This chapter will describe some of the everyday tasks to help you create, edit, renew, and manage your memberships.
To see a summary of the status of your memberships over recent months, as well as a details about these memberships, you can use the membership dashboard or or view the membership in an individual's contact record.
The Membership Dashboard
To see a quick snapshot of your recent memberships, use the membership dashboard: Memberships > Dashboard. This screen contains two blocks of information that display a summary or your recent memberships, categorised by type and date range, and a list of recent member activity.
All of the summary numbers are hot-linked. Simply click on a number to drill down and view a list of members who have joined or renewed over the last two months or the year-to-date, or who are considered current according to the membership status definitions. From this list of members, you can perform additional actions with the memberships, such as Delete, Edit, Export, Send Email to Contacts.
Viewing A Contact's Membership Records
Another way to view membership records is by viewing a specific contact's record and looking at the Membership tab:
- After finding the contact you wish to manage, click the "Membership" tab to view a summary of the contact's membership records.
Membership records appear in a list with active memberships (those with a current status) first and followed by expired or canceled memberships.
You can edit existing membership records, renew a membership, or create a new membership record. If you have configured an online credit card payment processor for use in CiviCRM, you will see two options for creating or renewing a membership: one for handling an offline record (no real-time transaction taking place), and one for handling an online record (using a real-time credit card transaction), which can also be used to set up auto-renew if the processor supports this. The interface for each process is very similar, except that the credit card option includes payment processing and recording options.
If you are looking at the primary member contact record for a membership type that has inherited membership you will see a list of the contact who have inherited the membership.
In this case a maximum of two inherited memberships are allowed for people who are employees of the primary membership organisation. If one of the available inherited memberships is not assigned to the correct employee then you can click on Delete for that contact. This will free up an inherited membership for you to assign appropriately by selecting Create.
Creating a New Membership
To create a new membership record, you can:
- Find the contact, then click on the Membership tab > Add New Membership, then fill out the "New Membership" form, OR
- Click Memberships > New Membership, then select the contact or create a new contact who will be getting the membership, then fill out the "New Member" form
Many of the fields on this page will be auto-completed if left blank. Fields include:
- Membership Organization and Type: select the name of the organization that the contact has a membership with and the type of membership.
- Source: The system will complete details regarding the record, including whether it was an offline or online transaction and who completed the record.Status Override
- Campaign: if the membership is connected with a larger campaign, select the name of the campaign. To learn more, see the section on "Campaigns".
- Member Since: The date the membership record was created will be auto-filled, but you can edit this date with the actual date that the member joined.
- Start Date: If the membership type is a rolling membership, the current date will be auto-filled. If the membership type is a fixed period, CiviCRM will determine the appropriate start date based on the membership type configuration.
- End Date: This field is automatically calculated from the start date and filled in based on the membership type settings.
- Auto-renew: This field will only be exposed if you have chosen a Membership Type that has auto-renew functionality set in the Membership Type and are using the Submit Credit Card Membership option to create the Membership.
- Status Override?: check this box to manually define a status for the membership record. As indicated by the title, it overrides the status automatically provided. You should use caution with this field as setting it will disable the automated status function for the record.
- Record Membership Payment?: By checking the box and completing the transaction fields displayed, you are creating two associated records: a membership record and a contribution record. After recording the membership, you will be able to view the membership record and see the related contribution record at the bottom.
- Send Confirmation and Receipt?: check this box to send an email to the contact that their membership is confirmed
Bulk Data Entry of Membership or Contribution Payments
The Bulk Data Entry feature is very useful if you have a workflow where you want to enter multiple membership payments for new and existing contacts in CiviCRM at one time into a single batch and then want to verify the total amount and count of items against the payments you’ve recorded on your deposit slip(s).
You may also find it helpful to use the Bulk Data Entry feature if you just want to enter multiple membership or contribution payments into a batch, and save the batch to continue entering later. In both cases, this feature allows you to use a batch entry grid input screen where you can use the ‘autocopy’ icons to copy values down a column as well as add new contacts on the fly to ease data entry when you have a lot of payments to records at one time.
To use the feature, from the menu, click on Memberships > Bulk Data Entry.
You can read more about how to use this feature in detail in the "Contributions" section under the chapter called "Everyday Tasks."
Naturally, you expect your constituents not only to join your organization, but to maintain their membership on an ongoing basis through renewals. CiviCRM facilitates the renewal process: Search for the contact > click on the "Membership" tab > click MORE next to the membership record to renew > Renew.
Batch Update Members Via Profile
You can use the Batch Update Members Via Profile feature to update multiple existing membership records. This is feature is very different than the Batches feature described earlier in this chapter where Batches allows you to add multiple new memberships and member payments to new or existing contacts at one time, while Batch Update Members Via Profile allows you to only update multiple membership information for a set of existing contacts' memberships at one time.
To use the Batch Update Members Via Profile feature, you will need to:
- Find the memberships you would like to update by selecting Memberships > Find Members > then enter your criteria for your search and click Search.
- From the "Find Members" results screen, select the membership records and select Batch Update Members Via Profile from the "-actions-" dropdown box and click GO.
- From the "Batch Profile Update for Membership" screen, in Select Profile, select the profile you want to use from the dropdown box and click Continue. You can read more about setting up a membership profile for batch update in the "Set-Up" chapter of this "Memberships" section.
- From the "Batch Update for Members" screen, you can then update the information that is displayed based on the profile you selected. You can use the "auto-copy" icon at the top of a column to copy and paste the value from the field of the first record of that column to the rest of the fields below in the column. Once you are done updating, click Update Memberships.
Below is an example of a "Batch Update for Members" screen that is using a membership profile configured to display the Membership Type and the Membership Start Date fields for use with the Batch Update Members Via Profile.
Canceling, expiring and deleting memberships
If a contact wants to resign or cancel their membership, rather than deleting their membership, you should change the status to cancelled or another status that is not considered current. This ensures that you keep a historical record on the contacts interaction with your organisation.
You may want to delete a membership record if you accidently created a membership for the wrong contact. The contact is not deleted, only the membership record is deleted. This action cannot be undone.
You can delete membership records by:
- Searching for a particular contact, then click on the "Membership" tab > click More next to the membership record > click Delete, OR
- Click on Memberships > Find Members > enter your criteria and from the "Find Members" results screen, select the membership records and click Delete.
Exporting membership records
You may decide to export membership records so that you can do more analysis, perform document mail merges, or create a specific type of report outside of CiviCRM. Exporting membership records allows you to select a default set of primary fields or choose fields that are specific to the membership record for export.
To export membership records:
- Click on Memberships > Find Members > enter your criteria,
- then on the "Find Members" search results screen, select the records you want to import and in -actions- drop down, select Export Members.
Sending email to members
After searching your records, you may want to send an email to selected contacts and include data field tokens to personalize the email message. To learn more about emailing and tokens in CiviCRM, see the section called "Email".
To send email to members:
- Click on Memberships > Find Members > enter your criteria,
- then on the "Find Members" search results screen, select the records you want to import and in -actions- drop down, select Send Email to Contacts.