Creating Membership Types
Your membership menu allows you to create various types of membership; some could be free, others paid. Different types can have different renewal rules, periods and benefits. Take some time to assess your organization's existing memberships and needs, as it's easy to over-engineer your membership structure and create more types than you actually need. A typical roll - out creates custom membership types for you. However, to set up your own or edit your membership types, go to:
Back Office Administer/ CiviMember/ Membership Types/
Click on "add type" at the bottom of the screen and complete the following steps:
- Name: this is the name of your membership type (example: Family Membership)
- Membership Organization: this is the organization record in your database that manages the membership. Usually this will be your community (Ex: Congregation B'nai Bedrock). You can have memberships for different organization contact records in your database (Ex: B'nai Bedrock) Youth Group, B'nai Bedrock Men's Club, etc).
- Contribution Type/ Amount: the system allows you to link membership to finances (option 1) OR to divorce membership from finances and bill separately (this is our suggestion, option 2). Thus, likely this will not be relevant to your membership. However, the system requires you choose a contribution type to associate with each membership type and a dollar amount. We suggest filling in $0.00 and choosing your current year membership type.
- Auto-Renew Option: Again, the system allows you to link membership to finances (option 1) OR to divorce membership from finances and bill separately (option 2). If using option 1, you can choose an auto-renew option here. If choosing option 2, you'll set this up elsewhere.
- Duration: This allows you to choose the duration of your membership (monthly, annual, lifetime). If you are choosing option 1 (combined financials and memberships), choose the duration in which you'd like your members to pay their dues (example, if you'd like to collect monthly payments, choose monthly). Our Suggestion:: If choosing option 2, choose the "lifetime" duration. See more detailed description of the duration types below.
- Period Type: You can choose the period type (fixed or rolling) for the membership. If fixed, the membership begins on a particular date (this is our suggestion, membership is fixed and begins July 1st). If rolling, the contacts' membership begins when they complete online membership registration or their membership gets keyed in the back office by staff.
- Relationship Type: these are the related contacts covered by the primary member's membership. IMPORTANT:: we strongly suggest that you add the primary membership to the head of household's individual record. Thus, the relationship types are the relationship types associated with your head of household. These relationships you'll need to choose include: parent of, step-parent of, spouse of, provides membership for.
- Visibility: You can use the visibility option to make sure certain membership types are handled by an administrator manually (e.g., honorary memberships) by making them Admin. Public membership types will be visible on membership renewal pages when using option 1 &/ or auto-renewal.
NOTE: Make sure this relationship type is "enabled" by checking the box enabled?
For those who have more technical experience or are looking for a more modern membership structure in your jManage system, there are several alternatives to lifetime membership (which jManage supports as the default membership duration for your back office membership types). Each method has benefits and drawbacks. We've put together a chart below that explains each membership duration option, its benefits and drawbacks. NOTE: IF YOU CHOOSE ANYTHING OTHER THAN LIFETIME, YOUR MEMBERSHIPS WILL EXPIRE AT THE END OF YOUR FISCAL YEAR AND SEARCHING BY CURRENT MEMBER TO SEND EMAIL/MASSMAIL WILL NOT BE AVAILABLE. JVILLAGE DOES NOT SUPPORT THIS USE CASE.
||What It Means||Benefits
|Lifetime||Lifetime membership is given to a user the first time the register. Any change to the membership status is then handled by the back office manually.||Membership is not tied to yearly dues payments (someone could be in arrears but STILL be a member). Also, this method allows automated recurring credit card payment.||Membership status is manually handled by the back office.|
|Fixed Yearly||Fixed means that the membership for all members starts at a specific point in the year. After a fixed period (July - June), if the members does not re-pay dues their membership status automatically moves to "grace" or "expired".||Membership status is handled automatically by the database.||You cannot use this type of membership duration with automated recurring credit card payments: only manual credit card, check, or cash payments are useable.|
|Rolling Yearly||Rolling means that the membership will start on the date that the membership is entered into the system. A year to date after they registered, if the members does not re-pay dues their membership status automatically moves to "grace" or "expired".||Membership status is handled automatically by the database.||You cannot use this type of membership duration with automated recurring credit card payments: only manual credit card, check, or cash payments are useable.|
|Auto-Renewal||Auto-renew options allow you to set a membership to automatically renew membership. You can set memberships to offer or require auto-renew.||Allows you to tie both membership renewal and automated recurring credit card payments.||For monthly payments, you must set up membership as monthly duration (so membership is auto-renewed every month).|