The Goal: Understand exactly when the system logs a Renewal activity on a contact’s membership, based on expiration date, next bill date, and billing frequency.
Before You Begin:
- You should know the membership’s billing frequency (Annual, Semi-annual, Quarterly, or Monthly).
- Have the contact’s Expiration Date and Next Bill Date handy so you can compare them against the renewal windows below.
Microlearning Overview
[Video TBD]
Step-by-Step Instructions
- When viewing a contact’s Membership Activity, the system identifies a renewal based on the expiration date of the membership, the next bill date, and the frequency at which the member is being billed.
- When scheduled billing is run, if the Next Bill Date is x days before or after the last activation’s Expiration Date, then a Renewal Activity Type is created with the invoice linked to it. The value of x is based on the billing frequency:
- Annual: x = 120 days
- Semi-annual: x = 60 days
- Quarterly: x = 30 days
- Monthly: x = 10 days
- If the Membership Setting Renew If Expiration Month Equals Next Bill Month is enabled, then, for monthly frequency, the 10-day window is not used. A renewal is logged when the Next Bill Date month = the Expiration month.
Common Pitfalls
- Expecting a renewal outside the frequency window: A renewal is only logged when the Next Bill Date falls within the day window for the membership’s billing frequency. If the Next Bill Date is too far from the Expiration Date, the activity will be recorded as something other than a renewal.