This article explains how to set up and manage Paid Memberships in the system. It provides instructions on creating Paid Membership records, adding sections to these memberships, and managing membership fees. You will also learn how Paid Memberships work in both the Admin and WebReg modules.
Navigation:
Main Menu → Selects → Fee Groups
Applies To:
Enterprise, Plus
Overview
Paid Memberships are Fee Groups that can be purchased by clients. These memberships can be configured to automatically extend a client's membership period or switch them to a default Fee Group when the membership expires. This feature is useful for organizations that offer membership programs with fees that may change over time.
How Paid Memberships Work
- Paid Memberships operate independently from the Eligibility feature of Fee Groups. It's not recommended to use both features simultaneously.
- When a client purchases a Paid Membership, the corresponding Fee Group is automatically added to their account or the expiration date is extended for their existing Fee Group.
- When a new Fee Group is added for a Paid Membership, the current active Fee Group is automatically expired. This ensures that the client is not assigned to multiple Fee Groups simultaneously.
- Memberships are available only for sites set up with InvoiceB and InvoiceC payment methods.
- Membership terms are defined by the number of days (e.g., 365 for one year). There are no restrictions on term length.
- Multiple fees can be added to a Paid Membership, with each fee linked to specific start and end dates. This allows for automatic price changes when a fee expires and a new fee is set to take effect.
- Memberships do not support discounts, but Early Registration and Promo Code discounts can be used.
Creating Paid Memberships
To create a Paid Membership record:
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Navigate to
Main Menu → Services → Memberships -
Create a New Membership Record
- Click the New Membership button.
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Fill in the Membership Details
- Membership ID: This is the same field as a Course ID and follows the same formatting rules.
- Membership Title: This title is visible to clients in the WebReg module and identifies the Membership.
- Membership Description: This description is visible to clients and should provide details about the Membership, such as its features. The Membership fee will display automatically.
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Save the Membership Record
- Click Create to save.
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Add a Section to the Membership
- Go to the Sections tab and click the New Section button.
- Fill in the Section ID (e.g., 1year, 2year, 6month).
- Set Membership Status to Offered to enable the membership.
- Use generic values like TBD for Location and Teacher 1.
- Click Create to save.
- Set Maximum Enrollment to a number greater than zero.
- Edit the Schedule Panel.
- Membership Term: Enter the length in days (e.g., 365 for one year).
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Add a Membership Fee
- Go to the Fees tab and click the Add Fee button.
- Each section can only have one active fee. If multiple fees are added, ensure the start and end dates do not overlap.
- Revenue Item: Select the appropriate revenue item for the fee.
- Primary Fee: Enter the membership cost.
- Fee Group: Select the Fee Group associated with this Membership.
- Include in Balance: Always check this field.
- Active Start/End Dates: Enter the dates the fee is active.
- Fee Method: Set to Required as Optional fees are not supported for Paid Memberships.
- Click Create to save.
Conclusion
Paid Memberships allow clients to purchase memberships linked to Fee Groups, with automatic updates to the client’s Fee Group or expiration dates. This functionality is flexible and can be adapted to different membership term lengths and fee structures.
For further assistance, refer to related articles or contact support.