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Membership levels

You can create multiple membership levels, each with different membership fees, subscription periods, renewals policies, and benefits. Membership levels define and distinguish different types of members.

Assigning a membership level to a contact makes the contact a member. A member can only be assigned to one membership level at a time.

You can limit access to pages, events, event registration types, and custom membership fields by membership levels. Inclusion in a member directory can also be restricted by membership level. As well, you can choose recipients for event announcements using membership levels.

The summary view of your member list is grouped by membership level.

Membership level types

There are two types of membership levels: individual and bundle.

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Individual membership levels allow people to join by themselves. You can set up any number of individual levels with different membership fees, subscription periods, renewals policies, and benefits. For information on setting up individual membership levels, see below.

A bundle membership level allows multiple people to join your organization as a group. Bundles members share the same status, renewal date, status, and membership level. Bundles can be used to offer a discounted group membership to companies, teams, or families. For information on setting up bundle membership levels, see Membership bundles.

To summarize:

 

Individual levels

Bundle levels

Members are added...

By themselves or a site administrator

By the bundle administrator or a site administrator

Status, renewal date, status, membership level

Individual

Shared

Membership fee is charged to...

Individual

Bundle administrator

Setting up individual membership levels

To allow visitors to your site to join your organization, you must set up one or more membership levels.

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To set up a new individual membership level, follow these steps:

  1. Hover over the Members menu and click the Levels option.
  2. From the membership level list, click Add level

  3. Enter the name of the membership level (e.g. Gold) in the Name field.

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    Do not use a name that includes the < symbol. It may interfere with online payment processing.

  4. Beside Type, click Individual.
  5. Enter a membership fee and choose whether to apply your tax settings to the fee.
  6. Enter a description for the level. The description will appear below the membership level details on the membership application form. 

  7. Click the Renewal policy tab and decide on your membership renewal policy (see below).
  8. Click the New applications tab and decide how you want to handle new applications (see below).
  9. Click Save to finish creating the membership level and add it to the membership level list.

To modify an existing membership level, click the level within the list.

General settings

On the General tab, you can enter the following information about the membership level.

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Option

Description

Name

The name used the identify the membership level (e.g. Gold). Do not include angle brackets ( < or > ) in the level name as these can interfere with payment processing.

Type

Indicates whether this is an individual or bundle level. For information on bundle membership levels, see Membership bundles.

Membership fee

The cost of the membership to be applied according to the renewal policy. For free memberships, enter a value of 0.

Taxes

Choose whether to apply your tax settings to the membership fee.

Payment methodChoose whether to accept online and/or online payments for this level. Depending on which payment method option you choose, different payment workflows will take place after the applicant completed the membership application form. 
  • If only offline payment is enabled, then the applicant will have the option of cancelling or confirming the application. If the applicant clicks the Confirm button, an invoice will be emailed to them, and a membership application summary will be displayed. From the application summary, the applicant can choose to view or pay the outstanding invoice.
  • If only online payment is enabled, then a Pay online button will appear. Clicking the Pay online button will take the applicant to the online payment screen for your site's payment provider.
  • If both online and offline payment is enabled, then two buttons will be displayed: Pay online and Invoice me. Clicking the Pay online button will take the applicant to the online payment screen for your payment provider. Clicking the Invoice me button will result in the applicant being emailed an invoice – which they can pay online or offline – and a membership application summary being displayed. From the application summary, the applicant can choose to view or pay (online) the outstanding invoice.
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When paying using PayPal Payments Pro, the Pay online button with be replaced with two buttons: Pay with credit card, and PayPal Express checkout.

Description

The description that appears below the membership level details on the membership application form.

Public can apply

Controls whether visitors to your site can apply for this membership level. Disable this option if you only want to manually assign members to this level.

Member can change to

Controls whether members can switch from this to a different membership level. If you enable this option, you then choose the levels that members can switch to.

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Note: members who switch levels will be billed the full membership fee for the new level. All refunds must be done manually.

For more information, see Member - renew or change level.

Renewal policy

From the Renewal policy tab, you choose the renewal period and the date of renewal, and decide on your membership renewal approach.

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You can choose from the following approaches:

Approach

Degree of
automation

Description

Steps

Recurring payments

High

(Community plans and higher) Memberships will be automatically renewed and the membership fee automatically paid. Members will receive an email confirmation but won't be required to do anything.

  1. Configure your payment settings to support recurring payments.
  2. Check the Enabled option under Automatic recurring payments.

Automatically generate renewal invoices

Medium

Automatically generate membership renewal invoices and email to members a specific number of days before their renewal date. Members can click the email link and pay the fee and immediately renew their membership without even having to log in.

  1. Under Renewal reminders and actions, check the Generate and email invoice option.
  2. Check option to send the renewal reminder email to the member and/or the organization contact.

Renewal reminders

Low

Members will receive pending renewal notices, but the onus is on them to log in to the site and renew their membership.

  1. Check option to send a renewal reminder email to the member on or x days before the renewal date.
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If optional extra charges are included in membership renewals, you might want members to renew their memberships themselves – without receiving automatically generated invoices – so that they can decide whether they wish to pay for the optional extras.

Renewal period

In the Renewal period section, you choose when memberships at this level come up for renewal. First, you choose the renewal interval – monthly, quarterly, twice a year, every x years, or never – then you choose the actual date of renewal. The renewal date can be set to the date the member joins (join date), or a specific day of the month (e.g. 1st or 15th).

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You have the option of allowing membership dues for new members to be adjusted proportionally according to the actual remaining time before the next renewal date. For more information, see Prorating membership dues for new applications.

Automatic recurring payments

You can set up recurring payments so that memberships can be automatically renewed on a regular schedule.

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Recurring payments are available only for Community plans and higher (see Pricing).

Before you can enable recurring payments for membership levels, you must configure your payment settings. For more information, see Recurring payments.

To enable recurring payments for a membership level, click Enabled under Automatic recurring payments

If you chose a specific date rather than the join date for the renewal period, new members will be billed the full membership fee for the period between the join date and the first renewal date. You cannot enable prorating of membership fees for levels with automatic recurring payments.

Limit renewals

You can limit renewals to a single renewal period ahead, and control when members can renew. If you check the  Limit renewal to 1 period ahead  option, then members cannot renew an infinite number of periods into the future. With this option enabled, you can also choose to limit renewals to a certain number of days or months before the membership expires. These options are only available after you select a renewal period (above).

When a member is prevented from renewing because of these limits, a notice informing the member of the next possible renewal date will appear in place of the Renew button.

Renewal reminders, actions, and notifications

Renewal reminders and actions take place before the membership is renewed. Renewal notifications are sent once the membership is renewed.

From the Renewal policy tab, you can enable the following renewal reminders and actions.

Default time period

Setting

Description

14 days before renewal date

 

Generate and email invoice

Membership renewal notice will be automatically generated and emailed to active members, and their membership status will be changed to Pending - Renewal. Depending on your routing settings, a copy of the email may also be sent to one or more administrators. 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. Once this option is enabled, the renewal invoice will be emailed regardless of the settings on Invoice settings screen. This option is not available for levels with automatic recurring payments.

Send renewal reminder email 1

You can choose to send the reminder email to the member and/or organization contact. To modify the reminder email, click the renewal reminder email 1 link.

7 days before renewal date

Send renewal reminder email 2

You can choose to send the reminder email to the member and/or organization contact. To modify the reminder email, click the renewal reminder email 2 link.

Renewal date

Send renewal day email notice

You can choose to send the renewal day email notice to the member and/or organization contact. To modify the renewal day email notice, click the renewal day email notice link.

If not renewed within 7 days

 

 

Change renewal period to never

Renewal period for the member will be changed to Never. The member will no longer receive any more renewal notices. Typically, you would use this option together with the Change membership level option below to move a member who does not renew to a lower or inactive membership level.

Change membership level to

Membership level for the member will be changed to the level you choose.

Send grace period email notice

Grace period email notice will be sent to member and/or organization contact. To modify the grace period email notice, click the grace period email notice link.

If not renewed within 14 days

 

 

 

 

 

Delete renewal notice

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.

Change status to lapsed

Membership status of the member will be changed to Lapsed. A lapsed member will no longer receive automatic renewal notices, will no longer appear in member directories, and will no longer be allowed to view member only pages, add comments to blog pages, or post or reply to forum topics. For more information, see How membership status affects available functionality. A lapsed member can restore their membership by paying the renewal fee.

Change renewal period to never

Renewal period for the member will be changed to Never. The member will no longer receive any more renewal notices. Typically, you would use this option together with the Change membership level option below to move a member who does not renew to a lower or inactive membership level.

Change membership level

Membership level for the member will be changed to the level you choose.

Archive record

Archive the member's record. Archived members will no longer receive email blasts (including event announcements) or renewal notices.

Send lapsed email notice

Lapsed email notice will be sent to member and/or organization contact. To modify the grace period email notice, click the lapsed email notice link.

You can also control who receives the renewal pending and renewal confirmed email notifications. The renewal pending email is sent when a renewal invoice has been automatically generated by the system or manually generated by the administrator, or when the member has already started the renewal but has not completed the payment. The emails can be sent to the member and/or the organization contact.

When you create a membership level, the renewal reminder emails are copied from the default membership emails. You can customize the default membership emails or modify reminder emails for individual membership levels. 

New applications

From the New applications tab, you decide how you want handle new applications.

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You can provide for various emails to be sent and actions to take place when someone submits a membership application.

In some cases, you may want to review the application first to see if it meets certain minimum requirements. If you want applications to be automatically approved and activated, disable the Membership applications must be approved by administrator option. You also have the option to automatically approve and activate the membership before payment is received in full. If you choose to require administrator approval and/or receipt of payment, then applications will remain in Pending - New status until the application is approved and/or payment is received in full.

For membership levels that use a specific renewal date – rather than the join date – you can prorate or adjust the membership fee when members join part-way through the membership period. Instead of charging members the full membership fee for an abbreviated membership period, you can choose to pro-rate the membership fee or charge the full fee and extend the membership into the next renewal period. For example, if your annual membership fee is $120 and your memberships renew on January 1st, and someone joins on June 10th, Wild Apricot can automatically adjust their membership fee to $70. Alternately, you choose to charge the full fee and extend the membership through to the end of the next year. For more information, see Prorating membership dues for new applications.

Deleting membership levels

To delete a membership level, click it within the membership level list then click the Delete button. You will be prompted to confirm your intention to delete the level.

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You cannot delete a membership level if members are currently assigned to it. Also, you cannot delete a membership level if it is the last remaining level set up for your site.

Assigning or switching membership levels

To assign a contact to a membership level or switch a member to a different one, go to their contact record and click the Membership tab.

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Within the Membership section, click the Edit button then select a level from the Membership level list.

If you enabled the Member can change to option on the General tab for their current membership level, members can switch to a different membership level from their member profile.

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Members who switch levels will be billed the full membership fee for the new level. The next renewal date will be calculated based on new level settings and payment date.

To change membership levels for multiple members at the same time, you can export your contact records to a spreadsheet, change the levels within the spreadsheet, then import the revised spreadsheet into Wild Apricot. For more information, see Bulk changes using import and export

Restricting by membership level

You can limit access to pages, events, event registration types, and custom membership fields by membership levels. Inclusion in a member directory can also be restricted by membership level. 

Restricting page access by membership level

You can restrict page access to selected membership levels so that only members at those levels can view the page, either through the site menu or via a direct link (URL).

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To restrict page access to selected membership level, follow these steps:

  1. Hover over the Website menu and click the Site pages option that appears.
  2. Within the site page list, click the page that you want to restrict access to.

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    If the page you want to select is grouped under another page, you may have to click the plus sign beside the parent page to display its subpages.

  3. Click the Edit button towards the top of the screen. 

  4. Within the Access level options that appear in the page settings on the left, click the Restricted option.
  5. Choose the member levels – and optionally, membership groups – that can view the page. 



    If you restrict access by both membership levels and membership groups, then members who belong to any of the selected levels or groups will be able to access the page. If you check the All levels or All groups option then all levels or groups – including any levels or groups added in the future – will be selected.
  6. Click the Save button to save your changes.

For more information, see Page access and visibility.

Restricting events by membership level

To restrict access to an event by membership level, follow these steps:

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  1. Hover over the Events menu and select the Event list option.
  2. Select the event within the list.
  3. Within the event details, click the Admin only or Public link towards the top. 

  4. Within the dialog that appears, click the Restricted option.
  5. Check each of the membership levels – and optionally, membership groups – you want to grant access to. 

  6. Click Save to save your choices.
  7. Click Save to save the changes to your event. 

Restricting event registration types by membership level

To restrict an event registration type to certain membership levels, follow these steps:

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  1. Hover over the Events menu and select the Event list option.
  2. Select the event within the list.
  3. Click Registration types.
  4. Click the registration type you want to restrict.
  5. Click the Edit button.
  6. Under Availability, click Members only and check the membership levels you want to limit this event registration type to. 

  7. Click Save

Restricting membership fields by membership level

You can control whether the membership fields you create will apply to all membership levels or just to the ones you select.

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To limit membership fields to selected membership levels, follow these steps:

  1. Hover over the Members menu and select the Membership fields option.
  2. Click the field you want to restrict.
  3. Under Use in, click Selected levels then check the membership levels you want to limit this field to. 

  4. Click Save all changes

Restricting a member directory by membership level

You can limit a member directory to displaying only members at selected membership levels.

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To do so, follow these steps:

  1. Hover over the Website menu and select the Site pages option.
  2. Begin editing the page where the member directory appears.
  3. Hover over the member directory gadget and click the Settings icon. 

  4. Within the gadget settings panel on the left, choose from the following options under Members to include:

    Option

    Description

    All members

    Include all members.

    From saved search

    Use a saved member search to limit members to those that match the saved search criteria. When you choose this option, you can choose from a list of your saved member searches.

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    This option will only appear if you have a saved member search. The ability to save searches is restricted to Community plans and above.

    Selected levels

    Restrict the list to members at selected membership levels. When you click this option, you can choose one or more membership levels to be included in the directory.

    Show bundle administrator only

    Indicates whether to include only bundle administrators and exclude individual members of bundles. The profiles of individual bundle members will still be accessible from the bundle administrator's profile even if individual members are excluded.

  5. Click Save.
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Whether a member appears in the directory also depends on that member's privacy settings.

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