What is it?
A membership form can be used for three purposes:
- Adding new members to the database as a particular Member Type
- Renewing individual membership
- Renew organizational membership with linked profiles
This form will also establish a Join Date and Expiration Date for the member, allowing for the automated renewal process.
How to Access
Navigate to Forms > Form List
Creating a Membership Form
1. To begin creating a new membership form, click ‘Create New Form’.
2. In the ‘Create New Form’ window, add your Form Name (required), Form Description (optional) and check the appropriate Setup Option(s). Click Save.
3. Configure the Form Settings in the left hand side of the Form Builder.
Form Name: Name of the form that will display on the form page and internally.
Form Description: A form’s description displays in the form editor for admins.
Form Alias: The form’s alias is how the form will be directly accessed by Admins and members. For example, your-domain.com/2015-conference-registration. In this example, “2015-conference-registration” is the form’s alias.
Publish Form: Toggle this option to ON when the form is ready to use.
Enable form expiration date: Toggle this option to ON and set a date if you want the form set to inactive automatically on a specified date.
- Permissions: Click Edit Group Permissions to set the Groups that have permission to use the form.
- Date-based Pricing: Click Add a Date-Based Pricing Rule to create date-based pricing for early-bird specials or late registration rates. This article will walk you through configuring date-based pricing.
- Discount Codes: Click Add Discount Code to create discount codes that override all other pricing on affected fields.
- Membership Discount Codes: For membership discounts, select the Membership tab, and add the discounted price for each Member Type you wish to discount. Only applicable Member Types will appear based on their pricing structure.
See our Discount Code article here to see how to set these.
- Forward URL: Enter the URL to forward users to at the end of the form.
All form functionality will take place in the sections on the righthand side of the form.
We recommend enabling the login section unless the form is an anonymous type form, like a ballot or anonymous survey.
- Existing Users: will allow existing members to log in
- New Users: will allow non-members to access the form
This section handles applications (for non-members), renewals (for people who are in their renewal period), and will not display either option for members in good standing who are not up for renewal. The form will handle both individual and organization memberships.
Text within each section in the Membership section is able to be customized by clicking into the box and using the WYSIWYG on the left.
For new members joining, you can configure which Member Types are available for them to join.
After choosing the Member Type, Membership Options and Auto Renew will display if applicable.
If the application form is being used by individuals and organizations, you can add specific fields to the organization area that you want to capture for the organization, and specific fields you want to capture for individuals.
Fields with a silhouette indicate that they are tied to an attribute. Fields with a red asterisk are required.
When adding address or phone number fields to the individual section, use the Labels on the left under properties to determine which options show. For example, if you want both the Work and Home address to display, set both labels to "Available."
This section includes an area for the member to enter any Discount Code and you may enable Summary Fields. If you click ‘Properties’ in this section, in the element properties on the left, you can choose to Add/Edit Summary Fields to configure the fields that appear in the Summary so that the member may review what they entered before moving on to the payment section.
This section includes credit card payment fields. The Name and Address sections will pre-fill with information captured in the Membership section. If you click ‘Properties’ in this section, you can add the Payment Processor and Invoice Template.
This section includes the confirmation page that will be seen once a member submits the form. Just click on the section to edit the text in the Element Properties. If you click on ‘Properties’ in the section, you may enable the confirmation email, which can go out automatically once a member submits the form.
no idea how to set the pricing..
Hi Lisa - The pricing for membership is set up inside the Member Type. To change/set the pricing inside of a Member Type, navigate to Database > Member Types and click Edit Settings next to the Member Type. Pricing is set up near the bottom of that page. Please feel free to reach out to our Help Team if you have questions. I also see that you have a ticket logged, so you can expect to hear back from them soon!
Under Creating A Form, #3, there's a bullet point for Discount Codes. It says "This article will walk you through configuring a discount code." But there's no link to another article, and there doesn't seem to be an article about discounts within the new product documentation.
(I already opened up a help ticket to ask this, but am commenting here because it may be useful to others who read this post later.)
Hi Jen - Thanks for letting us know the link is missing. I'll get an article written about discount codes and update the article accordingly.
For now, I did add some text to the article above explaining that it is not currently possible to apply a discount code to membership fees (for members joining or renewing). If you need to discount a membership, you can do so by creating an Ad Hoc invoice for the discounted amount and manually updating the member's expiration date, OR by having the member pay the full amount to join or renew, and issuing them a refund afterward.
How do I get a link for the form? As is, I just want to email someone the link to take them to the form or link it on my website.
Hi Jena - You can get the link to a form by adding the form's Alias to the end of your MemberClicks domain. Your domain is awsa.memberclicks.net, and you can find the form's Alias by navigating to Forms > Form List > Editing the form. The Alias will appear near the top of the General Settings area of the form, highlighted below. Feel free to customize the Alias as needed.
Hi Kinsey - I already tried that. I just get a blank page that says no forms were submitted.
Jena - I would recommend reaching out to our Help Team with details on the form's name so that they can assist in troubleshooting. You can reach them via email at email@example.com, or by phone at 404-879-2800.
How do I add an application fee to the form? We don't want renewing members to pay this, only new applicants.
Hi Anthony - If you're using one Membership form right now, I would recommend copying it and using the copy to create two separate versions - one application and one renewal. That way on the application form, you can add a required checkbox for the application fee. Feel free to reach out to the Help Team if you have questions - they'll be happy to walk you through it!
I have a form that needs to go to a specific member of my team as soon as it's completed, because it's time sensitive. How do I do that?
Hi Nicole - You can set up the team member who needs to be notified to receive a BCC of the Confirmation Email. To do so, edit the form > click Properties in the Confirmation section > click Edit Confirmation Email. Once in the Confirmation Email set-up window, click Additional BCC Recipients and input the appropriate address, then Save.
When our implementation manager helped us set up our membership application form initially, it was set to not allow multiple submissions. Can I click the button in the properties field to allow multiple submissions so that I don't have to build a new membership application form each year? What would happen if a member submitted the application form again before their renewal period?
Hi Eric - It looks like your membership form is used for both applications and renewals, so you should be fine to enable Multiple Submissions so that the form can be reused by renewing members year over year
If a member attempts to use the form to renew who is NOT in their renewal period, the membership section of the form will not display at all, they'll just see additional pages/sections on the form (in your case, Donation and Payment Method). They will be able to enter info into those sections and submit, but they won't be charged for membership and their expiration date will not move forward since they won't see the membership section.
With regard to not being able to apply a discount to membership dues nor renewal, creating an Ad Hoc invoice at the discounted price or refunding the difference are options we have considered since we just upgraded recently. However, my question is how does that work with our revenue accounts and the accounting that goes with it? The forms and these accounting nightmares are why we upgraded.
Also, we are using a Membership Application/Renewal combination form. One of our Member Types is Student and once they graduate and start in their profession they need to go up to our Professional Member Type. What is the easiest way for them to go about it? One member's renewal is not until the end of the year, but he wants to renew now and change Member Types.
To add to my inquiry above, the member was invoiced already at Student Member pricing by the system when we upgraded. Should I just void and invoice him for the Professional Member price?
Hi Jenn - When you create the Ad Hoc invoice, you can select the appropriate revenue account for the incoming funds to tie to. It sounds like in this case it would be a Membership Dues revenue account. This shouldn't impact your financial reporting, but you do need to remember to push the member's expiration date forward when they pay the Ad Hoc invoice, as that will NOT happen automatically.
If a member contacts you and lets you know they want to upgrade their membership, the easiest thing for you to do is put them in the new Member Type they're upgrading into, then manually place them in their renewal period by clicking Actions > Renew inside their profile. This article gives additional details about manually putting a member in their renewal period. Once you've created the new open invoice, the original (in this case Student) invoice will be automatically Voided, and one for the new Member Type will be generated automatically.
You can also edit the Renewal Paths inside each Member Type so that members can upgrade/downgrade their membership on their own using a renewal form. This article talks about using Renewal Paths in Section 2, Renewal Form. They will have to be in their renewal period to use the renewal form, so I think the process I described above will be easier in cases where they are NOT in their renewal period yet.
If you have additional questions, I would recommend contacting the Help Team directly so that they can take a look at the specifics of your account and advise on best practices.
If you make a form anonymous -- no log-in -- but require them to fill out the main email field, can you use the email confirmation option? Or do people need to be members or new prospects for the email confirmation to work?
I ask because SEJ leadership would like users to have no hindrances -- and people do seem to have a hard time keeping track of their log-in information. I'd prefer to have people log in for many many reasons, but I'm against the current I'm afraid.
Hi Chris - it isn't possible to send the confirmation email on a form that doesn't require login. Emails have to be sent through a profile (rather than just to an email address) and forms without login enabled aren't tied to a member profile.
Especially for a membership form, requiring login is an absolute must. Without login required, a profile would not be created at all (for new members) or updated with changes (for existing members). I hope that helps!
Are recurring payments available in the new product? As I searched for documentation, it appeared to only show Classic articles.
Hi Wendy - Installment type recurring payments are not yet available in the MemberClicks platform. We do offer 'auto renew' type recurring payments for membership in the new system (where a member puts in their credit card once upon joining/renewing and is auto-charged each year after that). If you'd like to discuss setting up auto-renew, please feel free to reach out to the Help Team by phone or email and they'll be glad to assist!
Is there a timeline for when automated installment payments will be an option, for membership or for other invoices?
Hi Jen - There isn't currently a timeline on when installment type recurring payments will be available. We've learned that we aren't able to even broadly estimate a timeline unless a feature is actually in development, and since this feature isn't being worked on currently, those details aren't yet available, even internally.
Hi Kinsey - I wondered if providing installment type recurring payments is now in the development pipeline, as we would be interested in offering this payment option to at least one of our groups as well. (We currently use this feature in MemberClicks Classic.)
Hello Tia! While there is no current ETA or confirmation of including recurring payments in the product, it is feedback we've received before and have discussed internally. There isn't a static development road-map, but a great way to stay abreast of any changes to the product would be to subscribe to updates here: https://help.memberclicks.com/hc/en-us/sections/206660147-Product-Updates
We have a membership application that we use each year for new members but anyone who joins now is not getting advanced out to 12/31/2018 which they should starting October 1st. How do I make that happen with the membership application form that we have?
National Society for Experiential Education
Hey Denise! Rather than your form, proration is set-up in your Member Type Settings, per Member Type. If you have any trouble making changes there, drop us a line at firstname.lastname@example.org, or a ring at 404-879-2800 - we'd be happy to help.
Can prospects join any time? Or do they need to be in a renewal period?
Hey Jeanine! Prospects can join at any time. It's only members who need to be in a Renewal Period in order to renew. I hope that helps!
In our membership renewal form, we ask users to select SIGs or research areas relevant to them. The attributes are displayed in a drop down list. The lists are extremely small in size and difficult for users to scroll through and view. Is there a way to increase the size of the list box in the form?
Please sign in to leave a comment.