What is it?
The expiration date attribute is stored in member profiles and controls:
a) When members expire
b) What happens to members when they expire
How to Access
Navigate to Database > Attribute Management > Either create an expiration date attribute, or click Edit next to the existing one
Configuring the Expiration Date Attribute
First, give the Expiration Date an Attribute Name. Enter a description (optional) and choose your Expiration Type and Start Date.
There are two Expiration Types to choose from:
- Time Based: expiration dates are assigned the date the form is submitted - also referred to as an Anniversary date. In this case, each member will have a unique expiration date.
- Date Based: expiration dates are assigned as a particular calendar date. In this case, each member will have the same expiration date.
Default: this setting applies when a member is lapsed and renews. Their new expiration date becomes the form submit date.
For example, if the member's expiration date is January 1, 2013, and they choose to renew on December 27, 2012, their expiration date will bump to January 1, 2014.
On the other hand, if the member's expiration date is January 1, 2013 and they wait until January 3, 2013 to renew, their expiration date for next year will be January 3, 2014.
Use Profile Date: this setting typically applies only when Date Based expirations are in place. In this case, regardless of the date of renewal, the profile date will always be used for the new expiration date.
For example, if the member's expiration date is January 1, 2013, and they choose to renew early OR late, their new expiration date will still bump to January 1, 2014.
Depending on your choice above, set your Expiration Period or Expiration Date.
Configuring Expiration Messages
While editing the Expiration Date attribute, click on the Edit icon next to Expiration Messages.
At the top of the page, set the Expiration Warning Schedule. The first message is the only message that is required - the second two are optional. Edit the three warning messages using the Edit pencil next to each option.
Configuring the Expiration Action
When users expire you have the option of changing their group or setting them to "Inactive":
- Set to Inactive - This setting will set expired profiles to inactive. Any user that is set to inactive will not appear in search results and they will be unable to login. The only place they can use their username and password is to access a Dues Renewal type form.
- Change Group: This setting will move expired members from one group to another. If you select "Change Group" from the from down, another drop down will appear where you can select the group they should be moved to. For users to renew in this instance, they would need to fill out a Membership Application type form.
Note: When a profile is moved from one group to another some information from the profile might be lost. If profiles in the Member group are moved to the Basic Contact group any attributes that are not assigned to the Basic Contact group will be lost.
Selecting Groups for Expiration
At the very bottom of the page, select groups for expiration by clicking on the plus sign next to each group > clicking Save. Groups must be selected for the Expiration Warning Messages and Expiration Action to take affect.