The Memberships grid has two versions for viewing membership transactions. The default view is called the Summary view. Here you can see the most recent membership transaction for each constituent. This grid operates like any other grid within the software and will offer the ability to customize the views, use Quick Queries, add filters, sort, and search the grid.

Tools

For each Membership transaction, you can use the Tools menu to Edit, Print a membership card or Delete the transaction. 

When you select Edit, a new window will open to edit the membership. You can edit/update the fields including:

• Membership Name - The current membership page name.
• Membership Level - The current membership level.
• Date - The date the membership transaction was entered.
• Expiration Date - The Exp Date for this membership. Note that Lifetime memberships and levels with a hard expiration date cannot be edited.
• Price - You can change the price that was paid for the membership.
• Payment Type - You can change the payment type that was used for the membership. This is not for recording a transaction, it is updating historical information about the existing transaction.
• Check # - You can enter a check number for a check payment.
• Member Profile ID - You can update the Member Profile ID assigned to this member. Be sure you are not reusing a number already assigned. Duplicates will not be saved.
• Auto Renew? - When set to YES, this membership will be set to auto-renew. In order to auto-renew, the payment method must be included. 
  • Membership Name - The name of the membership page the membership will auto-renew into.
  • Membership Level - The level of membership for auto-renewal.
  • Payment Method - The credit card number to be charged for auto-renewal
• Inactive? - When set to YES, the membership will be assigned a Status of "Inactive." This will override the membership expiration date and exclude the member from the directory, access to membership discounts for events, and membership information in the portal.
• Acknowledged- When set to YES it indicates that the transaction was acknowledged.
  • Acknowledged How - What method the membership transaction was acknowledged with.
  • Acknowledged Date - What date the membership transaction was acknowledged.
• Exclude from Online Directory - When set to YES, this member will be excluded from the online directories, both internal and external.

+New Menu

Membership

From the grid, you are also able to add new Memberships. Under the “+New” menu next to the search field you can select, “Membership”. This will open a new window to allow you to select which Membership page you wish to launch and enter the information for a new or existing constituent on an existing membership page.

Membership Internal

The Membership Internal option allows you to enter a membership without launching a membership page. This method can only be used with existing constituent records and can only be used for non-credit card transactions. Using this option, you will first select the Membership Name and Membership Level you wish to assign to an existing constituent(s). The remaining fields include:

• Price - You can set any price for this membership, regardless of the listed price, including $0.
• Amount Paid - You can enter the payment amount received (if already paid)
  • Payment Type - If payment has been received, enter the payment type.
  • Check Number - If payment was made by check, you can enter the check number.
• Source - You can select the source of this membership.
• Source Name - You can identify the specific constituent who referred this membership.
• Source Code - You can record a source code for the transaction.
• Memo - You can enter a memo about this transaction.
• Description - You can include additional information about the transaction.
• Pay Later - If set to YES, the transaction will be identified as Pending with a balance due.

• Membership Owner
  • For memberships without Primary and Secondary members, you will see a row to select the Membership Owner from the constituents list. 
  • For memberships that include Primary and Secondary members, you will see options to select who the Membership Owner will be as well as any of the additional primary and secondary members as applicable for that membership level.

Click Save to create the new membership transaction.

Member

If you select an existing membership before mousing over the +New menu you will see an additional option called, Member. Clicking on Member will open a new window so you can add an additional member to the membership. This does not process a transaction for the additional member, even if there is a fee for additional members.

In the window, the membership owner will be listed at the top of the page as 'Head of Household." These fields will not be editable. 

You will click in the Search or Add New Constituent field to search for an existing constituent or select "New Constituent" from the top of the list to create a new constituent record.

You will be able to record their contact information as well as assign them to a Constituent Category if desired.

View/Edit

If you have an existing member selected from the grid, you will also see the View/Edit menu. Clicking on View/Edit, then Membership Internal will also open the Membership Internal feature described above, but will auto-populate this constituent as the Membership Owner.

Actions Menu

On the Actions menu, most of the options listed under this menu are the same as any other grid inside the software. For example, you can export the grid data to Excel or add the constituents listed to an email list. Each of the actions would be based on how the grid is filtered. You will also find the options to print batch Mail Merge Letters, send texts and direct emails, as well as generate badges, name tags, address labels, and envelopes.

Print Membership Report

Two actions are exclusive to the Actions menu on the Membership grid. The first is “Print Membership Report.” Selecting this option will launch a prompt window that allows you to enter in an As of Date for the report. Click Print and a PDF report will launch in a new browser window. The report details statistics about your overall membership program such as total new or active members and other statistics about overdue members as of the date you entered.

You can use this report to compare memberships overtime, for example running the report for January 1st and running a second report for June 30th to compare membership growth or shrinkage over that date range.

Transfer Membership

The other action exclusive to the Membership grid Actions menu is Transfer Membership. You must have a membership selected on the grid to transfer it from one constituent to another. 

For individual (single member) memberships, this will transfer the entire membership and transaction to a different constituent. For a group membership, this is intended to transfer the owner of the membership (a.k.a. Purchaser or Head of Household) to another constituent. Once the new owner is identified in the Constituent field, click on the green Transfer button to make the switch.

Switch to Details/Summary 

As mentioned above there are two versions of the Membership grid. Next to the “Actions” menu, you will see a link to Switch to Details or Switch to Summary depending on which grid you are currently viewing. 

Summary View

• The Summary View only shows the most recent membership transaction for the membership owners. 
• It does not show all the sub-members that are part of a group membership or the add-ons, donations, or fees that were processed with the membership. 
• The Summary View will display the Current Status and Status for the constituent. 
  • The Current Status indicates if the member has a current membership with an expiration date in the future. 
  • The Status field will indicate the status of the transaction, whether it is New, Renewal, Overdue,or Inactive. 

Summary View Status

New – a new membership that is either brand new or was purchased outside the membership grace period or different level depending the membership settings in the Organizational Settings>Options.

Renewal – the member had a previous membership transaction and was renewed within the grace period.

Overdue – the membership has expired.

Inactive – a manually assigned status using the edit icon.

Summary View Current Status

Active – the member has at least one membership that has not expired.

Inactive – all the member’s memberships have expired.

Pending – the member has purchased a membership that has not expired, but still has a balance due.

Details

The Details view will show every membership transaction, including separate rows for add-ons, donations, and fees. It will also list the names of Primary and Secondary sub-members that are part of a group membership. 

• The Purchaser Last Name and Purchaser First Name will show who the owner of the membership is.
• The Last Name and First Name fields will show the names of any primary or secondary members associated with the membership.

The Detail View Current Status field has the same meanings and labels as the Summary View. However, the Status field changes in the Detail View. 

Detail View Status

Pending – the specific membership transaction has a balance due.

Active – the specific membership transaction is the most current and has an expiration date in the future.

Inactive – the specific membership transaction has an expiration date in the past OR the membership has been replaced by a renewal transaction.

Since each membership transaction will show on it's own row, if you sort by Purchaser Last Name or search for a specific constituent's name, you can see a list of all their entire membership transaction history from the Details grid. In the example below, Brad Jones has renewed his Family level membership each year since 2024. You can see Brad Jones listed as the purchaser, but his family members Christine, Sarah, and Jason listed as well. On the Detail grid, you can also see if the membership is Primary/Secondary, and if any part of the transaction was for a fee, donation or add-on. 

Each year that the membership was renewed shows the specific expiration date for that transaction under the Exp Date column. Each transaction will also show the Status for that transaction, while Current Status will be the same for all the transactions.

The constituent's Memberships tab will show similar information to the Details grid, however it does not differentiate add-ons and fees, they are rolled into the total Amount Paid.