Membership Management
Understanding Membership Management
Membership management in Membri 365 is closely tied to a billing process. Every membership registration, whether paid or free (with an amount that can be set to $0 depending on your business model), involves issuing an invoice. This process ensures clear and structured tracking of memberships, whether they are new registrations or renewals.
Key Terms
- Membership Registration: The process by which a new account becomes a member.
- Renewal: The process by which an existing member renews their membership.
- Active Membership: A status indicating that an account is in good standing as a member.
- Pending Membership: A temporary status before the payment of the membership registration or renewal invoice.
Managing Membership Registrations and Renewals
In Membri 365, billing follows two distinct scenarios:
- New Membership: When an account becomes a member or returns as a member after a break in their memberships, you must create a new membership.
- Renewal: For an account that is already a member and whose membership is expiring, you need to manage the renewal.
In both cases, an invoice is generated. Once the invoice is paid, an active membership status is assigned to the account, confirming its standing as a member. This status is determined solely by active membership, which reflects the validity of the membership, independently of the billing process itself.
Memberships and Member Status
When a membership registration or renewal invoice is issued:
- A pending membership status is created for the account.
- Once the invoice is paid, the membership becomes active, thereby confirming the account’s membership status for the organization.
Membership status depends solely on this active membership. While the membership itself does not generate invoices, it remains the determining factor of the account’s membership status. Below are the possible membership statuses based on the membership type.
| Possible Status | Description | Membership Status |
|---|---|---|
| Non-Member Member = No | Status assigned to an account with no membership. This allows maintaining a rich database of prospects who have never been members of your organization. | No Membership |
| Upcoming Member Member = No | This status is assigned when a membership registration is invoiced but pending payment. Once the invoice is paid, the membership becomes active, and the status changes to Member. | Pending Membership |
| Member Member = Yes | An account becomes a member when its invoice is paid and active. At the end of the membership period, the member benefits from a grace period. | Active Membership |
| In Grace Period Member = Yes | Membership has expired, but the account remains a member for a set time. This allows the member to renew without losing privileges. After the grace period, the member status becomes Suspended. | Membership in Grace Period (Renewal in Progress) |
| Suspended Member = No | An account is suspended after the grace period if renewal is still pending. If renewal is DECLINED, the account becomes an Ex-Member. If the invoice is PAID, the account returns to Member status. | |
| Ex-Member Member = No | This status is assigned when renewal is declined. These are accounts that were once members but no longer are. | Expired Membership (Renewal Declined) |
Process Visualization
To summarize, the diagram below illustrates the membership registration and renewal flow within Membri 365.
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