Summary
Some organizations prefer to align their membership schedules so that all members share a common expiration date. This is often set at the end of the calendar year, but it can vary based on the organization's needs.
When using a fixed expiration date, organizations typically establish 'enrollment periods', during which they accept new members and allow existing members to renew for the next membership cycle.
While most organizations on Join It use rolling memberships, fixed expiration dates remain a popular option and offer unique benefits.
Setting up Fixed Expiration Dates
Creating or Editing a Membership Type
When creating a new Membership type or editing an existing one, you'll want to select the option under 'Memberships expiration will be' that states 'On specific date'. When selecting that option, it'll then prompt you to add the Fixed Expiration date.
Description of screenshot: Setting the Fixed Expiration date
Manually updating the Fixed Expiration date
To manually update the Fixed Expiration Date, go to the Members tab, then navigate to the Membership Types page. Click on the Membership type you’d like to modify, and select ‘Edit pricing & duration’. From there, you can easily update the Fixed Expiration Date.
Description of screenshot: Edit pricing & duration button
Automatic Updates to Fixed Expiration Dates
If the Fixed Expiration Date is not manually updated, Join It will automatically adjust it when the current expiration date approaches.
For example, if your Fixed Expiration Date is set to December 31st, 2025, it will automatically update to December 31st, 2026, on that date.
If you wish to change the enrollment period to an earlier date, you can always manually update it at any time.
Best Practices for Naming Membership Types
To avoid confusion and extra work every year, it’s recommended to use generic names for your Membership types rather than including specific years or enrollment periods.
For example, instead of naming a Membership type ‘1999 Gold Membership’, consider using ‘Gold Membership’. This way, you won't need to update the name each year.
The distinction between Members who enrolled in 1999 and those who renewed in 2000 will be made based on the Expiration Date associated with each Membership.
Frequently Asked Questions
Does updating the Fixed Expiration date update the Members expiration dates?
Nope! As a general rule, when you update the settings (such as Price, Duration/Expiration Date), it does not immediately affect the Membership that belongs to this Membership Type. The Members would need to renew, in order to take on that new Expiration date.
Does this 'prorate' the Membership dues?
For example, if a Membership is created late in the billing cycle - do they get charged the same amount as someone who joined at the beginning of the billing cycle?
In this case, it does not prorate the Membership dues. When someone joins, regardless of when, the member will be charged the full amount of the membership fee.
Of course, you can always process a full or partial refund if needed! Here's where you can learn more about that.