There are many ways to handle renewals of membership subscriptions and the method you choose will depend largely on the way your club operates. We can split these into four main types: Bulk Renewals, Auto-Renewals, Ad-hoc Renewals and Self-Renewals.
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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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This method is ideal if you have a seasonal* club and you want to check renewal offers before they go out. *This applies if your club has a fixed membership year e.g. (it might be 1st May - 30th April, say) and, as a general rule, all subscriptions end on the same date each year.
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Bulk Renewal Settings and Options
Member Search: Allows you to find a member in the page by highlighting that member in blue.
Restrict to Member List: Allows you to deal renewals for just one group of members, as defined in a Member List. Select the Member List you want to work with from the drow-down.
Due Renewals Only: check this box to show only subscriptions within their renewal reminder date, as set in the membership category.
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Group by: you have the option to group the renewals by Branch, Section, Current Membership Category or Renewal Membership Category. Just click on the option you want to see and it will be highlighed in blue.
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Working with the Renewals on the Page
Include/Skip: These switches allow you to work on one grouping at a time.
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The group subscription renewal can be edited like any other renewal and different categories can also be selected for the slot subscriptions. You can choose not to renew a slot subscription by un-checking the Offer Renewal flag.
Worried about losing your changes?
If you navigate away from the page and come back to it during the same web browser session, your changes will have been saved. These will be lost once you sign out either deliberately or due to inactivity.
If you want to reset the page and lose your changes, just navigate away and then come back; there will be a blue alert at the top of the page with a link to reset.
Clicking the Button!
Once you have finished checking all the renewals on the Bulk Renewals page, scroll to the bottom and click the blue “Renew Subscriptions” button.
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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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The Send an Email page will open with the details completed. You have the opportunity to change the message before sending.
Member Self-Renewal
If you have enabled self-renewal on a Membership Category the member can instigate the renewal themselves.
To do this they should
Sign in to your myClubhouse site
Click on their personal menu (the one with their name) and select My Subscriptions
https://www.ExampleClub.org.uk/Subscriptions/View/MySubscriptions
Click the green “Renew Subscription” button
The Renew Subscription pop-up appears
Click the Membership drop-down to select a membership category of their choice
Select any add-ons they wish to purchase
Click OK.
If your club has manual approval for that membership category then the renewal subscription will be created and set to “Pending Approval” state.
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An administrator will need to approve and offer the subscription before the member can pay. The membership secretary will receive and email and can approve the subscription from Manage Subscriptions or any other subscription view.
If auto-approval is switched on the subscription will be approved and the purchase will be placed in the basket.
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The member is free to purchase other subscriptions, sign up to events or buy from the club shop before paying for all items in their basket. This allows multiple items to be purchased in one go and saves on third-party transaction fees.
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From the bakset, the member is free to select a payment method and click “Pay for Items” to proceed.
Editing Renewal Subscriptions and Changing Membership Category Options
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You will find all the renewal subscriptions under Subscriptions > Manage Subscriptions (or Browse Subscriptions, or by looking at a member's profile).
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Type the member’s name into the Search box or click ‘Pending Member Action’ to find all the pending renewals.
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The renewal susbscriptions will start off in the state “Offered to Applicant”. Find the subscription you want to change and click Action > Edit. You can then
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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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