Handling Member Renewals - Simplified Explanation

Handling Member Renewals - Simplified Explanation

When it comes to handling member renewals in the MMS, we understand that users have varying levels of experience. This document is written with that in mind and aims to provide clear instructions. If you have any questions or suggestions, please don't hesitate to contact us for assistance.

1. Terminology

To ensure we're on the same page, let's clarify some terms related to membership renewals:

- Term: This refers to the billing period of a membership, such as monthly or yearly. It can also represent a specific start and end date for a membership. For example, an annual membership term could be August 1, 2023, to August 1, 2024.

- Effective Date: The date when a member's renewal term begins.

- Expiration Date: The date when a member's renewal term ends.

- Due Date: This is the deadline for dues payment to continue the membership. The due date is calculated based on the effective date of the renewal term.

- Invoice Posting Date: This is the date when invoice records are created in the MMS system. It typically occurs at 2:00 AM EST through a batch process.

2. Procedures

Success in managing member renewals relies on establishing consistent monthly procedures. These procedures usually involve sending billing notifications (invoices) and recording payments or cancellations.

- Creating Invoice Records: The MMS can automatically generate invoice records, representing the billed amounts for members or accounts. These records are created a few days before the effective date of the renewal term, allowing sufficient time for member notifications. The due date of the invoice is usually the same as the effective date but can be adjusted through MMS Configuration.

- Sending Notifications: After invoice records are created, members need to be notified about their upcoming membership expiration and how to submit payment to continue their membership. You can send notifications via mail or email, and you can also resend notifications manually if needed.

- Recording Payments / Handling Cancellations: Once notifications are sent, you'll need to wait for member responses. Payments made by check should be recorded in the system, while online payments are automatically recorded. If a member doesn't respond or fails to pay, there are processes in place to handle cancellations or overdue notifications.

3. Annual Renewals

For annual renewals, since they occur less frequently, it's crucial to provide sufficient notice to members about their upcoming expiration. Keep in mind that annual renewals involve more significant decisions for members compared to monthly memberships.

Here's an example procedure for handling annual renewals:

- 65 days before the renewal date: Invoice Records Created by Batch Renewal Process. This automated process generates invoice records a set number of days before the renewal date, providing ample time for member notifications.

- 60-65 days before the renewal date: Send Notifications by Mail. Utilize functions like Renewal Notices and Renewal Mailing Labels under Batch Printing to print renewals and labels for the upcoming month.

- 30-35 days before the renewal date: Send Email Notifications to Unpaid Members. Use the Renewal Email Notifications function under Send Emails to send reminders to members who haven't paid their dues.

- 5 days before the renewal date: Payment Due Date.

- 0-5 days after the renewal date: Send Past Due Notifications to Unpaid Members. If members haven't paid by this time, utilize the Past Due Email Notifications function under Send Emails to send reminders.

- 30+ days after the renewal date: Mark Unpaid Members as Dropped. From the Member Database System, select the member and change their Member Status to "Dropped."

- Ongoing Task: Enter payments by check into the system as they come in.

4. Auto-Drop

For organizations using the auto