How do I

•  Find all members who should have paid last month but didn't
  • Suppose it was May and you wanted to contact all members who should have paid last month but didn't, on the Memberships Tab choose 
    • Paid Up to between - choose an appropriate date range - e.g. 1st April to 30th April
    • Membership Status - Active or Overdue
    • Important - this process needs an accurate Paid Up on the memberships, so make sure you
      • Have allowed sufficient time for automated payments - such as GoCardless - to have been collected and timelines updated
      • Are up to date with processing non-automated collection methods - e.g. standing order, cheque etc
    • You can then press the download button to download the details of the memberships, see Membership Lists for more information - you can add activities to the timelines of the constituents to record the mailing
    •  
•  Find all members who pay by cheque that I need to send a renewal letter to
  • Suppose it was May and you wanted to send a letter to all cheque payers who should pay in June, on the Memberships Tab choose 
    • • Collection method(s) - e.g. Cheque - typically these are collection methods that are not processed automatically 
      • Start Month - typically this is for next month - in May you find everyone who should pay in June
      • Paid Up to between - choose an appropriate date range - you can leave the from date empty and specify an end date of 30th June
      • Membership Status - Active 
  • Once you are happy with the list of membership press the download button - as described above - to prepare a file of the membership details for mail merging 
•  Find all members who need a membership card 
  • Suppose it was June and you want to send cards to active members whose current card will expire in July, on the Memberships Tab choose 
    • Membership Status - Active 
    • Start Month - July
  • Press the download button - as described above - to prepare a file of the membership details for mail merging and production of the membership cards
  • Note if you need a card for each member - rather than for each membership - then perform the steps described above on the Members tab - rather than the Memberships tab
• A member wants to pay for several years in one payment
  • Add the member as a constituent to your Donorfy, from the timeline of the new constituent add
    • a transaction for the payment 
    • the membership - once the membership has been added open it to edit it and
      • set the paid up to date to the correct date given the number of years that have been paid for by pressing the edit button

• • • • Under the payments section, change Starting to On or After and enter the date for the next payment

• Handle Honourary or Free Memberships
  • You need to set up collection Method for these memberships - e.g. 'Not Charged' 
  • When you add an honorary or free membership to the timeline of the constituent set
    • The paid up to date to 31/12/2099
    • Use the collection method you set up e.g. 'Not Charged' 
• How to Handle Gift Memberships
  • The membership RPI must be added to the timeline of the constituent who is paying for the membership
  • The primary member - i.e. who is receiving the benefits of the membership - needs to be added as a constituent and linked to the membership as the primary member, other people benefiting from the membership can be added to the membership RPI
  • Any personalised message about the gift membership can be stored in the personalised acknowledgement 
  • When creating a membership list the
    • payer name and contact information will be taken from the constituent who is paying for the membership
    • member name and contact information will be taken from the constituent who is the primary member

Memberships is a Professional-only feature. Essential subscribers, please contact us to find out more about upgrading.

The Donorfy Academy features a learning course for Memberships - enrol here