Summary
Membership records are fundamental components of your Membership Database within Join It. These records contain valuable information about your Members and their interactions with your Organization. This article explains the structure of membership records and the tools available for admins to manage them efficiently.
Membership Record Overview
Essential Membership Details
A typical membership record includes the following details:
Membership Type: The name of the Membership Type chosen by the Member during registration. This defines the level or category of membership within your Organization.
Join Date: The date when the Member joined your Organization.
Membership ID: An external identifier that can be defined for each Member.
Members Status: This will display the Members current status within the Organization. Whether it's 'active, expired, cancelled, prospective, or pending'.
Expiration Date: The expiration date of the Membership.
Auto Rebilling Date: For Memberships with auto-rebilling enabled, this also indicates the next billing cycle.
Description of screenshot: Displaying an Admins view of a Membership Record
Basic Information Fields
Membership records also capture basic information provided by the member:
Contact Details: Address, company, job title, and other relevant contact information.
Social Media Links: Links to the member's social media profiles, if provided.
Description of screenshot: Displaying the basic information provided by the member on an Admins view of a members record
Custom Information Fields
You can collect additional custom information from members via Custom fields
With Custom fields you'll have options for various formats such as text fields, paragraph fields, radio buttons, dropdown menus, waivers, and checkboxes.
Here's where you can learn more about Custom fields.
Description of screenshot: Displaying some examples of Custom fields
Transactions
Each membership record is linked to transaction receipts, providing a comprehensive view of previous payments:
Transaction Details: Admins can access detailed information on previous payments by clicking on the attached transaction cards.
Description of screenshot: Displaying where to view payments on a Membership
Frequently Asked Questions
How can I Edit Membership Information?
In the Members record, you can edit their Membership Information by clicking on 'Edit Membership Info'.
You can also view and manage the following under a Members record:
Payments: View and manage payment details, including transaction history and billing information.
Cards: Access and update payment card information for automatic renewals.
Emails: Monitor communication history and manage email preferences.
Notes: Add internal notes or comments relevant to the membership.
Can I skip editing 'Required' fields?
Yes, when editing the Membership Information, an Admin can 'Skip Required Fields' that way the information can be saved without needing to add all of the required fields.
Description of screenshot: Displaying how an Admin can skip validation on required fields
How can I switch a Members Membership Type?
Administrators can change a member's membership type through the admin dashboard by following these steps:
Open the member's record in the admin dashboard.
Click the Switch Membership Type button on the right-hand side of the page near the billing widget.
Select the new membership type from the available options.
Confirm the change. When switching membership types, note the following billing cycle considerations:
Switching between monthly plans or between annual plans keeps the billing cycle unchanged.
Switching from a monthly plan to an annual plan (or vice versa) resets the billing cycle, and the member is charged immediately for the new plan. Additionally, the system will prompt for confirmation before applying charges, allowing admins to proceed without billing the member if necessary.
Description of screenshot: Displaying where an Admin can switch a Members Membership Type
How Members Can Change Their Membership Type
Individual members can change their membership type directly through their member portal. Follow these steps:
Log in to your member portal.
Select the Renew Membership option.
Choose the desired membership type and confirm the change.
This process allows members to switch to a different membership level easily.
Conclusion
Understanding and managing Membership records is essential for effective Membership management. By leveraging the information stored within Membership records, Organizations can better engage with their members and tailor their services to meet their needs effectively!