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3 | Membership Renewal Types

This article outlines the different types of Membership Renewals and how they can be configured within BackOffice. The article also includes the details of different options available within the Membership Renewals editing window. For Membership implementation, in addition to setting up Membership Types , Membership Renewals will also need to be set up which can be assigned to Membership Types via the Default Renewal drop-down when editing a Membership Type. Membership Renewals allows Operators to renew Memberships once the expiry date has been reached.

This article outlines the different types of Membership Renewals and how they can be configured within BackOffice. The article also includes the details of different options available within the Membership Renewals editing window. 

For Membership implementation, in addition to  setting up Membership Types , Membership Renewals will also need to be set up which can be assigned to Membership Types via the Default Renewal drop-down when editing a Membership Type.

Membership Renewals allows Operators to renew Memberships once the expiry date has been reached.

 

Prerequisites

 

  • To access Membership features, the applicable Operator Privileges will need to be enabled 
    • Operator Maintenance 'Maintenance' Tab
      • All "Accounts & Membership" Flags
Setting Up Membership Renewal Types
  • To add a New Renewal Type, follow these steps after logging into BackOffice:
    1. Within the sidebar Menu, select Membership and then Renewals Setup beneath that, which will open the Renewal List Tab
    2. Click the Add New Renewal button in the Header Section
    3. A New Renewal window will now open
    4. The Fields and Settings in this window will be discussed further below
    5. Once the necessary details are filled in, click OK and a New Renewal Type will be created

 

'New Renewal' Window Details

 

(A) Header Section

 

 

Flag/Field/Settings

Description & Information
Name
  • Renewal Type Name; e.g., "4-Weeks Weekly"
Membership Drop-Down
  • Select the Membership Type that this Renewal Type will relate to
Inactive
  • If this flag is enabled, the Renewal Type will be made Inactive and will not be able to be used
Description
  • This can be any further description for the Renewal Type; e.g., "Renews Weekly Membership by 4 Weeks at a Time"
Requires Admin Privilege
  • If this flag is enabled, this Membership Type can only be used by the Operators that have the Administrative Member Flag enabled
  • To enable the Administrative member Flag; go to Operator Maintenance > Maintenance Tab
  • Tick the Administrative Members Flag from the Accounts & Memberships section
Payment Type
  • This drop-down allows operators to select the Billing Mode: either Payment in Full or Scheduled Payments
  • Some of the settings within the form will change dynamically depending on which option is chosen, to suit the Payment Type
    • For more on the difference between the Renewal Payment Types, please see Scheduled Billing for Membership Renewals

(B) General Section

 

Field

Description & Information
Renewal Start Date
  • Members can Join or Renew ON or After this Date
Renewal End Date
  • Members can NO Longer Join or Renew after this Date
Renewal Method
  • The method by which the next renewal date is calculated
    • Exact Date
    • Number of Days
    • Number of Weeks
    • Number of Months
    • Number of Years
    • Number of Hours
    • Today Only
    • Perpetual - never ending or changing
  • Changing the Renewal Method will alter the settings directly below which will correspond to the selection

 

  • Maximum Allowed Renewal: This limits the number of Renewals that can be sold to a Member in advance of a Membership Expiry; i.e., if either a Standard Renewal or Early Renewal are set, then Operators may want to limit the quantity that can be purchased at a time

(C) Joining Section

 

Field/Flag

Description & Information
Joining Fee
  • This is the Fee to be charged when an Account is Joining the Membership Type
Prompt at Till
  • If this Flag is enabled, the Operator will be prompted to Enter or Change the Preset Fee that is charged
Award Voucher
  • Select a Voucher or Voucher-Set to be issued upon the Joining Fee being paid
Award Points
  • This amount of Points will be Awarded to the Account upon the Joining Fee being paid
Award Credit
  • This amount of Credit will be paid into the Account upon the Joining Fee being paid
Award Discount
  • The Account's Discount Limit will be increased by this amount upon the Joining Fee being paid
Joining Fee Includes Renewal
  • If this flag is enabled, the Renewal Fee will also be included when the Joining Fee is paid
  • Below is an example where the Joining Fee Includes Renewal has not been enabled
  • The Operator will be prompted that the amount owed will total $35
    • This is calculated by totaling the $25 Joining Fee and $10 Renewal Fee, as can be seen in the Journal

  • Below is an example where the Joining Fee Includes Renewal is enabled
  • The operator will be prompted that the amount owed will total $25

  • The first SmartPOS screen now shows only the $25 Joining Fee
  • However, the Journal still shows the Renewal Fee but with a $0.00 amount displayed

(D) Renewals Section (this section will be altered for the 'Scheduled Payments' Payment Type - more info here)

 

Field/Flags

Description & Information
Renewal Fee
  • This is the fee to be charged when Renewing the Membership
Prompt at Till
  • If this flag is enabled, the Operator will be prompted to Enter or Change the Preset Fee that is charged
Award Voucher
  • Select a Voucher or Voucher-Set to be issued upon the Renewal Fee being paid
Award Points
  • This amount of Points will be Awarded to the Account upon the Renewal Fee being paid
Award Credits
  • This amount of Credit will be paid into the Account upon the Renewal Fee being paid
Award Discount
  • The Account's Discount Limit will be increased by this amount upon the Renewal Fee being paid

(E) Early Renewal Section (this section will be removed for the 'Scheduled Payments' Payment Type)

 

Field/Flags

Description & Information
Date Early Stops
  • This is the Last Date that the Early Renewal Fee will be available
Early Renewal Fee
  • This is the Fee to be charged when renewing the Membership Early
Prompt at Till
  • If this flag is enabled, the Operator will be prompted to Enter or Change the Preset Fee that is charged
Award Voucher
  • Select a Voucher or Voucher set to be issued upon the Early Renewal Fee being paid
Award Points
  • This amount of points will be Awarded to the Account upon the Early Renewal Fee being paid
Award Credit
  • This amount of Credit will be paid into the Account upon the Early Renewal Fee being paid
Award Discount
  • This  Account's Discount Limit will be increased by this amount upon the Early Renewal Fee being paid