Memberships may expire throughout the year. This is because memberships can start throughout the year. But also since memberships can have varying periods.
But it is especially the financial aspect of these renovations that makes this issue worthy of attention. And this is where Klubs can help:
- Management - overview of memberships with status indication
- Renewal individual, per member
- Renewal multiple memberships based on parameters
- Processing
Management
Basic here is the list - Memberships, with indication if a membership is about to expire or has already expired.
Overview
One task is to regularly review this list of to-do's based on the indications:
- [Renew - blue button]: indication - expires soon (3 month)
- [Renew - red button]: has already expired
Renewal Individual
A click on the Renew button renews membership.
This renewal can be changed in terms of type (depending on age or other indication) and also in terms of end date.
Furthermore, some financial and communication indications.
If the Membership is not renewed, the member will get the status - Expired. For this, see also super topic around Member Status.
Financial follow-up
It is also maintained in this list: Invoicing and Payment. If necessary, an invoice is prepared and forwarded to the specific Accounting department.
Further info around financial follow-up within Clubs of Memberships.
- support topic Financial Processing and Financial Procedure
Mail Communications
A mail is sent at each renewal, see example above.
Mail layout to be changed at settings.
Renewal of multiple memberships
Through the menu button - Renew Memberships - there is also the possibility to renew multiple memberships at the same time and based on by type, date or other parameters. This is done in 4 steps
- Selection - of memberships to be renewed
- Parameters - defining the parameters of the new memberships
- Communication - layout of mail around this renewal
- Confirmation - overview for the effective extension
Selection
The first step is the selection of memberships to be renewed. This selection of similar memberships is necessary, since in this procedure several memberships are renewed, then all with the same parameters in terms of type (amount) and period.
- Membership type
- Due date
Further refinement can be done here via the individual tickmarks.
Parameters
Parameters are set here for all selected Memberships:
- Membership type
- End date: specific entries (Fixed) or automatic calculation based on membership type (Variable).
- Cost: specific entries (Fixed) or automatic calculation based on membership type (Variable).
Communications
Manage communication of this renewal with indication to send mail, or to change the default mail.
The default mail is taken from the Settings - Email texts.
(Email texts / Administration / Membership renewal)
Confirmation
In the last step, an overview for the effective extension with indication of the different parameters chosen.
Processing
Following is the further processing of these renewals.
Communications
With each renewal, an email is sent to the member with info about this renewal.
The default mail is taken from the Settings - Email texts.
(Email texts / Administration / Membership renewal)
Status
Each member can track their status through their profile: Memberships.
or - https://demo.klubs.be/mymembership
(where demo should be replaced with your Klubs domain name)
Online Payment
When choosing online payment, there is the option to pay online via the button on the Membership screen.
After payment is made, the payment indication is set to paid.
Accounting
If an accounting package is used, a draft invoice is created via the interface at each renewal. After review, this can then be finally created and sent from the accounting software.
Follow-up is done here within the accounting department by following up on invoices to be received, or sending the late ones a, automated, reminder.
Failure to pay membership invoice, any credit note, and removal of member by changing Member status to expired.
More info around Financial Succession in the support topics:
- https://support.klubs.be/kb-category/financials/
Timing
At a number of clubs, the membership period runs until the end of the working year (31 December).
But the renewals are only created in the new working year (for a correct accounting date).
This means that the members will no longer have access to the platform the day after the end of their membership, i.e. in the new working year.
Grace Period
Therefore, a Grace Period setting was added at the club level. This still allows members to access the platform during this interim period until membership renewals were implemented by the admin.