Member Registration
Please note this is the contact version of Membri 365. If your main records are accounts, click here
The Registration option in the main menu allows you to add new member contacts to Membri 365. To create a new member contact, it is essential to go through this process.
If you want to add a non-member contact, the contact must be created directly from the Contacts option in the menu. Then follow the process of adding a non-member contact.
Registering a member
1- Create or select a contact
Open the registration form
To open the registration form, first go to the Member registrations section of the menu (1) and select + New in the toolbar (2).
You should see a new section with the title New Member Registration. Under this title, you will see two tabs: Contact and Membership and Billing. The registration process will not be complete until you have completed both tabs.
Create or select a contact
Select an existing contact
In case you are registering an existing contact in your database, press the magnifying glass icon to the right of the field search bar (1) and enter the first letters of the contact's name (2) to be able to select it (3).
Create a contact
Most of the time, a new membership requires the creation of a new contact. To do this, select the +New contact option at the bottom of the drop-down menu.
The Quick create: Contact form should appear on the right of your screen. Fill in the contact information for each of the mandatory fields of the form. Then complete the secondary fields for which you have information.
Required fields
Fields marked with a red asterisk must be completed to access the next step in all Membri 365 processes.
List of cities
Membri 365 contains a database with all the cities you should be interested in. To access it, all you have to do is click on the magnifying glass to the right of the City field. Type the first letters of the name of the city where the contact you are joining resides and select it from the drop-down menu. Once you have made your selection, the Province and Country fields should automatically fill out.
If the city you are looking for does not appear, you can create it by pressing the Create City option at the bottom of the drop-down menu. Another form named Quick Create: City should appear. Fill in the required fields and press the Save and Close button at the bottom of the form.
After making sure that the form boxes are filled out, press the Save and Close button at the bottom of the form.
2- Select the type of subscription and its terms
You are now ready to move on to the second tab of the membership creation process. This tab will allow you to define the type and terms of the membership for the new member. To do this, click on the Membership and Billing tab.
Define the membership
First, in the Membership type search field, click on the magnifying glass and choose the type of membership that suits the contact you are joining.
Then, in the Membership Package search field, click on the magnifying glass and chose a memberhsip package for the new member contact.
Ideally, all membership types and packages have been defined during the Membri 365 implementation phase with our team. However, you may need to create a new membership type or add options to a package.
To reach these forms, select the +New Membership Type option at the bottom of the drop-down menu Membership type or the +New Membership Package option at the bottom of the drop-down menu Membership Package.
Define membership terms and conditions
It is possible to modify several terms around the membership. Choose those that are relevant to the contact you are registering (Yes) and reject those that are not (No).
| Fields | Description |
|---|---|
| Renew Automatically | This option tells Membri 365 that when the subscription expires, an invoice will automatically be sent to the contact at the previously designated email address. The main contact will then be able to pay this invoice if he does indeed wish to renew his subscription. |
| Free membership | This option allows you to offer a free membership to the contact you are registering. For example, the new member could be the winner of a contest or have already paid for their membership in your old system. |
| Apply file opening fees | This option allows you to apply or not the costs of opening a new file to the new membership that you are completing. Maybe the contact already existed in your old system or was a member in the past? In these cases, this field should say No. These charges should have already been configured in the subscription option set. |
| Apply the new business discount | If you select this option, a discount that you configured when implementing Membri 365 will be applied to the invoice for the current membership. This discount should have already been configured in the subscription option set. |
| Predetermine end date | This option will allow you to indicate when the contact's subscription should end. This will notify Membri 365 of the dates to send them emails related to the renewal. Most of the time, subscriptions are for one year, but there are several reasons that the contact's subscription may end later or earlier. For example, we can think of different agreements that you could have concluded with your members in connection with the exceptional circumstances generated by the pandemic. Note that if Membri 365 is configured to be on a fixed date, the subscription end date will be automatically filled in |
| Prorated Adjustment Type | This field is displayed only if you have specified an end date for the subscription. Membri 365 then offers you to make an adjustment on the invoice of the member contact. For example, if all subscriptions are annual and they need to be renewed on a fixed date and you have a new member four months before the subscription term ends, you will only want to charge them one-third of the cost of the subscription. If you choose Automatic, Membri 365 will calculate the amount to be billed. If you choose Amount, you will have to enter the amount to be invoiced in the field that will appear after it. |
| Paid | Membership may already have been paid for. For example, your primary partners may not be using a credit card to pay for their subscription. Let's say a partner wrote you a check. In this case, it is possible to indicate the amount of this payment, the method as well as important details (the number of the check for example). |
| Block sending of the invoice email | By activating this option, the process of automatically sending an invoice will be blocked. This will allow you to validate, modify the subscription before sending or not to send anything at all in the case of a free subscription for example. |
| Message on the invoice | You can write in the following field a personalized message for the contact you are registering. For example, when you receive a membership directly from your website, you will have to validate it. If there are any errors in the membership application, you can correct them and indicate what you have corrected in a personalized message. You could also write a personalized welcome message on a new customer's invoice. |
3- Save progress
Why save?
At this time, the information you entered in the forms is temporary. Saving will allow Membri 365 to enter all of this information into your system. This will also allow you to access fields that were previously locked or hidden.
Saving
To save and create the contact, select the Save icon in your toolbar.
The Save & Close option is not optimal here as it will bring you back to the main menu of the Registration section. Of course, you would still be able to access the registration you are working on by selecting it from the menu list.
4- Bill
You are now ready to bill the new member contact.
• Select the Bill icon in your toolbar.
La suite
A membership fee pending payment is added to the contact card and the contact will remain a non-member until payment of the invoice.
An invoice will be automatically created and sent to the customer (or pending transfer to the accounting system (depending on the parameters).
It is also possible to manually pay for a membership.
Reset a registration
If you made a mistake on a billed membership, but it is not yet paid, you can reset the membership to make the necessary changes. You will need to select the Reset icon in your toolbar.
Registrations from your website
Registrations that originate from your website will go directly to Membri 365. However, the membership process is not complete.
There are two logical reasons for this:
On the one hand, it allows you to know that you have a new contact who wishes to be a member. You can then take the necessary actions to welcome this new member contact within your organization.
On the other hand, it is possible that errors have slipped into the registration form. For example, it could be that a new member chooses the wrong type of membership. Once the request has been verified, make the necessary modifications. You can indicate what changes have been made by adding a personalized message directly to the invoice.
Now all you have to do is bill.
Toujours incertain? Contactez-nous - support@vendere.ca