Managing an Individual's Membership

Managing an Individual's Membership

How to Add an Individual to a Member Group?

  1. Click Dashboard
  2. Click Contacts Module in left side menu
  3. Search for the person to be added to the member group
  4. Click on the Manage button 
  5. Click Groups in horizontal menu
  6. Click the checkbox next to the Membership Group for the person to be added to and enter an expiry date

How to Remove or Change the Member Group an Individual belongs to?

  1. Click Dashboard
  2. Click Contacts Module
  3. Search for the applicable individual
  4. Click on the Manage button
  5. Click on Groups in the horizontal menu
  6. To remove from a group, uncheck the checkbox next to the membership group and clear out the dates
  7. To add a person to a group, check the checkbox next to the membership group and
    • if there are dues associated to the member type, then enter both date fields.
  8. Scroll down and click Update Group button

How to Update a Member's Expiry Date?

  1. Click Dashboard
  2. Click Contacts Module
  3. Search for the applicable individual
  4. Click on the Manage button
  5. Click on Groups in the horizontal menu
  6. Click the calendar icon under Expiration Date next to the appropriate member group and select the new expiry date.
  7. Scroll down and click Update Group button

How to Cancel a Membership?

  1. Click Dashboard
  2. Click Contacts Module
  3. Search for the applicable individual
  4. Click on the Manage button 
  5. Click on Groups in the horizontal menu
  6. Uncheck the checkbox next to the membership group and clear out the dates
  7. Scroll down and click Update Group button

How to Remove Dues from a Member's Account?

  1. Click Dashboard
  2. Click Contacts Module in left side menu
  3. Search for the member and click on the Manage button
  4. Click Dues in horizontal menu
  5. Under Assigned Dues, click Delete button to remove the specific due

How to Process a Member Dues Offline form of Payment?

  1. Click Dashboard
  2. Click E-Commerce tab
  3. Click Manage Existing Store icon
  4. Click on your Membership Store
  5. Click the Manage button
  6. Using the Filter, search on Status: Pending
  7. Search for the individual and click on the Manage button 
  8. Click Payments in the horizontal menu
  9. Select Manage Payments
  10. Click the Edit button for the unprocessed payment transaction
  11. Click Process Payment as Received button located on the right side of the screen.
    Note: This will update the contact by putting them in the proper member group and set the expiry date and send a receipt to the end user and log the payment in the dues module.

How to Refund a Member Dues Payment?

If you are not using the E-Commerce module to collect member dues OR if you are using the E-Commerce module to collect dues, but are not using Authorize.Net or Paypal as your payment processor, follow the below steps:

  1. Click Dashboard
  2. Click Contacts Module in left side menu
  3. Search for the individual to be issued a refund and click on the Manage button 
  4. Click Dues in horizontal menu
  5. Click Manage Payments button
  6. Click Add Refund button
  7. Complete the on-screen fields including selecting applicable dues category and amount to be refunded
  8. Click Submit Refund Information button
  9. You will also need to issue a direct refund from your payment gateway software by logging into your merchant account and issuing a refund.


If you are using the E-Commerce module to collect dues AND using Authorize.net or Paypal, use the following Steps:

  1. Click Dashboard
  2. Click E-Commerce tab
  3. Click Manage Existing Stores
  4. Select the Membership Store
  5. Click Manage button
  6. Located on the right side of the screen, in the Search field, enter the first few characters of the Member first or Lastname or search the Invoice number using the Find Member ID search field
  7. Click the Manage button for the Attendee
  8. Click Payments in the horizontal menu
  9. Select Refund Payment
  10. If applicable, click the checkbox beside the item being refunded
  11. If applicable, enter a cancellation processing fee amount
    • This will add a line item for the cancellation fee on the invoice and will be subtracted from the amount to be refunded automatically.
  12. Click Next
  13. Enter an Admin note explaining the refund reason
  14. Select the Refund Type
    • Processor Refund = will process a refund in your credit card system. For this amount, it will also create a corresponding payment record in the system. NOTE: This option will only work for those using Authorize.Net or Paypal.
  15. Click the Process Refund button
  16. If you wish to send an email to the end-user, click Admin in the horizontal menu, select Email Attendee to compose a message and send it.
    • Note: You may attach an updated invoice showing the refund.



How to Apply a 'free' membership payment?

For free memberships, edit the member's group expiry date on their contact profile.

How to Manually Assign Member Dues to an individual?

  1. Click Dashboard
  2. Click Contacts Module
  3. Search for the individual, then click on the Manage button
  4. Click Dues in horizontal menu
  5. Click Assign New Dues button
  6. Select a Due to assign from the dropdown list
  7. Click Add Dues

How to Send a Member the Invoice Statement / Payment Receipt?

Note: A member may login themselves and print their own invoice bill / payment receipt from their Profile Home.

  1. Click Dashboard
  2. Click Contacts Module in left side menu
  3. Search for the individual and click on the Manage button
  4. Click Dues in horizontal menu
  5. Click Invoice button
  6. Select the From Year and To Year values
  7. Click Print button
    • This will download the invoice to a PDF file on your computer.
  8. You may use your own email software to compose a message and attach the invoice to the member.


How to Remove an Expiry Date on the Membership?

This is a great option for a lifetime membership.
  1. Click Dashboard
  2. Click Contacts Module in left side menu
  3. Search for the individual and click on the Manage button
  4. Click Groups in the horizontal menu
  5. Click Remove Expiry below the expiration date of the desired membership group


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