Membership Renewals

This guide explains how the AMS handles membership renewals and recurring payments.

1. Types of Renewal Methods #

There are two main ways memberships can be renewed:

• Automatic Renewal: Recurring payments are processed automatically. No action is required from the member.
• Manual Renewal: Members need to log in and make a payment for each renewal period.

2. Automatic Renewals #

How it works:

• The system automatically charges members when their renewal is due.
• This is convenient for both members and the organisation, as no extra steps are required.

Key Points:

• Discounts: Only recurring discounts applied when the membership starts will continue automatically. Members cannot apply new discounts at each renewal.
• Taxes: The tax rate used is based on the initial membership setup.
• Payment Method: The same payment method will be used for each renewal unless a payment fails.
• Notifications: If enabled, the system sends a “Renewal Confirmation” email to the member after each successful renewal.

Tip: Automatic renewals are enabled by default. You can disable them in the settings if you’d prefer members to manually renew.

3. Manual Renewals #

How it works:

• When a membership is due for renewal, the system puts it “on hold” until the member logs in and makes a payment.
• This option gives members control to select a payment method and complete the payment through the checkout process.

Key Points:

• Member Action Required: Members must log in and complete the renewal process.
• Discounts: Members can apply any available discount or coupon at each renewal.
• Taxes: The tax rate is calculated at the time of payment, based on the current tax settings.
• Payment Method: Members can choose a different payment method for each renewal.
• Notifications: A “Renewal Reminder” email can be sent to prompt members to log in and make a payment.

Tip: Manual renewals are disabled by default. You can enable them in the settings if you’d prefer members to manually renew each period.

4. Early Renewal Option #

What is Early Renewal?
Early renewal allows members to renew their membership before the scheduled renewal date.

How it works:

• Members can initiate an early renewal either through the checkout process or by paying via an early renewal option.
• Early renewals don’t change the original renewal type (manual or automatic). The next renewal date is adjusted based on the latest payment date.

Example: If a member pays an early renewal on March 1, the system will set the next renewal for one period after that (e.g., April 1 for monthly renewals).

5. Customising Renewal Settings #

1. To Enable or Disable Automatic Renewals:
   • Go to the settings page, and find the option labelled “Automatic Payments”.
   • Tick or untick the box to enable or disable automatic renewals.
2. To Enable Manual Renewals:
   • Find the “Manual Payment” option in the settings.
   • Tick the box to allow members to renew manually.
3. To Send Renewal Reminders:
   • In the email settings, enable “Customer Renewal Invoice” to automatically send a reminder when a renewal payment is due.

6. Changing or Updating Member Information #

For both automatic and manual renewals:

• Address Updates: Members can update their billing address in their account for future renewals.
• Payment Method Changes: Members can change the payment method for future payments, especially useful for manual renewals.

7. Important Notes #

• Renewal Dates: The system calculates the next renewal date based on the last payment. If a member pays late, the next renewal date will be adjusted to ensure they receive the full period of access.
• Payment Gateways: Not all payment methods support automatic renewals. Check the settings to see which payment options are available for recurring payments.