Renewal date calculation
For new applications
Member renewal date is set when a new member status become Active (e.g. membership application with online payment was automatically confirmed and recorded or when administrator activates member manually) and calculated according to the membership level renewal policy.
New application example
- Current date: 11 Mar 2011
- If Membership Level Renewal period is set with: every 1 year, join date
- Then Renewal due on will be set to: Current date + Renewal period = 11 Mar 2012
and
- If Membership Level Renewal period is set to: every 1 year, specific date - 15 July
- Then Renewal due on will be set to nearest specific date = 15 Jul 2011
For renewals
- In order for the members to renew for the next renewal period, their member records must be already set in the system and they should have access to their membership profile page from where the renewal is initiated, see Member - renew or change level
- If [Renew until...] button is missing check: 1. Membership level renewal policy and make sure it is not set to Never, 2. Member renewal due on date and make sure it is not set to Never.
- If you have an existing member that you want to bring over to your new Wild Apricot account you must add them to the system first (either by import or manually). See Import Guide and Adding member records manually
Member renewal date calculation examples
Today's date = 15 Mar 2011
| Status as of today |
Level renewal policy
|
Member's Current Renewal date
|
Member's New Renewal date
|
Notes
|
| Active |
annual, join date
|
21 Mar 2011 |
21 Mar 2012 |
Normal situation - member is renewing a few days in advance |
| Active |
annual, join date |
11 Mar 2011 |
11 Mar 2012 |
Member was a few days late, but his record was still kept in Active status |
| Lapsed |
annual, join date |
1 Feb 2011 |
15 Mar 2012 |
This member was already in Lapsed status (due to manual admin editing or via automated renewal actions), thus system calculated his new renewal date from today's date (effectively it became his rejoining date) |
Active
|
annual, join date |
01 Oct 2009 |
01 Oct 2010
|
This is an 'abnormal' scenario - member Renewal date is way overdue but member status is still Active, so system assumes that member kept full use of membership benefits and this applied his renewal payment to backdate from the renewal date in the past. Thus, even after renewal, his renewal date is still in the past and he should renew again to catch up on payments. If you do not want this to happen, make sure that your members who fail to renew do not stay in Active status
|
| Lapsed |
annual, join date
|
Never |
15 Mar 2012
|
Lapsed member can renew from today's date according to current level renewal policy, even if his previous renewal date was reset to 'Never' |
Active
|
annual, specific date 01 July |
10 Dec 2011 |
01 Jul 2012 |
This is a bit of an unusual case:
1) For some reason, member's renewal date did not match level policy - e.g. you changed level renewal policy afterwards, or member record was manually edited / imported. As a result member is not renewed for the full year.
2) Member is also renewing far in advance of his renewal due date |
| Lapsed |
annual, specific date 01 July |
10 Aug 2009 |
1 Jul 2011
|
Member is renewed for less than 4 months in this case. Note that system will not jump to 2012 in this case, it only uses the nearest member level date.
|
 | Whenever your membership level renews on a specific date, check that renewal due date (day and month only) of individual members in this level matches that specific date. If these dates differ then member will not be renewed for the full period.
E.g. if level is setup with: annual, specific date 15 July you have to make sure that members renewal date are also set to 15 July (the difference can happen due to member records imported with certain renewal dates or due to manual editing of records by administrators |
For member level changes
If you want your members to have an option to switch to another level make sure that Level security options are setup to allow members to switch to other levels, see Membership levels.
Renewal date logic is similar to the new application logic above, and the only difference is pro-rating will not apply.
See also
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