Within Labels & Membership you now have access to new features and a streamlined process for selecting your billing settings for each of your membership levels. Note that your prior settings have not been changed by these upgrades; you simply have more options now.
Set Fixed Membership Year by Level Rather Than Billing Option
You can set the fixed membership year to apply to the entire membership level, rather than having to apply the setting to each billing option.
Discount Schedule for Fixed Membership Year
For membership levels with a fixed membership year, you can now set a detailed schedule of discounts for new members based on when they sign up during the membership year. This allows you to setup pricing on a bi-annual, quarterly or even monthly basis.
Go to the new Billing Management tab within each membership level in Labels & Membership to see your options.
Note that you can specify a detailed discount schedule for Upgrades and Downgrades as well.
Adjust Renewal Period
You can now adjust the period for when you expect members to renew. The renewal period serves several functions:
- Within the renewal period, payment for the next membership period would be automatically added onto any membership payment.
- For rolling memberships, if the member renews within the renewal period, their membership expiration anniversary date will be retained.
- If members upgrade within the renewal period, they will not be charged an additional amount for the upgrade to cover the rest of the current period, they will just be charged the new price for the next membership period. For example, if a member’s renewal date is Dec 1 2019 and they sign in to renew on Nov 1 2019, and they upgrade from $100/year to $200/year, they will just be charged $200 for the new membership year from Dec 1 2019 to Dec 1 2020. They will not be charged a pro-rated amount to cover the upgrade from Nov 1 2019 – Dec 1 2019.
Set up Past Due Charges
You can now choose from three ways to manage billing for members who have gone past due beyond the renewal period (if within the renewal period it will just be treated as normal renewal):
- Include the past due period.For memberships with a rolling renewal date:
This setting will charge the member for one billing period plus the pro-rated amount for the period in which their membership had lapsed. The membership expiration date will be set to one billing period from the date of payment.For memberships with a fixed renewal date:
Members will be charged for the current membership year plus any membership years in which they are lapsed.
- Include past due period up to a maximum amount then restart membership.For memberships with a rolling renewal date:
The past due member will be charged for one billing period plus the pro-rated amount for the period in which their membership had lapsed, with the latter amount subject to a maximum amount. So if the pro-rated amount for the lapsed period exceeds the maximum, they will be charged for one billing period plus that maximum amount. The membership expiration date will be set to one billing period from the date of payment.For memberships with a fixed renewal date:
The total value of the lapsed membership period will be calculated as a pro-rated value. If that value is less than the maximum amount specified, then the members will be charged for the current year of membership plus any membership years in which they are lapsed. If the pro-rated value of the lapsed period exceeds the maximum, then the member will be charged what a new member would pay (but without the trial period or application fee) plus the maximum amount. So the amount a past due member would pay for the current membership year is capped to one billing period plus the specified maximum amount.
- Forgive past due period, restart the membership.For memberships with a rolling renewal date:
The member would be charged for one billing period, regardless of the amount of time they were past due. Their membership expiration date will be set to one billing period from the date of payment.For memberships with a fixed renewal date:
Members will be charged the same amount as a new member, excluding any trial period or application fees.
Late Payment Fee
In addition to the settings for managing how the system deals with billing for the past due period, you may additionally opt to charge expired members a late payment fee. Note that the late payment fee always applies if the member is renewing after the number of days set within “days after renewal date.”
Add/Remove Folder Actions for Level Change
You can now set folder actions for when a member upgrades or downgrades to a membership level. Note that these actions do not apply if the member is only changing their add-ons or billing option, but not changing their membership level.
Also note that if you had previously setup folder actions for renewals, those same actions have been copied to the level change action.
Send Renewal and Level Change Confirmation Emails
You can now send automated thank you or confirmation email messages when a member renews or changes membership level. Go to the Actions tab within each of your membership levels in Labels & Membership to take advantage of these new capabilities. The new member welcome email has moved to the Actions tab to centralize your messages in one place.
Note that the renewal thank you/confirmation email is not triggered for automatic payments that occur monthly (ie. members on monthly automatic recurring billing). This is to keep the number of emails received by members within reason since they also receive the payment receipt email.
Also note that the membership level change email is not triggered if the member is only changing Membership Add-ons or their billing option without changing their membership level.
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