Membership Management - Session 1 - Tendenci AMS

A comprehensive three-part Tendenci Platform Membership Management workshop series was held. In Session 1 on April 16th, 2024, we explored Introduction and Setup, covering the basics of setting up the membership module, configuring membership types, and taking initial steps to get started. Then, on April 18th, 2024, Session 2 focused on Member Onboarding and Communication, highlighting the member experience. Finally, in Session 3 on April 23rd, 2024, we discussed renewals, upgrades, and the generation of reports for valuable insights into membership trends and engagement. Don't miss out on this opportunity to optimize your membership management!

3. Tendenci Membership Management

Membership Management is the very Heart of
Tendenci Open Source AMS

❖Many admin tools & features to leverage
➢Automated processes to streamline
administrator and member experience
■Custom notices and reminders
for renewal, expiry & more
■Automated renewal & recurring
payment options
➢High level of customization
■Membership types - options for
dues, frequency of renewal,
approval methods & more
■Custom applications
Figure 1: Tendenci Membership Overview Report gives a snapshot of
your current memberships.

4. Tendenci Membership Management

Membership Management is the very Heart of
Tendenci Open Source AMS

❖Many tools and features to boost engagement
➢Member accessible Member Directory
➢Site wide permissions allow you to
create member only “view” and
“change” options
■Ex 1: Access to exclusive events
(view)
■Ex 1: Ability to post to the Job
Board (change)
➢Rich media & news
➢Newsletter Updates
❖Several avenues for communication
❖Many available membership reports
➢Gain valuable insights into your member
activity


Figure 2: Allow members to view and contact other members via the
Member Directory.

5. Tendenci Membership Management

Creating Your Membership Management
Strategy

❖What benefits will you offer to your
members? Create a Benefits landing page!
❖What levels of membership will you offer and
how much will each cost?
❖What will your renewal policies be?
➢How long does a membership last?
➢Is the renewal period fixed or rolling?
➢How far in advance can they renew?
➢Do the approvals need to be admin
approved, or will they be automatic
with online payment?
❖What questions will you ask on the
Membership Application?
❖Review Memberships Module settings for
privacy options


Figure 3: Adding your membership types will dictate when and how
often members can renew, as well as what amount they pay in dues.

6. Tendenci Membership Management

Configuring Your Memberships

❖Step 1 - Define Your Membership Types
❖Step 2 - Customize Your Membership
Application(s)
❖Step 3 - Import Your Members
❖Step 4 - Navigate the Admin Backend
➢Review and approve new and
returning members
➢Search for and reach out to expired
members
❖Step 5 - Review insights with
Membership Reporting


Figure 4: Add custom membership application(s)

7. Tendenci Membership Management

Configuring Your Memberships: Membership Types

❖Membership Type Name - will appear on the
Application for end user to see
❖Price - Member dues you will charge for this
membership type
❖Admin fee - if you are charging an additional
processing fee
❖Notes - (for administrators) Only superusers will see
this on the backend.
❖Expiration Method
➢Never Expires - for lifetime memberships only!
➢Period Type
■Rolling: a member will expire on the next
period from the date they sign up (i.e.
that date on the next month or the
following year)


Figure 5: Set up pricing for each membership type. Charge
admin fees, if applicable, and make admin notes.

8. Tendenci Membership Management

Configuring Your Memberships: Membership Types

❖Expiration Method, cont…
➢Period Type
■Fixed: a member will expire on the date of the
next fixed period (i.e. Jan 1 of the following year)
❖Renewal options for this type
➢Allow renewal - if a member can continue to renew
with this type of membership.
■An example of when this may be UNchecked is if a
membership type is purely a promotional one
and/or offered for the first period only.
➢Renewal only - if this option is only extended to existing
members
■An example of this is if a member must be signed
up for greater than one renewal period to be
offered this membership type.


Figure 6: Set up renewal and expiry methods for each
membership type.

9. Tendenci Membership Management

Configuring Your Memberships: Membership Types

❖Renewal options for this type, cont…
➢Renewal requires approval - if an administrator must review the
renewal prior to approval
➢Renewal price - if different from original join price
➢Renewal period start - How long (in days) before the
memberships expires can the member renew their membership.
➢Renewal period end - How long (in days) after the memberships
expires can the member renew their membership.
❖Other options
➢Expiration grace period - The number of days (maximum 100)
after the membership expires their membership is still active.
■Use if you would like member to continue to leverage
benefits past expiry, to encourage them to continue their
membership
Figure 7: Implementing a grace period
allows members to leverage benefits a
bit past their expiry, encouraging them
to renew their membership.

10. Tendenci Membership Management

Configuring Your Memberships: Membership Types

❖Other options, cont…
➢Require Approval - if joining under this membership
type requires admin approval
➢Admin only - if this membership type is only accessible
by administrators
➢Auto-approval requires payment
■Use if:
●You don’t require admin approval (leave
admin approval unchecked)
●You would like members to be approved
automatically if paying online
➢Position - a way to order membership types as they
appear on your membership application
➢Status Detail - set to active if membership type can be
used, inactive if not

Figure 8: “Auto-approval requires payment” allows
members to renew themselves automatically upon
updating their membership application and making
successful payment online.

11. Tendenci Membership Management

Configuring Your Memberships: Membership
Application

❖Application Name - will appear as the title of the
Application for end user to see
❖Slug - Everything that appears after your URL
➢Will auto-populate based on what is input in
“name” field.
➢Can be customized
❖Description - the Introduction and/or description of
your Membership Application(s)
➢Uses a WYSIWYG editor
➢Highly flexible and customizable
❖Confirmation text - What the applicant sees on the
screen immediately after submitting their application
➢Uses a WYSIWYG editor
➢Highly flexible and customizable
❖Notes - for Administrators on the backend
Figure 9: Use the WYSIWYG editor to customize your
Application introduction, confirmation text and more!

12. Tendenci Membership Management

Configuring Your Memberships: Membership
Application

❖Membership Types - select all membership types an
applicant can choose from when applying
➢ONLY use “multiple membership types” if a
member can hold more than one membership
type at a time
❖Payment Methods - what forms of payment you will
accept
➢If you’ve opted to let members automatically
join and renew on payment , they will have to
use an online payment method such as credit
card.
➢All applicants using offline payment types
should be admin reviewed
➢Include tax - if you are collecting sales tax on
memberships, check this option and specify the
rate
Figure 10: Accept multiple payment methods; include tax
if your organization collects sales tax.

13. Tendenci Membership Management

Configuring Your Memberships: Membership
Application

❖Use for Corporate Individuals - if your
organization utilizes corporate memberships, and
allows individual members to join under their
organization’s membership
➢Note: An individual membership type
should be set up and associated with each
corporate membership type.
❖Use Captcha - uses Google reCaptcha to capture
spam entries (keep this checked!)
❖Discount eligible - if you allow members to use
discount codes (set up in the admin backend)
❖Donation - allow members joining or renewing to
donate. You can specify a default suggested
amount
Figure 11: Enable members to donate when joining or renewing
as another source of revenue!

14. Tendenci Membership Management

Configuring Your Memberships: Membership
Application

❖Permissions - who can see the application
➢Note: This will nearly always be set to
public so site visitors can view it as
prospective members. It is a rare use
case that it would be private.
❖Status
➢Draft when you are still working on
your application
➢Published when you want to take it live
➢Inactive when you are no longer using
it
❖Fields - the fun part!! What do you want to
ask your members?

Figure 12: Set your application to published and public
when you are ready to take it live!

15. Tendenci Membership Management
Configuring Your Memberships: Membership
Application

❖Fields - what information are you
collecting from your members?
➢Name
➢Contact details such as phone number
and email
➢Personal and/or work address
➢Demographics
➢Company, role & department
➢Educational background
➢Work experience & skills
➢Licenses & certifications
➢Referral information and/or discount
➢Volunteer availability
➢Administrative fields such as join,
renewal and expiry dates, as well as
status detail and notes
Figure 13: Set up your application fields to collect any necessary
information from your prospective members.

16. Tendenci Membership Management

Configuring Your Memberships: Importing
Members

❖Membership Imports
➢Download the import template
➢Input your data
■Keep the field names (column
headers) as is. They are mapped to
your database!
■Make sure you track what UD (user
defined) fields are mapped where
➢Save as a CSV file
➢Select what fields you want to update
■Only use override if you are updating
your database
➢Select your unique identifier
■Email is typically selected as the
unique identifier
Figure 14: Select what fields you are adding (if new, or an
override of existing data) and your unique identifier to
identify duplicates prior to importing your CSV file.

17. Tendenci Membership Management

Configuring Your Memberships: Membership
Application

❖You’ve configured your Memberships! Awesome
work! Now what?
➢Decide where you will link to the Application
from. Some of the common spots are:
■Homepage navigation
■Story rotator
■Homepage
■Member Types & Benefits landing
page(s)
➢Share, share share!
■Send out communications to your
subscribers about your memberships!
■Share to your social media

Figure 15: What your members will see when
applying, after you’ve configured your membership
application!

18. Tendenci Membership Management
Configuring Your Memberships

❖Less Theory, more Action! We’re going to walk through the following steps:
➢Step 1 - Defining Your Membership Types
➢Step 2 - Customizing Your Membership Application(s)
➢Step 3 - Importing Your Members
➢Step 4 - Navigating the Admin Backend
■Reviewing and approving new and returning members
Figure 14:

19. ❖Integrate with a mail provider to send email blasts,
in addition to the notices already included in your
member communications

❖Use notices to create drip campaigns - also a great
way to stay in front of your members and let them
know you think about them in between signup and
renewal!

❖Set up Forums to allow members to communicate
with each other through the site
➢Private or member only
➢Public forums are not recommended for
security purposes

Tendenci Membership Management

SNEAK PEAK: User & Member Engagement

20. Figure 42: Memberships Overview Report

21. Tendenci Site Components & Features


What we have covered:
❖Benefits of using Tendenci Membership
Management
❖Deciding on a Membership Strategy
❖Configuring Memberships:
➢ Membership Types
➢ Membership Application
➢ Member Imports

What we will cover in our next session:
April 18th, 9:00 - 10:30 CST
❖Member Onboarding
❖Member Communications
❖Highlighting the Member Experience