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Disambiguation

Repeat Billing: This is a Payment Scheme setting (not a Renewal setting). Any subscription set to Repeat Billing will just renew itself and take payment without any emails from the system nor any human intervention. Payment method must be Stripe or GoCardless with repeat billing selected. If repeat billing is selected at the checkout then the membership category renewal settings for that particular subscription will not apply.

Auto-Renew: This is a Membership Category setting. The system will automatically create renewal offers and send emails for any subscription where the category is set to auto-renew. The member must log in to accept the offer and pay. If they pay manually, an admin must log in to record it. Auto-renew can be applied to any membership category but is irrelevant and ignored if the member has selected a repeat billing payment option.

Other Membership Category Renewal Settings: For membership categories where Auto-Renew is not selected and the subscription has not be set to repeat billing then the subscription must be manually renewed by an administrator. This can be done in bulk using the Bulk Renewals page and gives administrators a chance to check what renewals will be offered before the emails go out.

Setting Up Membership Category Renewal Options

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The “Are you sure?” pop up will confirm how many subscription renewals are about to be created, click Yes to say you are happy to create the renewals and send out offer emails.

Once the renewals have been generated and the offer emails have been sent, a summary page will appear.

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Ad-hoc Renewals

Individual subscriptions can be renewed on an ad-hoc basis from any subscription view. If your club is non-seasonal, with subscriptions expiring on any date, you may wish to use this approach. The best way to view the subscriptions that are expiring soon is via the Subscription Manager (but the same method applies to any subscription view).

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From the Edit Subscription pop-up you can change the category, dates and cost. There is also a checkbox to send a notification email to the member straight away. If you would rather edit what gets sent to the member, do not tick the box. You can then send a notification to the member by clicking Email > Renewal Offer; this will open up the Send an Email page with all the details filled in. You can check or edit the message before sending.

Linked Subscriptions

Subscriptions which are linked to a core subscription will be renewed by default.

Add-Ons

Mandatory add-ons (e.g. affiliation fees) will be offered for renewal, along with the core or linked subscription, by default.

Note that non-mandatory subscription add-ons are not included in the renewal offer. They can be added by the member when the member signs in and accepts the renewal offer. So only the mandatory add-ons would appear by default in any renewal offer email. If you would like to highlight the add-on options available, you should modify the renewal offer email template to show the list of add-ons and their prices:

In the default menu configuration go to Email > Auto-generated Email Editor

https://<<www.ExampleClub.org.uk>>/Mail/AutoGenerated

and search for the email with Short Name = “MEM_RENEW”. Click Edit to change the default text of the email template.

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