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Member renewals and level changes

Wild Apricot includes many online self-service features for members, including the ability for members to renew their membership, change their membership level, and pay membership dues online.

For each membership level, you can provide for a membership renewal invoice to be automatically generated and emailed in advance of the renewal date.

Renewing a membership

Members can renew their membership from the membership renewal notice they received by email, or from your Wild Apricot site.

Renewing via email

Depending on how you have set up the membership level, you can provide for a membership renewal notice and invoice to be automatically emailed to the member.   If the member clicks the  View invoice online  link within the emailed invoice, they will be able to view and pay the invoice online without logging in. This option is not available for levels with automatic recurring payments.

Renewing from your Wild Apricot site

To renew a membership or change their membership level from your Wild Apricot site, members must log in.

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After a member logs in, a message will appear in the bottom right corner if the member has unpaid invoices or incomplete registrations, or if the member is lapsed, overdue, or within a week of their renewal date.

To renew or upgrade their membership, a member clicks the View profile link to jump to their member profile page. Depending on the website theme, their name may appear as the link.

 

From their member profiles, members can perform a variety of self-service functions, including membership renewal.

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You can customize this page by modifying the Contact profile system page.

To renew their membership, the member clicks the Renew button from their Profile page. When a member is limited to renewing only one period ahead or only within a certain number of days or months before the membership expires, a notice informing the member of the next possible renewal date will appear in place of the Renew button.

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The Renew button does not appear if the member's status is Pending - Renewal. This status means that a renewal invoice has been automatically generated by the system or manually generated by the administrator, or that the member has already started the renewal but has not completed the payment.

They will be given the opportunity to review and update their membership details. After clicking Update and next and confirming the renewal, members will be taken to their Invoices and payments page where they can pay for the invoice (see View account history and pay invoices).

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You can customize this page by modifying the Membership renewal system page.

Until the payment is made, a Balance due notification will be shown on the notification bar,

and a message will be displayed on the member profile:

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Renewals can also be processed automatically if automatic Recurring payments are enabled.

Changing membership level

The option to change a membership level will only appear within the member profile if the level security options of the level allow level changes (see Membership levels). The option is not available if the membership status is pending.

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Members can choose to change from one level to another regardless of whether that level is paid or free.

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The full price of the new membership term will be billed, and the next renewal date will be calculated based on new level settings and payment date. There is currently no pro-rating based on the previous membership level.

After clicking the Change membership level button, members will be presented with the list of available membership levels.

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You can customize this page by modifying the Membership level change system page.

Next, they are given the chance to update their profile and asked to confirm.

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You can customize this page by modifying the Membership renewal system page.

Members click on Confirm to add the invoice to their profile (see View account history and pay invoices). After the successful online payment, the membership record will be updated with a new membership level and renewal date. Until the payment is received, notice about the level change is shown on the member's profile, along with the option to view and pay the invoice.

Automatically generating membership renewal invoices

For each membership level, you can provide for a membership renewal invoice to be automatically generated and emailed to members a specific number of days before their renewal date.

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To enable automatic generation of renewal invoices:

  1. Hover over the Members menu and select the Levels option.
  2. Select the level for which you want automatic generation of renewal notices.
  3. Click Renewal policy.
  4. Under Renewal reminders and actions, enter the number of days in advance of the renewal date to email the invoice.
  5. Check the Generate and email invoice option. 

  6. Click Save.

The membership renewal notice will be automatically generated and emailed to active members the specified number of days in advance of their renewal date. On that day, the membership status will be changed to Pending - Renewal.

A copy of the email may also be sent to administrators depending on your routing settings.

Automatic invoice generations will be added to the audit log.

Automatically deleting membership renewal invoices

You can provide for membership renewal notices to be automatically deleted a certain number of days after the renewal date.

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To enable automatic deletion of renewal invoices:

  1. Hover over the Members menu and select the Levels option.
  2. Select the level for which you want automatic generation of renewal notices.
  3. Click Renewal policy.
  4. Under If not renewed within  x  days, enter the number of days after the renewal date to delete the invoice.
  5. Check the Delete renewal invoice option. 



    The Change status to enabled option is automatically enabled.
  6. Click Save.

The membership renewal invoice will be automatically deleted for members with a status of Pending - Renewal if not fully paid within the specified number of days following the renewal date. The invoice will be deleted whether generated automatically or manually.

Automatic invoice deletions will be added to the audit log.

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Wild Apricot Inc. 144 Front Street West Suite 725, Toronto, Ontario, Canada M5J 2L7