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 email@example.com.
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.
Start by giving your form a title at the top of the page - this is the first thing users will see upon entering the form. Do this by clicking on Fields on the right hand side of the page > Dragging and dropping a Label type field onto the form.
Once the Label field has been added, click on it once and update Properties, also on the right hand side, to reflect the title you want to display. Note: Label fields accept HTML styling. If you know HTML, feel free to add it here, then save. If you don’t know HTML, click here to learn how to use the WYSIWYG editor on the Login Options page to style text.
With the title in place, begin re-ordering the attributes you included on the form via the Wizard. Take this time to re-name any attributes you like, or make certain fields required. To make a field required, select the field > check the "This field is required" box under Properties > Save. Once a field has been set to required, users won’t have the option to submit through the form without filling those selections in. It is highly recommended that you make your dues pricing field required as well, otherwise users may be able to submit the form without making a selection in some cases.
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.
Once you’ve finished reordering and adding fields to the form, you should see something like this.
Now, scroll to the top of the page and begin going through each of the options you see there (Pages-Settings) beginning with Permissions.
On the Permissions page, first set the permissions for the form itself - who is allowed to view or submit the form. Since this is a membership renewal form, it needs to be member’s only, meaning that Basic Contacts and the Public won’t have access.
I also set permissions for the Admin groups in my database, which dictates which admin groups have access to view/edit the form and its data.
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.
Finally, enter Login Page welcome text (optional), then Save.
After Login Options, navigate to Pricing. Here you can adjust the pricing you set up using the Form Wizard, set up date-based pricing, or create discount codes. This area also allows you to assign Revenue Accounts to pricing fields on the form.
You also have the option to configure Discount Codes on any form, which can:
A. Take a specified amount off the form total (ex. $25 off)
B. Take a specified percentage off the form total (ex. 25% off)
C. Cause the form to use an alternate pricing scheme for specified fields (ex. registration fee displays as $130 instead of $150 for non-members using the discount code)
To configure a discount code, click on "Edit the discount codes for this form."
On the next page, click "Add a discount code."
Select the type of discount code you want to create. In this example, I’ll use the discount code that takes a percentage off the form total. Click Save.
Enter the Discount Code name (this is what users will type in on the pricing page of the form), and add a description (optional). Note: Make sure you set the Status to active, even if the Start Date is in the future. Set a Start and End date for the discount code - typically it’s the life of the form - and specify the percentage to take off the form total. Last, choose whether the discount should be applied to the Total Amount, the Initial Payment, Recurring Payments, or Initial and Recurring Payments (Note: This only applies if your form accepts recurring payments). Save.
Under Pricing, you can also assign Revenue Accounts to Pricing fields, which ties directly to the Revenue Account Report. To learn more about Revenue Account setup, click here. If you have existing Revenue Accounts and want to tie those to pricing fields on your event registration form, click "Assign Revenue Accounts to Pricing Fields."
On the next page, select the Revenue Account each pricing field should be tied to and add a Memo (optional). Both selections will appear on the Revenue Account Report and export directly to Quickbooks. Save.
With Pricing configured, move on to Payment Options. Here you’ll select the Payment Options that registrants should have the ability to use. First, at the top of the page, select the currency your form uses and whether or not the form deals with payment transactions. Note: All transactions submitted while the form is in "Active" mode will be billed on your monthly statement.
Next, select the Payment Options that you want to make available on this form. Here I’ve included the ability to pay via credit card, as well as the "Invoice User" option. Note: The Invoice User option is only available for forms requiring login. The option will not display for forms that don’t require login, or forms that allow users to Bypass Login.
On this page you can also set up messaging specific to the payment method a user selects. For example, if a user selects "Invoice User," messaging configured will display after payment has been submitted. If you have special directions for users who pay via check or invoice, add that here.
After Payment Options, click Confirmation Settings. Here you can configure a Confirmation Page and Email, set the After Confirmation URL.
The Confirmation Page will display just after payment has been submitted on any form. This page is customizable via the WYSIWYG editor (the same one you use to write Articles and Contact Center messages), and can include merged data to format the page as a form receipt. Once configured, Save.
The Confirmation Email will be sent to the member after the form has been submitted. Typically I copy and paste from the Confirmation Page to Email, as I want the same information included in both versions. We do have Confirmation Email templates available - click here to view them.
As a best practice, our Appearance tab applies ONLY to clients using our Form Module (Event Registration only). Otherwise, skip this section.
Finally, the form Settings tab. Several important options exist on this page.
Set the form name at the top of the page.
Another important one is form Status. There are three status options:
A. Test mode: should be used when the form is being built and tested Note: transactions submitted while the form is in Test mode won’t generate transaction fees
B. Active mode: should be used when the form is ready and being used
C. Inactive mode: should be used when the form is no longer eligible for submission (ex. when the event’s date has passed)
Under Contact Name Generation, choose whether the form should generate a contact name, and if so, how. Since the form is available only to members, choose the "Apply only to Profiles with blank Contact Name field" - this way it won't affect existing contact names, but will add them if needed.
The Dues Payment Settings area allows you to change the values initially set during the form creation wizard.
Unless you’re using Recurring Payments, skip the next to options.
The Form Limit Settings area can be skipped - generally you don't want to limit a dues renewal form by date or number of submissions.
You can also configure Receipt Management settings, which control the fields that will identify your receipts in the receipt list. This is also where you can choose to have visitors returning to the form start over at the beginning of the submission, or go back to the page where the form was abandoned.
Configure the email field that should be used when contacting users. This matters most if you have multiple email address fields or attributes on the form.
Finally, check the box next to "Include form submissions in Social Activity Stream." This controls whether the form submission displays in the newsfeed of the Social Community.