Processing a Renewal on the Admin Side

What is it?

By processing a renewal on the admin side, an Administrator or ASA can manually renew an existing member. For instance, if a member sends in a check with a paper renewal form or would like to renew outside of the organization's typical renewal period, the Administrator can easily handle these situations.

 

There are two ways to manually put profiles into a renewal period: from within an individual profile from the actions drop-down, or by tagging one or multiple profiles from the profile list and using the profile list mass actions option.

 

Before beginning this process, it is important to note:

• This process simply puts the profile in its renewal period (making the profile eligible for renewal) and creates an open invoice - this action alone does not complete the renewal
  
  
• Once this process has begun, there is no way to undo the action, so be sure you have selected the appropriate profile(s)
  
  
• For any profile belonging to a Member Type whose dues are $0, the system will automatically close out the generated invoice as paid and advance the expiration date of those profile(s)

 

To put profiles in renewal period as a mass action from the profile list:

 

How to Access

Navigate to the Profile List. From the Profile List, you can begin tagging any appropriate profiles that you want to put into the renewal period. 

 

Once you have tagged profiles, you will then click the Actions drop-down and select the option to Renew.

 

Once you have clicked "Renew", a popup box will appear asking if you would like to send a renewal notification to the member. This option is great for a member who has requested a renewal invoice.  Note: The notification will be sent using the verbiage from the New Invoice Email configured in the Invoice Template assigned in Member Type settings. You can edit this notification by going to Financial->Invoices->Invoice Templates->hover over the template in question, then click the edit button that appears out to the right.

Once you have clicked "Renew Profiles" the system will put the profile(s) into the renewal period, generate the dues invoices, and send notifications to members if that selection was made.

To put profiles in renewal period from within an individual profile:

How to Access

Navigate to a member's profile. From inside the profile, click on the Actions drop-down and select the option to Renew.

Renewing on behalf of a user

After clicking on the Renew button, a modal window with the member's renewal options will display.

At the top, the member's Member Type will appear in a greyed out drop-down. The Member Type pulls in straight from the profile, so you'll want to edit the Member Type if necessary before choosing to Renew.

Choose the Membership Duration. Depending on the options configured within the Member Type, 1 period or multiple periods may display.

Under Invoice Options, choose how to handle this invoice.

• Create an Open Invoice: This option will create an Open invoice "silently" - without sending an email to the member being renewed. This would be useful if you have a one off case where you want to give a member the ability to renew early.
• Create and Email an Open Invoice: This option will create an Open invoice and send a notification to the member being renewed. The notification will be sent using the verbiage from the New Invoice Email configured in the Invoice Template assigned in Member Type settings. This option is great for a member who has requested a renewal invoice.
• Create and Pay Invoice Now: This option will create the invoice and take the Admin right to the Open invoice so that a payment may be applied.This would be helpful if a member renewed in person at an event, and you didn't want to confuse them by sending a confirmation email.

Video

Here's a short video of the process. In this video, we demonstrate renewing the profile using the Create and Pay Invoice Now option.