How to Track Membership Renewals

Manage the membership renewal process to retain members and maintain accurate records.

Key Renewal Dates

Each member record tracks several important dates:

• Term Start Date: When the current membership term began
• Term End Date: When the current term expires
• Renewal Date: When the member should renew
• Active Date: When they became an active member

Setting Up Renewal Tracking

1. Open the member record
2. Enter the Term Start Date and Term End Date
3. The system uses these to identify upcoming renewals

Finding Members Due for Renewal

1. Go to Membership > Members
2. Use the filter to find members by term end date
3. Filter for a date range (e.g., next 30 days, next 60 days)
4. Export the list for renewal outreach

Renewal Notices

Track whether renewal notices have been sent:

• First renewal notice sent
• Second renewal notice sent
• Third renewal notice sent

Check these boxes as you send reminders to avoid duplicate outreach.

Processing Renewals

1. When payment is received, record it in Member Payments
2. Update the Term Start and End dates for the new period
3. Ensure Active Status is set to Active
4. Clear the renewal notice checkboxes for the new cycle

Handling Lapsed Members

If a member does not renew:

1. Change Active Status to Inactive
2. Enter the Inactive Date
3. Select an Inactive Reason

The record is preserved for historical purposes and potential re-engagement.