Setup Memberships
Just as with Programs, Memberships will have pretty similar steps to get created.
After creating Membership Plans, administrators can: Publish, Unpublish, Clone or Edit them.
Again, just like with Programs, group actions are also available if administrators want to publish, un-publish or clone more than one Membership Plan. Resources cannot be edited while published so to edit Administrators need to un-publish first which will take it off the website and then edit it.
The eye icon will direct to show page where Administrators can find more information, like accessing the statement for the Membership plan and Archive the membership:
Setup Memberships
Navigate to Manage Membership Plans to configure your memberships.
Administrators can click on “Membership Plans” to create a new Membership or manage existing ones.
To create a new Membership click on the Add New button.
There are 5 steps to setup a new membership plan.
- Create Plan
Use this screen to fill in the general plan details. On the first step, Administrators can specify:
- Membership Plan name
- Base Price
- Role
- Description
Please note, when you click in the Description field, a cursor may not appear. That’s okay, go ahead and type anyways, your text will appear on screen.
Hold Payment Option: Only check this option if you do not wish to charge the user immediately. This will place any request workflow membership invoices in a “holding” pattern for the user. This should only be selected in rare circumstances and is not a standard practice.
Workflow: If “Request workflow” is chosen, the Membership plan will be available for any user to purchase online and become part of the organization, like sports Memberships. If “Mandatory workflow” is chosen, it means Administrators can push invoices to selected users based on a pre-existing contract and paying that invoice is mandatory, and Administrators should provide interest options, that interest will be applied to unpaid invoices. Mandatory workflow is most common for Resident Associations.
Expiry and renewal information: Memberships can be set to expire on a date or on x month after purchase. There is an option to send reminders for renewal on expiry. If you choose to issue email reminders, you can set the frequency to Daily, Weekly or Monthly.
Be sure to click the Create Membership Plan to save your work and proceed to
Step 2.
Tiered Prices
New Price
This step is typically not required to add a new price since the price was already associated with the Membership Plan is the previous step. Please note the navigation arrows on either side to proceed or return to the previous step.
Add Credits
Click here to set up an automatic general stored credit whenever a user purchases this membership in the given time frame.
This option can then be edited or deleted as necessary:
- Add Questions
If there is any information needed to be collected from members, here administrators can set different type of questions and make it optional or mandatory. When users are purchasing or paying for the Membership plan, they see the questions and answer them.
- Restrictions
If you want to set age or gender restriction for users who purchase this Membership Plan, it can be done from here.
To define which age range is eligible for this membership click the Age button.
Enter a minimum and maximum age and an effective date. Click the Create Restriction button to store your changes. For example, if a member must be 18 at the start of your fiscal year to qualify for this membership, select the date of the beginning of your fiscal year.
To define which genders are eligible, click the Gender button.
Select either Male or Female and click Create Restriction.
If a pre-requisite is required in order to purchase this membership, click Add New and then select the item from the dropdown list.
The options for pre-requisites include any other resources that have been added to the system.
- Add Waiver
Administrators can put in terms and conditions of the Membership, Notes, Waiver and any other important message that user needs to agree, here.
Click to Save your Membership Plan. Click Save and Publish to make it available to purchase or to add to a property.
How do you extend a membership to a customer as a resident?
The general rule is that for a child to have resident status, the membership must be extended to them by an entourage owner with a membership and that membership must be in good standing.
NOTE:
If the membership is not paid, but you wish to give the child the resident pricing, a work around would be to add the role of resident to the child’s profile. Do not forget to add an expiry date to this role, so that if the entourage owner does not pay the membership, that by that expiry date, that child will no longer receive resident pricing. When the role is tied to the membership/property, it is automatically controlled by the membership expiry date.
Add a Reference Number to a Membership
Administrators can navigate to a user profile and scroll down to the list of membership that a user has.
To edit the reference number on a membership, click the blue edit icon.
Reference IDs can be alphanumeric. Reference IDs can also be search upon using the search bar.
Archive Membership
If you choose to archive the Membership you can click on the icon of the Membership to see this option. You will first need to unpublish the membership.
- You may also wish to re-name this membership to indicate that it is archived.
Then click on the button marked Archive.
Allow Simultaneous Active Memberships
When purchasing a membership for renewal, if a user already has an active membership, the system can allow the user to have two simultaneous active memberships.
A new field has been added to capture the renewal period, which is the X number of days before the end of the membership plan when the user can repurchase the membership plan. If not specified, then you cannot renew until the membership plan expires.
To access this field navigate to the Membership and un-publish to Edit. At the bottom of the edit page, there is a new field to enter the number of days in advance of expiry that the user can purchase this membership plan again:
The system will not allow repurchase of a membership plan if the end date is the same as the expiring membership. This takes care of the scenario where there membership plan has the fixed date range and the admin does not update the date ranges.
Mass Suspension by Date
While creating/editing a membership plan, admin has the option to set “Non payment suspension date” and “Suspension type” fields.
To access this, go to Manage>Memberships and edit a membership.
1. At the bottom of the page, enter a date for suspension. Also enter a Suspension Type. If an admin enters a value in either of the fields, then the other field also needs to be filled.
2. If non payment suspension date and expires on both are present, then non payment suspension date should be less than or equal to expires on.
3. Once the membership plan suspension date is reached, Ivrnet Central will lock profile access, suspend memberships for users who have property invoices due that are associated to the membership plan.
4. If user has any entourage members with extended memberships or can pay invoice options enabled, then those user profiles are also locked. They will not get any extended memberships from the entourage user.
5. Whenever a user profile is locked a membership history record is created with text as “Account locked by system for non-payment of property fees”.