Membership Management - Session 3 - 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

Last sessions we covered:
❖Benefits of using Tendenci Membership
Management
❖Deciding on a Membership Strategy
❖Configuring Memberships:
➢ Membership Types
➢ Membership Application
❖Member Onboarding
❖Member Communications
Now we will cover:
❖Renewals & Upgrades
❖Member Reporting

Figure 1: The Tendenci Membership Overview Report gives a snapshot
of where your current members stand - by type and status.

4. Tendenci Membership Management

Membership Renewals

❖What happens when it is time for Members to start
renewing?
➢Depending on the frequency of your renewals
and whether your member expiries are fixed or
rolling:
■You may have everyone expire all at once
(fixed expiry), or
■You may have members expiring year
round (rolling expiry)
■You may have members renewing monthly
(monthly memberships)
■More than likely you will have members
renewing annually (the most common
membership renewal frequency)
➢What can you and your members expect?

Figure 2: In Membership Types, determine how much each
type costs and for how long it lasts, and whether all members
renew at the same time or not.

5. Tendenci Membership Management

Membership Renewals

❖What happens when it is time for
Members to start renewing?
➢If you have custom notifications set
up, members will receive these at the
designated time of the trigger event
(expiry, renewal, join, etc)
➢To enable and customize
notifications, from your
Memberships dropdown menu, select
“Notices” or navigate to the admin
backend Membership section to
access them there.
■Select the number of days and
when the notice should occur
(i.e. before, at time of, after)

Figure 3: Access your custom notices from the front end by
navigating to your Memberships, then using the dropdown
Membership menu to select “Notices”

6. Tendenci Membership Management

Membership Renewals

❖What happens when it is time for
Members to start renewing?
➢Setting up custom Member Notices,
cont…
■Then select which trigger event
you are notifying the member of
(in this case we are focused on
renewal and expiry)
●Join
●Expiry
●Renewal
■Decide whether you are sending
this notice to all members, or just
a subset (you may want to be
more granular with your
messaging!)
Figure 4: Setting up your Membership Notifications properly
will ensure your Members are adequately informed of their
membership status at your organization!

7. Tendenci Membership Management

Membership Renewals

❖What happens when it is time for Members to
start renewing?
➢Once members receive their renewal and/or
expiry notice, they will be able to use the
renewal link from their inbox to renew their
membership, provided they are still in the
renewal window.
■If they are in the renewal window,
when they click on the renewal link
from their inbox or via their profile,
they will be able to update and submit
a copy of the Membership Application.
●This means a member will need
to “touch” their membership
every renewal period.
Figure 5: Members who are in their renewal period can opt to
renew their memberships online by “touching” their membership
application and paying dues.

8. Tendenci Membership Management

Membership Renewals

❖What happens when it is time for Members to
start renewing?
➢What happens if a Member lets their
membership lapse? i.e. if they are no longer
within their renewal window?
■If the member has waited too long
and is not in their renewal window
any longer, they will no longer be able
to use their renewal link or see it on
their profile.
■An administrator will need to
approve them and set their status to
active.
■Alternatively, they can sign up for a
new Membership, creating a fresh
record.
Figure 6: If a member is no longer within their renewal window,
either an administrator will have to activate their membership
online and manually set their new expiry date, or the member will
have to re-register for a new membership.

9. Tendenci Membership Management

Membership Renewals

❖Approving Renewals
➢When you initially set up your
Membership Types you can set renewing
Members up to be approved by
administrators, or be auto-approved,
since they have already been approved
once at your organization. This all
depends on your organization’s workflow
and requirements for holding membership.
➢Uncheck “Renewal Requires Approval” if
you’d like the renewed memberships to
be approved automatically. If
"Auto-approval requires payment" is also
checked, it will require a successful
online payment for memberships to be
approved automatically.

Figure 7: If you want renewing members to be auto-approved
regardless of payment status, uncheck “renewal requires approval”. If
you want only members who pay online to be auto-approved, leave
this box unchecked but also check “auto-approval requires payment”
(recommended).

10. Tendenci Membership Management

Membership Renewals

❖Approving Renewals, continued
➢For renewing members where admin approval
is required, proceed just as if you are
approving new members, either via the front
or back end.
■Reviewing a member record on the
front end:
●Look up the Member in question
via the Member Directory
◆Navigate to their user
profile
◆Click on their Membership
record
●Navigate to the admin backend,
use the “View” link
Figure 8: Navigate to a member’s record via the backend
“View” link, or from the front end by navigating to their user
profile and clicking on their linked membership record.

11. Tendenci Membership Management

Membership Renewals

❖Approving Renewals, continued
➢Renewing Members when admin approval is
required, cont…
■Reviewing a member record on the back
end:
●Access the backend via the
Member directory “Edit
Membership” link
●Navigate to the admin backend,
use the “ID” link
●You can renew members in bulk at
the admin back end via the same
process as you bulk approve
members.
Figure 9: Review a member record on the backend via
the “Edit Membership” link in the Member Directory, or
using the “ID” link in the Membership database admin
backend.

12. Tendenci Membership Management

Membership Renewals

❖Approving Renewals, continued
➢To renew members in bulk at the admin
backend:
■Navigate to Memberships in the
admin backend
■Select the Members whose member
records you are updating by ticking
the checkbox
■Select your action
■Click “Go”
■You will be asked to confirm your
action before it is completed



Figure 10: Bulk renew members, and perform other
actions, at the admin backend.

13. Tendenci Membership Management

Membership Upgrades

❖What if a Member wants to update their Membership
Type prior to their renewal period?
➢If a member wants to upgrade their Membership
type prior to their renewal period, our
recommendation would be this:
■Expire their existing membership manually,
as an admin.
■Then have them fill out a new Membership
application. Note, when logged in their
contact information will still be auto-filled so
they won’t have to do this twice.
■Updating their membership type during their
regular membership period will NOT
generate an invoice. This is why the expiry
method is best.



Figure 11: Manually update a member’s expiry
date at the admin backend.

14. Tendenci Membership Management

Membership Upgrades

❖If a member wants to upgrade their Membership
type prior to their renewal period…
➢You can also offer them a discount on their new
membership if they have not completed their
regular membership cycle.
■To create a discount code, navigate to
“Discounts” in the admin backend.
■Then fill out the necessary information,
and share the code with your member
prior to having them submit a new
application.
➢Alternatively, you can modify their membership
invoice prior to tendering payment, making a
note of the reason.



Figure 12: Adjust a member’s invoice before it is tendered by
using the “Adjust invoice” link. You can adjust the amount and
make administrative notes to document the reason.

15. Tendenci Membership Management

Membership Reporting

❖Tendenci has an abundance of Membership
Reporting
➢Get an overall snapshot of your
Memberships with the Memberships
Overview Report
■Memberships by Type
■Memberships by Status
■Type & Status
■Admin backend quick links to expired,
pending and active memberships, or
membership types
➢Gain insights from Dashboard activity
■Get a snapshot of recently new,
pending and expired members with
clickable links to view those
members.



Figure 13: Use the Dashboard Membership Statistics as a tool to
gain valuable insights into your organization’s recent member activity.

16. Tendenci Membership Management

Membership Reporting

❖Tendenci has an abundance of Membership
Reporting
➢Dive deeper with more specific reporting
■Member Roster (best for smaller orgs)
■Member quicklist
●First & last name
●Company
■Members by Company
●Company
●Number of members under the
company
■Memberships over time
●New and renewing members over
the last 12, 9, 6, 3 and 1 month(s)
■Active Members YTD
●New and returning members YTD

Figure 14: Use the Memberships over time report to gain
insights into Membership trends over the short term and
over the year.

17. Tendenci Membership Management

Membership Reporting

❖Tendenci has an abundance of Membership
Reporting
➢Dive deeper with more specific reporting
■Members YTD by Type
●A table of new, renewed & expired
members by type - YTD
■Memberships Join Summary Report
●A report of new members with a
customizable date range
●Filter by membership type and by
current status
■Active Members by Join Date
●Active members only, filterable by
join date period (Last 30, 60, 90,
180, 365…. etc..days)

Figure 15: Use the Active Members by join date report to get a
snapshot of all members who have joined in a designated period
of time.

18. Tendenci Membership Management
Membership Reporting

❖Tendenci has an abundance of Membership
Reporting
➢Dive deeper with more specific reporting
■Expired or Renewed Members, filtered by
date of event
●Search renewed or expired members
within a given timeframe
■Pending members
●An admin backend filter to display all
pending members for review
■Members in renewal period, and expired
members in Grace period
●View all members who are still within
their renewal or grace period, and
reach out to members to encourage
them to renew!

Figure 17: Review members who are still within their renewal
period.

Figure 16: Review expired members who expired within a
given time period.

19. Tendenci Membership Management

Membership Reporting

❖Tendenci has an abundance of Membership
Reporting
➢Dive deeper with more specific reporting
■Active, Pending & Expired Members by
Type
●A table of active, pending & expired
members by type with links to filters
in the admin backend
■Memberships Join Summary Report
●A report of new members with a
customizable date range
●Filter by membership type and by
current status
■Active Members by Join Date
●Active members only, filterable by
join date period (Last 30, 60, 90, 180,
365…. etc..days)

Figures 18 & 19: The Membership Statistics (Active,
pending & Expired Members by type) Report contains
valuable information about your members. This report
contains clickable links to filtered data in the admin backend.

20. Tendenci Membership Management

Membership Reporting

❖Tendenci has an abundance of Membership
Reporting
➢Dive deeper with more specific reporting
■Membership Invoices
●Filter and review all invoices
pertaining to (Individual)
Memberships
◆Expand the advanced
search to filter by specific
time periods or amounts
■Members Donated on Join or Renewal
●Find out which members opted
to donate upon joining or
renewing their membership so
you can reach out to thank them!

Figure 20: Expand the advanced search to select a specific
time frame, dollar amount, or status to search member
invoices by.

22. Tendenci Membership Management



What we have covered:
❖Creating a Membership Strategy
❖Configuring Membership Types and Membership
Applications
❖Member Onboarding
❖Member Communications
❖Renewals & Upgrades
❖Membership Reporting & Insights

Join us for our Corporate Memberships
Workshop Series!
May 14th, 16th and 28th, 9:00 - 10:30 CST