field indicates Yes |
| Membership Duration (Months) | This field indicates the number of months this Membership will be active. |
| Limit primary delegate age | You could create membership package for younger members. The Age limit for primary delegate field will appear if this field indicates Yes. |
| Age limit for primary delegate | The maximum age that a principal delegate can have to benefit from a membership related to this group. |
| Reduced price for new business | You can offer a discount to new members who choose this membership package. If the field is Yes, you will be able to determine the reduced price as well as the product associated with this variation of the package. |
| New business membership package product | Indicate the product under which the amounts collected for the first memberships related to this membership package will fall. |
| Price for new business | Determine the amount of the first dues of a member who has this package on his dues. |
| Requires eligibility confirmation at renewal | If the field is Yes, all member accounts in this package fall into intervention required before the renewal notice or invoice is sent to allow you to confirm the member's eligibility for this option package. of Membership. |
| Reason for required intervention | Message that appears on the renewal of members in action required and that lets you know what to check before sending the notice or the renewal invoice. |
Long-term membership package
This section allows you to configure a version of this package that members will save on for a longer term membership. Members can choose this long-term package directly from their renewal notice.
| Form fields | Description |
|---|---|
| Has long-term membership package | By default, there is no discount on a long-term version of a membership package. Select Yes, to create one. |
| Long-term membership package at a reduced price | Select the option package on which to apply a discount. |
| Long-term membership package version | You can select which package version to apply a long-term discount on. |
Tax group
This box allows you to configure the tax group that will be used for billing with this membership package.
| Form fields | Description |
|---|---|
| Override tax group | Allow to override the tax group used when invoices are generated by this membership package. By default, the tax group used is the one chosen in your billing settings. |
| Tax group | This field indicates the tax group used for invoices related to this membership package. This field is only available if the previous field indicates Yes. |
Delegates Pricing
| Form fields | Description |
|---|---|
| Accept additional delegates | Determine if this membership package includes additional delegates. |
| Secondary Delegate Product | Indicate the product under which the amounts collected by the registration of additional delegates will fall. |
| Price for additional secondary delegate | Indicate the annual price for adding a delegate on the Membership to this Membership package. The price can be $0 if you want to add additional delegates for free. |
| Includes secondary delegates | If this field indicates Yes, you will be able to indicate how many delegates are included in the Membership in the field Number of delegates included which will be displayed following this one. |
| Number of included secondary delegates | Determine how many delegates can be added to a membership fee without incurring additional fees. |
| Maximum number of delegates | Indicate a maximum number of secondary delegates that can be added to the Membership. |
| Limit delegates age | If this field indicates Yes, you will be able to indicate the maximum age that an additional delegate can have in the field Maximum age for a young delegate which will be displayed following this one. |
| Reduced price for young delegates | If this field indicates Yes, you will be able to determine the product associated with this addition of an additional young delegate, the maximum age of a young delegate as well as the annual price for each addition of a young delegate. |
| Young secondary delegate Product | Enter the product under which the amounts collected for adding a secondary youth delegate to the dues will be entered. |
| Price for young secondary delegate | Indicate the price to be charged for adding a secondary youth delegate to the membership fee. |
| Age limit for young delegates | Determines the maximum age a delegate can be to qualify for the youth delegate rate |
Additional fee
| Form fields | Description |
|---|---|
| Add an additional fee | It is possible to add additional charges to the invoices related to the memberships that include this package. |
| Additional fee product | Determine which product to associate these additional fees with |
| Amount of additional fee | Determine the amount of additional fees to be applied to the membership |
Additional fee (%)
| Form fields | Description |
|---|---|
| Add an additional fee (%) | It is possible to add additional charges to the invoices related to the memberships that include this package. |
| Product of additional fee (%) | Determine which product to associate these additional fees with |
| Percentage of additional fee | Determine the percentage of the amount of additional fees to be applied to the membership |
Enrollment fees type
| Form fields | Description |
|---|---|
| Enrollment fees type | Choose whether you want to apply enrollment fees or not. If so, determine if the charge is applied per account or per contact. If your members are accounts, select Per Account to apply a enrollment fees for registering a new account. |
| Enrollment fees product | Indicate the product under which the amounts received for the opening of a file will fall. |
| Enrollment fees | Determine the amount of the enrollment fees. |
| Override accounting configuration for fees | This option has been replaced by products. |
Options and Benefits tab
Options
This tab shows the Membership options included in a membership when this package is selected as well as those that can be added to the membership upon joining.
It is possible to view, add/remove and even create from this tab.
Benefits
It is in this section that you can determine which benefit packages are linked to the membership package. A choice can be made among these packages when creating a membership (membership or renewal).
Ticketing tab
Ticketing
| Fields | Description |
|---|---|
| Active member ticket limit | When this option is activated, you can limit the number of member tickets that an account that has this package on its Membership can buy on the online ticketing. |
| Limit member tickets by number of members | If this field indicates Yes, an account will be able to buy as many member tickets as it has delegates on its Membership. If this field indicates No, it must indicate the number of member tickets of each type that can be purchased by an account that has this package on its membership fee. |
| Member ticket limit | Field that allows you to indicate the number of member tickets of each type that an account that has this package on its Membership can buy. |
Accounting tab
Accounting
caution
Features on this tab have been replaced by products.
Dimension values
This module is reserved for users of the Business Central accounting software. It allows you to view and define the dimension values that are associated with invoices that include this membership package.
Versions tab
Each time you save the membership package after making at least one change, Membri 365 makes a copy of the version prior to the save.
Create a new membership package
- In the
Configurationmenu, navigate to theMembership packagespage - Select
+Newfrom the toolbar - Complete the different mandatory and optional fields of the New membership package form using the previous section by going through the tabs and the different boxes.
tip
If you're still having trouble creating membership package, don't hesitate to contact our support team.
Change the prices of the packages
The new year is just around the corner and you want to increase the prices of your membership packages? Here's the fastest way to adjust all the prices related to your packages.
Navigate to the Membership packages section of the Configuration menu;
Make changes to the current view as needed by adding columns to it depending on the fields you want to modify;
Here is a non-exhaustive list of columns you might want to add:
- Price
- Included membership credits
- Price for new business
- Price for additional secondary delegate
- Price for young secondary delegate
- Amount of additional fee
- Percentage of additional fee
- Enrollment fees
info
Remember that if a field is present on an entity, it can be added as a column. This can then be sorted and filtered.
- Save your view for your next changes;
tip
You can even make it your default view if you find it more comprehensive than the system view;
- Select
Open in Excel Onlinefrom the toolbar;
note
The beauty of this feature is that any changes you make in this list will be imported back into the CRM when you select Save
Use the various Excel functionalities to make price changes;
Select
Saveto confirm your changes and re-import the data;Optional: track data import.
info
Don't worry, each modification to a package creates a new version of this package and only affects future memberships. Active memberships in progress will not be affected.
Membership options
Options can be added to membership packages during the process of creating a package through the Membership Options tab.
Create a Membership option
- In the
Configurationmenu, navigate to theMembership Optionspage - Select
+Newfrom the toolbar - Complete the various mandatory and optional fields of the New Membership Option form:
Membership Option Information
| Fields | Description |
|---|---|
| Name | Enter the name of the Membership option you are creating here |
| Product | Choose a product from your product list for accounting synchronization. |
| Price | Determine a price for this Membership option. This price can be included in the price of the Membership if you decide that this option is included during the configuration of membership packages. The price can also be added to the invoice if you determine that this option is additional. |
| Remove automatically | Will remove the option as soon as the account becomes non-member - allows you to follow up with the provider of your membership benefits (options). |
| External link | Link to a website related to the Membership option |
| Code | Membership option code |
| Description | Description of the Membership option that can be consulted during the selection of options |
Accounting
The features in this sidebar have been replaced by products. It should be removed in future releases.
note
Still unsure? Contact us - support@vendere.ca