Tutorials - Membership

The Membership feature implements a formal onboarding process for your organization's members. Only approved members can pay and participate in the organization's event. New participants are prompted to download a membership request document pre-filled with their data, sign it, and upload the signed copy for staff approval. You can also require payment of an annual membership fee, and track the status of every member directly from the registration panel.

Membership

To implement a formal approval process for members registering for an event, activate the "Membership" feature.

Now set the configurations: 

Age: Minimum age required for individuals to be eligible as members (can be blank).

Annual Fee: The yearly membership fee that each member must pay, calculated from the start of the membership year (can be left empty if not present). Participating in any event in a membership year requires the payment of the membership fee; if not payed, it will be added to the first payment of event signup for that year. 

Start Day: The calendar day on which the membership year officially begins. Format: DD-MM (e.g., 01-01 for January 1st).

Free Months Quota: Normally users are able to pay the membership fee only if they are signed up for an event in the current membership year. If you wish to allow them a window of time where they can pay the membership fee anyway, set the value here (can be blank).

Membership request template

Now you need to set up the membership document template text. Go the Organization's Text page, and you'll find a new text type: 

Define the template for the membership request document in this field. An example could be:  

I, the undersigned {{ member.surname }} {{ member.name }}, born on {{ member.birth_date }} in {{ member.birth_place }}, residing at {{ member.get_residence }}, holding {{ member.get_document_type_display }} no. {{ member.document }}, phone {{ member.phone_contact }}, email {{ member.user.email }}, hereby request the Board of Directors to be admitted as a member of the Association.

When an user signs up for their first event of the Organization, the request document will automatically populated with the user’s data. Users will then download the PDF document, only sign it, and upload the signed copy.

After a confirmation page, the request is then sent to the Board: 

To review members, go to the Membership panel. The new requests are at the top of the list:

Clicking on "Request", you open an page where you can either Approve the request, and the user will be accepted as new member. At the bottom, you can also Reject it (if for example the documentation is not correct). The user will then be able to submit a new request.

Membership fee

If you've selected a value for the yearly membership fee, each participant of event in the current year will be prompted to pay it.

On the Membership panel you can review the users that have already paid it, or you can approve the payments done by wire / freeform.

You can also add manuall the membership documents for a member, or the receipt of the payment of their membership fee:

In the Registration panel of each Event, you'll also find a column with the membership status: 

The values are:

Absent: No membership data, 

Shared: The users has given to the platform permission to share their data, but not uploaded a membership request (first step), 

Uploaded: The user has uploaded the request but non confirmed (second step), 

Submitted: The user has confirmed the request and completed the process (third step), 

Accepted: The user has been acceted as a Member, 

Revoked: The user has been rewoked the Member status.

Membership Deadlines

If you have also activated the Deadlines feature, in the Deadlines panel you'll find a recap on the users that have not yet submitted the membership request (or paid the annual membership fee, if a values has been set):

Additional texts

On the Organization's Texts page, three more text types become available when Membership is active:

Statute: Optional text shown at the bottom of the membership page, to already-accepted members. Use it to display the association statute or any information relevant to full members.

Reminder membership request: Body of the automated reminder email sent to registered participants who have not yet completed their membership request. If left blank, a built-in default message is used, which includes a direct link to the membership application page.

Reminder membership fee: Body of the automated reminder email sent to registered participants who have not yet paid the annual membership fee. If left blank, a built-in default message is used, which includes a link to the payment page and a note about the insurance requirement.

Note: the reminder emails are sent automatically by the daily automation task. To configure when they are triggered, see the Deadlines tutorial.

Member detail

From the Membership panel, clicking on a member's name opens their detail page. From there you can access two sub-sections:

• Registrations: List of all event registrations for that member within the association, with costs and payment status.
• Accounting: Full payment and accounting history for that member within the association (payments, tokens, credits, discounts).
• Membership: Membership status, uploaded request and document, card number and newsletter preference.

Membership Registry

The Registry panel lists all accepted members who have been assigned a card number, ordered by card number. It is designed to serve as the official membership register of the association.

To access it, you need the Registry permission enabled in your Organization Roles.

Enrollment list

The Enrolment panel shows the list of members who have paid the annual membership fee for the current year, together with their card number and enrollment date. This list is useful if you have an insurance based on on yearly payment of the membership fee.

To access it, you need the Enrolment permission enabled in your Organization Roles.