Table Of Contents

Member Dues Collection, Renewals, and Notifications

  1. How to Record an Offline Payment for Membership Dues
  2. How to Collect Membership Dues

How to Record an Offline Payment for Membership Dues

You can easily collect offline payments for your group to ensure they're recorded accurately and will reflect in your online accounting.

  1. Hover over Membership tab in the left-hand navigation bar
  2. Click on Assign Membership Levels
  3. Select the level you're collecting offline funds for and the payment type

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  1. Enter the payment date, paid through date, as well as any additional memos
  2. Click the box beside the name of the member you're recording a payment for
  3. When complete, click Assign Level

How to Collect Membership Dues

Collecting dues through membership levels allows you to offer free, lifetime or one-time payment, and paid memberships with the option to set up automatically recurring payments. This is ideal for annual club dues, monthly services, and other ongoing membership-related payments.

 

Create a paid membership level

Create a one-time/lifetime membership payment level

Prorate new-member dues

Assign existing members to a membership level/record offline payments

 

Create a paid membership level

  1. Click Membership on the left navigation bar
  2. Select Manage Membership Levels from the submenu
  3. Use the dropdown menu to select My Group Has Membership Levels
  4. Click Add a Membership Level
  5. Title your level (Example: "Platinum")

MemberDuesCollection1.png

  1. Use the dropdown menu to select if level is Free or Paid
  2. If paid, use the dropdown menu to select the interval of membership billing 

Note: Select automatic to automatically re-enroll members each period. Select manual if members must opt in each period. 

  1. Set a price
  • If you decide to have your members, rather than your group, absorb the transaction fees, you will need to calculate the total fee and add it to the price of your membership level. Learn more: How to Calculate the Total Transaction Fee
  1. Set billing date
  2. Check Pro-rate if you intend to prorate the join period to sync with standard billing dates
  1. Add a description for your level
  • This is a good place to educate members about how this level differs from other options. Click add/edit to include a description or images.
  1. To add membership reminders, click Edit on any of the fields that specify a time frame to customize the action to be automatically taken 

Note: All notifications are set to the default No Actions Selected, except for the renewal confirmation, meaning that you must enable an action.

Once you enable your notification emails, all members on the specified level receive them. It might take you a couple minutes to customize your notifications, but once you’ve done it, this set-it-and-forget-it feature will save you time in the long run.

In your Late & Missed Renewal actions, you have the option to automatically change members’ type, change members’ level, and change member’s status to lapsed by clicking the applicable checkboxes. You can also choose to notify the member and group leaders of these changes.

You can provide a discounted level creating that membership level, setting the visibility to Private, then providing people with the access code or coupon code to that level. Some groups also prefer to keep their free membership level hidden. If you decide to hide your free level, you can still provide access to it via access code, so only those with the specific access code will be able to choose the free option. To hide a membership level, click Private under the Visibility setting.

  1. Click Save and Close when finished
  • Repeat steps 4 - 13 to add another membership level.
  1. When you've added all member levels, click Save & Close

  

Create a one-time/lifetime membership payment level

To set up a one-time joining fee, simply create a one-time payment membership level. Some groups call this a lifetime membership.  

  1. Create a paid membership level (steps 1 - 6 listed above)
  2. Use the dropdown menu under Period and select One-time Payment
  3. Add a description for your level
  • This is a good place to educate members about how this level differs from other options.
  1. Click Add/Edit to include images
  2. Click Save & Close or Add a Membership Level to create another option
  3. When you've added all member levels, click Save & Close

  

Prorate new-member dues

You have the option to prorate members' dues for their first payment period upon joining your group. Normal billing will resume for all subsequent periods. Prorating only applies to the joining period; it does not apply to the last period if a member decides to terminate membership early.

 

If you are creating a new membership level:

  1.  On the left navigation bar, click Membership
  2.  Click Membership Levels
  3.  Use the dropdown menu to select My Group Uses Membership Levels
  4.  Select Add a Membership Level
  1. In the second dropdown menu in the Period column, select specific date
  • Options to specify the date and prorate payments will appear.
  1. Select the specific date for your membership join period
  2.  Click the checkbox to Prorate Payments

collectmemberdues1.png

 

If you are editing an existing membership level:

  1. Click Membership on the left navigation bar
  2. Select Manage Membership Levels
  3. Click the gear icon to the right of the membership level
  4. Select Edit in the dropdown menu

MemberDuesCollection2.png

  1. Select Specific Date and click the Prorate Payments box

 

Assign existing members to a membership level/record offline payments

When you’re getting your group set up on memberplanet, you may have members who have already made their membership payments. You may also have those who prefer to make cash or check payments for their membership. You can record offline payments for your members, or assign them to membership levels. As an admin you are also able to omit offline payments when generating reports. This is helpful if you want to separate the two types of payments and keep online payment reports accurate.

 

To assign a level (which will NOT show in your payment reports)

  1. Click Membership in the left navigation bar
  2. Select Assign Membership Levels
  3. Click on Assign Without Payment
  4. Select a membership level that the member(s) will be assigned to
  5. Enter the paid through date (MM/DD/YYYY)
  6. Choose the member(s) that will be assigned to the level you chose, or click All Members for it to be assigned to everyone
  7. After you’ve finished either recording your offline transaction, or assigning a level, click the Assign Level button

 

To record an offline transaction while assigning a level (which will show in payment reports)

  1. Click Membership on the left navigation bar
  2. Select Assign Membership Levels in the submenu
  3. Select a membership level that the member(s) will be assigned to (your selection will automatically populate the amount)
  4. Choose a payment method
  5. Enter the payment date (MM/DD/YYYY) and the paid through date
  6. Add a memo (optional)
  7. Choose the member(s) that will be assigned to this level that you want to record the offline payment for, or click All Members for it to be assigned to everyone