Managing Corporate Memberships

Managing Corporate Memberships

Note: The X-CD terminology 'Company' or 'Companies' correlates to an organization(s) and Corporate Membership is used to identify an organization with a membership that is tied to a business entity. Your system may use slightly different terminology on the front-end to display to your end users, but in the admin interfaces, the X-CD terminology will use Company/Companies and Corporate Membership.

To manage individuals affiliated with a company, refer to the Manage Companies help section - Click HERE
If the Company does not exist yet, you must create the Company BEFORE being able to allocate the Corporate Membership to the company.
Refer to How to Add a Company - Click HERE, then return to this help article.

How to Create a New Corporate Membership Invoice with an unprocessed Check payment

You may generate a new invoice for a company with an unprocessed check payment so the company admin will be able to login to the Corporate Membership portal to assign their employee memberships under the Corporate Membership.
  1. Click Dashboard
  2. Click Companies Module from the left-hand menu
  3. Click the row of the company to open the Company Management screen
  4. Click Corporate Membership

  5. Click New Order tab
  6. Click Add New Order button
  7. You will be taken to a new invoice in the Corporate Membership Store
  8. Click Registration in the horizontal menu
  9. Select Add Items
  10. Under the Add Financial Item screen click the dropdown list to select a Corporate Membership Type  or if there are other Invoice item types select the appropriate tab and add item(s) according to the screen requirements
  11. Click Add to Registration button
  12. Repeat steps 8 to 11 if there other items to be added to the invoice
  13. If you want to discount the item(s), then select Registration > Discount Items and apply 
  14. Click Payments in horizontal menu
  15. Select Add Payment
  16. Click Other Payment button
  17. Click the checkbox for all of the items on the invoices
  18. Enter additional information, if available
  19. Set Mark Payment as Processed = No
  20. Set Email Company on Payment = No
  21. Click Submit Payment button
NOTE: Creating the invoice will not set the individuals associated to the corporate membership, you must manually manage the individuals. This may be done by the Company admin on the front-end or by the X-CD admin in the back-end, refer to the below article titled: How to Edit Individual Memberships allocated under a Corporate Membership

How to Create a New Corporate Membership Invoice and Submit a Credit Card payment

  1. Click Dashboard
  2. Click Companies Module from the left-hand menu
  3. Search for the Company, then click the row of the company to open the Company Management screen
  4. Click Corporate Membership
  5. Click New Order tab
  6. Click Add New Order button
  7. You will be taken to a new invoice in the Corporate Membership Store
  8. Click Login As in the horizontal menu
  9. This will take you to the front-end where you can select the membership type and submit payment by credit card.
  10. Click Credit Card to submit an online credit card payment

How to Create a Complimentary Corporate Membership Invoice

  • Click Dashboard
  • Click Companies Module from the left-hand menu
  • Click the row of the company to open the Company Management screen
  • Click Corporate Membership
  • Click New Order tab
  • Click Add New Order button
  • You will be taken to a new invoice in the Corporate Membership Store
  • Click Registration in the horizontal menu
  • Select Add Items
  • Under the Add Financial Item screen click the dropdown list to select a Corporate Membership Type  or if there are other Invoice item types select the appropriate tab and add item(s) according to the screen requirements
  • Click Add to Registration button
  • Repeat steps 8 to 11 if there other items to be added to the invoice
  • Click Registration in the horizontal menu, select Discount Items
  • Click Edit beside item to be discounted
  • Enter the discount amount and an admin note (if complimentary, enter the membership fee, before taxes)
  •  If the entire invoice balances to 0, then the invoice will automatically be set to Complete
  • Update the Member Expiry date to the new expiry date.

    • How to Assign a Complimentary Corporate Membership without an Invoice

    1. Click Dashboard
    3. Click Companies Module from the left-hand menu
    4. Search for the Company and then click the row of the company to open the Company Management screen
    5. Click Corporate Membership

    6. Under the Benefits tab, click in the Membership Type and select the Corporate Membership level to assign to the company
    7. For Expiry Date, click the calendar icon to set the expiration date
    8. For Date Joined, click the calendar icon to select the join date

    9. Click the Update button to save

    How to Locate a Corporate Membership Invoice

    1. Click Dashboard
    2. Click Corporate Membership in left-side menu
    3. Click Companies in the horizontal menu (NOTE: This will display a grid of companies that are corporate members)
    4. Locate the Company in the grid and click on the row it appears on to open the Company Profile screen
    5. Click the Corporate Membership menu option
    6. Click Previous Orders tab
      1. Click View Order link to view the invoice
      2. Click PDF link to download a copy of the invoice
      3. If you want to open and edit the invoice, click Corporate Membership Store in the horizontal menu, if applicable select the store if there is more than one, then enter the Company ID number or search entering part of the company name and open the invoice screen

    How to Process a Check Payment for a Corporate Membership

    1. Click Dashboard
    2. Click Corporate Membership in left-side menu
    3. Click Corporate Membership Store in the horizontal menu, if applicable select the store if there is more than one
    4. In the left-side menu, under Quick Search, enter the Company ID number or search entering part of the company name and open the invoice screen
    5. Click Payments in the horizontal menu, select Manage Payments
    6. Click Edit button for the unprocessed transaction
    7. Complete the on-screen information and ensure to Process Payment as Received

    How to Edit a Corporate Membership Expiry Date

    1. Click Dashboard
    2. Click Corporate Membership in left-side menu
    3. Click Companies in the horizontal menu (NOTE: This will display a grid of companies that are corporate members)
    4. Locate the Company in the grid and click on the row it appears on to open the Company Profile screen
    5. Click the edit icon next to the Member Expiry Date located in the upper quadrant of the screen

    6. A pop-up window will appear, where you may enter a new date. You may retype a new date or edit any part of the current date or use the calendar icon to select a new date

    7. Click Save Changes button to save.

    How to Edit a Corporate Membership Type assigned to a Company

    1. Click Dashboard
    2. Click Corporate Membership in left-side menu
    3. Click Companies in the horizontal menu (NOTE: This will display a grid of companies that are corporate members)
    4. Locate the Company in the grid and click on the row it appears on to open the Company Profile screen
    5. Click the edit icon next to the Membership Type information located in the upper quadrant of the screen

    6. A pop-up window will appear, where you may select a new Membership Type.
    7. Click Update button to save changes

    How to remove a Corporate Membership assigned to a Company

    1. Click Dashboard
    2. Click Corporate Membership in left-side menu
    3. Click Companies in the horizontal menu (NOTE: This will display a grid of companies that are corporate members)
    4. Locate the Company in the grid and click on the row it appears on to open the Company Profile screen
    5. Click the Corporate Membership menu option

    6. Under the Benefits tab, click Remove Membership button

    7. Confirm the Remove button to confirm the removal. This will set the company to a Non-Member

    How to Edit Individual Memberships allocated under a Corporate Membership

    1. Click Dashboard
    2. Click Corporate Membership in left-side menu
    3. Click Companies in the horizontal menu (NOTE: This will display a grid of companies that are corporate members)
    4. Locate the Company in the grid and click on the row it appears on to open the Company Profile screen
    5. Click the Corporate Membership menu option
    6. Click Staff Member tab
      1. Click Add New Member button to add a new person, select from the dropdown list the individual and select the membership type to add. If the person you will to add does not appear in the list, you must add the person as a Company Contact first.
      2. To edit an existing Staff Member's membership type or expiry date, click the edit icon  next to the item to update it. When editing the Membership type, you will be able to choose to remove only the membership, or remove the membership and the contact's affiliation to the company
      3. To edit an existing Staff Member's appearance in the Company Directory, click / unclick the checkbox for Public.
    Note: The email will be sent to the 'admin' of the company.
    1. Click Dashboard
    2. Click Corporate Membership
    3. Click Email/Download in horizontal menu
    4. Click Corporate Members tab
    5. Click Go for Current Members
    6. If applicable, select the relevant Membership Types if you have more than one membership type defined in your system.
      NOTE: Hold down the CTRL key to select multiple options
    7. Admin contacts only (radio button should be pre-selected)
    8. Click Advance button
    9. Click Send Email
    10. Compose your message and in the message body ensure to include the hotkey [corporate_membership_store_login]
      Note: the hotkey is the autologin link which will be generated at the time the message is sent to the user
    11. Click Preview Email (a message will be sent to your inbox) - you will not see the login link in the preview message sent as the link is dynamically generated. If you wish to test, send the email only to a test account that you have access to the inbox.
    12. Scroll to the bottom to send the email / schedule the email
      NOTE: If you unselected recipients, you must use the send email now option to send the message. If you wish to send to a test account, deselect all, then click the test account and send the message immediately.
    1. Click Dashboard
    2. Click Corporate Membership in the left-side menu
    3. Click Companies in the horizontal menu (NOTE: This will display a grid of companies that are corporate members)
    4. Locate the Company in the grid and click on the row it appears on to open the Company Profile screen
    5. Click the Login As menu option

    6. If there is more than one company contact, select from the user from the dropdown list; otherwise, if there is only one contact skip to the next step

    7. Under the Share section, click the Copy button to copy the url to the clipboard

    8. Draft an email in your email software to the company contact and paste the url into the email message body.
      NOTE: The url will auto-login the person into the Corporate Member Store. The person you are emailing must be the admin and or primary contact of the Company in order to access the Corporate Member store.

    How to find Companies that have a Pending Payment?

    1. Click Dashboard
    2. Click Corporate Membership in the left-side menu
    3. Click Corporate Membership Store in the horizontal menu, if applicable select the store if there is more than one
    4. Click the Manage button
    5. Using the Filter by Membership Status, select Pending Payment

    6. The grid will update with a list of companies that have an outstanding payment. If nothing appears in the grid, then there are no companies currently with an outstanding payment.
    7. Click on the row of a company to open the current invoice and review the outstanding balance. You may email the company admin and follow-up.