Dues Renewal Form
An essential part of membership is the dues renewal process. The dues renewal form will charge applicable dues, update the membership expiration date, and allow the member to update their profile information (providing the fields on the form are linked to database attributes). The dues renewal form can also automatically switch expired members back to an active status.
To start, the dues renewal form process uses a Wizard, which will help you piece together the beginning of the form in a few easy steps.
Begin by navigating to Forms > Create Form. Select Dues.
Step 1 of the Wizard is to give the form a name. Enter the text and click Next Page.
In Step 2, choose between renewing single or multiple users:
A. Renew Single User - This option is for non-parent/child databases and will allow for individual members to renew their membership.
B. Renew Multiple Users - This option is for parent/child databases and will allow for the parent to renew their own membership along with any linked child profiles. Please note that renewing multiple users is an advanced process and will be covered in a separate article. If you would like help renewing multiple users with a single form, please contact a Maximization Specialist at firstname.lastname@example.org.
In today’s example, I chose option A. Click Next Page.
In Step 3, you can use the form Wizard to set up pricing options for the form. Each of your database groups will be listed with a spot to enter a description and price. This will create a radio button field for each amount entered and they will automatically be permissioned so only the appropriate group will be able to see each one. You can leave any group that will not be using the form blank (public, admin, etc.).
Activation Settings: By checking this box the form will automatically switch profiles to active status upon submission. Use this setting if your expiration date attribute is setup to change profiles to inactive status upon expiration.
Link Settings: By checking this box and inserting link text, a link will appear in member profiles allowing them direct access to the renewal form.
In Step 4, select the attributes that you want to appear on your form. For a dues renewal form, I start by unchecking the "Select all attributes" box at the top of the list, and hand selecting a few attributes I feel apply specifically to the form I’m building. By adding attributes to the form you're allowing your members to update their information in your database while renewing. When a member accesses the form all fields will be pre-populated with their profile information, and any changes they make on the form will be reflected in their profile. Keep in mind that the list displays every attribute in your database, so many won’t be applicable for every form. Click Save.
Based on the selections made in Steps 1-4 of the Wizard, the dues renewal form you just created will appear.
A very important portion of the dues renewal form is the expiration date setup. Expiration date settings are what will tell the system how long to advance the users expiration date attribute. Expiration date settings have to be applied to a selection set (drop-down selection set, radio button or checkbox). To get started, you will click on the pricing options field. On the right side of your screen click on "Edit expiration date settings".
You will see all of your options available with an "Add" button.
Clicking that button will ask you what expiration date attribute you want to add (it is possible to have multiple expiration dates but that is a relatively advanced set-up that we won’t be covering here).
Then the next page asks you how long this is supposed to advance the expiration date. Generally 1 year is all that is needed - this will add 1 year to the member's expiration date in their profile. Click Next Page.
On the final screen, click Close and the settings will be saved.
With Permissions configured and Saved, move on to Login Options. These settings are VERY important on all form types, especially a dues renewal, because this is what ties form receipts to member profiles - driving the expiration date update action, allowing profile information to be updated, and determining group-based pricing. Choose option 1.
You can then scroll to the bottom of the page and make sure only the "Display the Existing Users Section" box is checked. You may also enter text to display on the login page in this section. Note: Be sure to leave "Display the New Users Section" unchecked to avoid non-members attempting to submit the renewal form.
The Login Options page also gives you the ability to limit submissions to one per person - this is generally not recommended on a dues renewal form since the same one will be used year over year.
Under the Settings tab, the Dues Payment Settings area allows you to change the values initially set during the form creation wizard.