Member Renewals and Duplicates - Simplified Explanation

Created by Help Desk 2, Modified on Fri, Jun 2, 2023 at 4:45 PM by Help Desk 2

Sometimes, members who want to renew their membership end up using the new member registration process instead. This creates a situation where the billing system keeps their original record with an unpaid invoice while adding a new member record with a separate invoice and payment.

In most cases, it's best to drop the new record and manually record the payment against the original invoice. To prevent this from happening, here are some useful tips:

1. Send Periodic Reminder Emails: Regularly send reminder emails to members, including a link for them to renew their membership online. This helps them avoid accidentally registering as new members again.

2. Clarify on Your Website: Clearly state on your website that the member registration process is for NEW MEMBERS ONLY. Let renewing members know that they can log in to their account and renew or respond to an email renewal notification.

To assist with this, there is a feature called "Renewal-Email: Retrieval Feature" in Billing Configuration. When enabled, it adds a note to the member registration page, informing users that the feature is for new members only. If they are renewing members, they can click a link to request a renewal email. They will then receive a renewal notification via email, containing a link to renew their membership online.

By following these steps, you can minimize duplicate records and streamline the renewal process for your members. If you have any further questions or need assistance, please don't hesitate to contact us.