Auto-Renew Memberships

Contents

Introduction
Enabling Auto-Renewal as a System User
Modifying Auto-Renew Memberships as a System User
Enabling Auto-Renewal as a Constituent
Modifying Auto-Renew Memberships as a Constituent
Force Automatic Renewal
Auto-Renew Membership System Emails
Reporting on Auto-Renew Memberships
What happens if a Membership Level is Deactivated?
Related Guides

Introduction

NeonCRM supports an auto-renewal setting for memberships. Selecting this setting means that a membership will be automatically renewed upon expiration at the same level and term.

Auto-renew memberships are only supported for two Tender Types:  

  1. Credit Card (Online)
  2. E-Check/ACH

This setting can be enabled by a system user or can be selected by the constituent and is optional unless the Force Automatic Renewal option is enabled for membership levels, as described below.

NeonCRM does not store credit card or E-Check/ACH information. Any payment information that is entered for auto-renewal is saved by your credit card gateway. For more information, please review our Gateway Settings guide here.

Note: Auto Renewal should not be used for membership terms with "write-in" amounts. This applies to the following cases:

  • System users processing a transaction and overwriting the set term fee on the data entry screen;
  • "Other Amount" term options added to online membership forms.

Auto Renewal will always process the renew transactions at the defined fee for the membership term. It will not renew for the last amount paid.

Enabling Auto-Renewal as a System User

To enable auto-renewal for a new membership, go to the appropriate account and scroll to the Membership History section, then select New Membership or Renew Membership. On the Membership page, for Auto Renewal, select Yes.

turn_on_auto_renewal.png

In this example, the member will be auto-renewed at the Student Membership level for $50 on 02/26/2017.

When you select Add Membership, a message will appear alerting you that only Credit Card and E-Check/ACH will be available options on the payment page. Click OK.

2015-09-22_10-51-44.png

On the Summary page, you will be provided with a summary of the information that you entered. In the Payment section, enter the credit card or E-Check/ACH information, then click Submit Payment. to complete the membership entry. The information entered on the payment page will now be sent to your gateway provider for processing.

2015-09-22_10-55-28.png

On the account page for the new member, you will now see information in the Membership section, including an indicator that this membership is set for auto-renewal.

2015-09-22_10-56-34.png

Modifying Auto-Renew Memberships as a System User

Auto-renew memberships can be edited by going to the member's account and selecting Edit Auto Renewal in the Membership History section.

2015-09-22_10-56-34.png

 

On this screen, you can:

  1. Replace the auto-renewal payment option on file with another E-Check/ACH or Credit Card
  2. Turn off auto-renewal

To replace the auto-renewal payment option, select Replace Current Credit Card.

2015-09-22_13-18-41.png

You will be prompted to enter new credit card information. You can also use the Select a tender drop-down menu to change the tender type to E-Check/ACH. Note that NeonCRM will not run the new credit card at the time of entry; it will wait to use this credit card until the membership expires.

To turn off auto-renewal for this membership, uncheck the Auto renew membership box and click Next.

2015-09-22_13-20-48.png

Enabling Auto-Renewal as a Constituent

Constituents also have the ability to turn on auto-renewal for their memberships upon purchase or renewal. You can use our web configuration utility to add/remove the auto-renewal option from your public and constituent membership forms. You can also change where the auto-renewal option appears on each membership form. Refer to this guide to learn how to configure your forms.

To add the auto-renewal option, navigate here: System Settings tab > Home/Dashboard > Standard Forms > Configure Fields & Sections.

Drag and drop the Membership Auto Renewal field into the Selected column from the Page Fields Selector. 

2015-09-22_13-25-29.png

Customize the Display Name for the auto-renew option on the next page, as shown below.

2015-09-22_13-26-37.png

The auto-renew option will now be available on your membership form, as shown below.  

2015-09-22_13-27-38.png

By default, this will be optional and your constituents will not be required to auto-renew their membership. However, you can force auto-renewal for certain levels. For more information, see the Force Automatic Renewal section of this guide.

Modifying Auto-Renew Memberships as a Constituent

To allow your constituents to modify their auto-renewing membership from the login portal, you must enable the My Membership dropdown navigation option.

This is configured here: System Settings tab > Home/Dashboard > Constituent Login Portal > Dropdown Navigation Options. 

2015-09-22_16-29-58.png

When logged in, they can go to this page to view their membership history. From here, they can modify their auto-renewal settings by clicking Edit.

2015-09-22_16-34-08.png

On this screen, they can turn off auto-renewal for their membership or change their credit card information.

2015-09-22_16-35-46.png

Force Automatic Renewal

By default, the auto-renew option is optional on front-end forms. However, you can choose to require auto-renewal for membership levels. To force automatic renewal, go to System Settings tab > Home/Dashboard > Memberships > Levels & Terms and select Edit next to the membership for which you want to require auto-renewal.

2015-09-22_16-40-28.png

When you change Force automatic renewal on front-end forms to Yes, the auto-renewal option will be greyed out for this level on front-end forms and the membership will auto-renew.

2015-09-22_16-42-26.png

Note that auto-renewal will only be required for this level on front-end forms. You can still assign this level to a member as a system user without enabling auto-renewal.

Auto-Renew Membership System Emails

NeonCRM has two system emails specifically for auto-renewing memberships. You can view and modify these system emails here: System Settings tab > Communications > Transaction Acknowledgements > System Emails.

2015-09-22_16-48-58.png

Both of these system emails are turned off by default. To turn them on, select Detail, then Settings : Edit and check off System Email Enabled.

2015-09-22_16-51-31.png

The Membership Auto-Renewal Notice is a reminder to the member that their membership will auto-renew soon. The Advanced Days field determines when the member will be reminded about their upcoming auto-renewal. For example, if an auto-renewing membership is set to expire on September 30 and the Advanced Days is set to 15, the member will receive this email on September 15.

The member will receive the standard Membership Renewal Completion Notice System email when the auto-renewal is successfully processed.

The Membership Auto-Renewal Error Notice email will be sent to the member if the auto-renewal is unable to be successfully processed. Typically, this would occur if the credit card on file is expired or has been deactivated by the member. The email will prompt the client to log in to the constituent login portal to update their credit card information.

Reporting on Auto-Renew Memberships

You can report on all current auto-renewing memberships here: Reports tab > New Report >  Membership > Current Member Report. For Search Criteria, select Membership Auto Renewal Equal Yes.

2015-09-22_16-45-33.png

What happens when a Membership Level is Deactivated?

In the event that you need to mark a Membership Level as Inactive, any members that have Auto-Renewal enabled, will no longer be able to renew at that membership level.

When marking a membership level as Inactive, System Users will be presented with the below warning message:

Clicking on Disable Auto-renew and make inactive will deactivate the membership and also display the following message on the Account Record:

Any constituents that have an active Membership Term with a deactivated Membership Level will still be able to:

  • Be captured in reports (both when the term is active or expired)
  • Take advantage of discounts that are only available to those members (while the term remains active)
  • Access pages that are only available to those members (while the term remains active)

Related Guides

Back to top ^

Have more questions? Submit a request

0 Comments

Article is closed for comments.
Powered by Zendesk