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Renewal date calculation

A member's next renewal date is calculated differently depending on whether the member is applying for a new membership or renewing an existing membership.

For new memberships

The renewal date for a new membership is set when the new member's status become  Active  – which occurs when membership application with online payment was automatically confirmed and recorded or when administrator activates member manually – and is calculated according to the membership level's  renewal policy  – specifically its renewal period and renewal date.

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The renewal date can be a specific date or the member's join date (which appears on their contact record as the Member since date).

Examples

Membership becomes active on...Renewal periodLevel renewal dateNext member renewal date
September 15, 2015


MonthlyJoin dateOctober 15, 2015
Specific date: 1stOctober 1, 2015
Every 1 yearJoin dateSeptember 15, 2016
Specific date: January 1stJanuary 1, 2016
Every 3 yearsJoin dateSeptember 15, 2018
Specific date: January 1stJanuary 1, 2018
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When the level's renewal date is set to a specific date, you can apply prorating so that fees are adjusted to reflect the abbreviated period before the member's next renewal date. For more information, see Prorating membership dues for new applications.

For membership renewals

The next renewal date for a member renewing their membership depends on their status, their membership level's renewal policy, and the date of renewal relative to their current renewal date.

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Examples

Members renews on...

Status

Level renewal policy

Member's current renewal date

Member's new renewal date

Notes

March 15, 2015

Active

Annual, Join date

March 21, 2015

March 21, 2016

Normal situation – member is renewing a few days in advance

Active

Annual, Join date

March 11, 2015

March 11, 2016

Member was a few days late, but his record was still kept in Active status

Lapsed

Annual, Join date

February 1, 2015

March 15, 2016

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

October 1, 2013

October 1, 2014

This is an unusual scenario – the member's renewal date is well 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

March 15, 2016

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: July 1st

December 10, 2015

July 1, 2016

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: July 1st

August 10, 2013

July 1, 2015

Member is renewed for less than 4 months in this case. Note that system will not jump to 2016 in this case, it only uses the nearest member level date.

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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.
For example, if the level is set up with an annual period and a specific date of July 15th, you have to make sure that members renewal date are also set to July 15th (the difference can happen due to member records imported with certain renewal dates or due to manual editing of records by administrators

Member can renew their membership via email or from their member profile your Wild Apricot site. For more information, see Member - renew or change level. Only members with status of Active or Lapsed can renew their memberships.

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Renewals are handled differently for members with automatic recurring payments and for bundle members. For more information, see Recurring payments and Membership bundles.

For member level changes

When switching to a different membership level, the next renewal date will be calculated based on new level settings and payment date.

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The full price of the new membership term will be billed. There is currently no pro-rating based on the previous membership level.

If you want your members to have an option to switch to another level make sure that Level security options are set up to allow members to switch to other levels. For more information, see Membership levels. 

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