Guide – Membership

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Membership Task Calendar:

  • January:
    • Reconcile Wright Dinner donations and memberships
    • Update Electronic Tax Letters (Date and Current President)
  • February: Newsletter Mailing (check current member list before labels are printed)
  • March-April: Send Renewals to non-renews
  • May: Newsletter Mailing (check current member list before labels are printed)
  • July: Update Scholarship Recipient/Applicant list
  • August: Newsletter Mailing (check current member list before labels are printed)
  • November: Newsletter Mailing (check current member list before labels are printed)
  • Ongoing:
    • Maintain Member List, working with Treasurer
    • Correct Mailing addresses from returned snail mail
    • Enter snail mail receipts for new members and renewals
    • Monitor non renewals

Send/Resend a Tax Letter for a donation:

This is for scenarios where we have confirmation that someone made a donation, by check or directly via PayPal:

  1. Click on Donations tab
  2. Click Record Donation
  3. Enter donation amount
  4. Select the data of the original donation, if available
  5. Select an appropriate Tender value
  6. In Internal Note, you can include the original invoice number if available.
  7. In Comments for Payer, you can include a small note:
    “Thank you for your continued support for the Aero Club of Pennsylvania”
  8. Click Save.
  9. Send a Donation tax letter: On the Donation Detail Screen, click Donation Receipt. Optionally add a comment and then click Send Email.

Reconcile individual membership ($30 Paid):

This is for scenarios where we have confirmation that they paid their $30 with a check or as part of another event and we want to be sure it is reflected properly in the system:

  1. Search the member from Contacts
  2. Click on their name
  3. Click Membership and confirm Membership Status is Overdue
  4. Click Renew – Confirm new renewal date a year out.
  5. Save – Activate without Invoice
  6. Repeat at step #1

Reconcile donation that includes free membership ($100 Paid):

This is for scenarios where we have confirmation that they paid a $100 donation and want to be sure they got a tax letter and that their membership is reflected properly in the system:

  1. Search the member from Contacts
  2. Click on their name
  3. Click Membership and confirm Membership Status is Overdue
  4. Click Renew – Confirm new renewal date a year out.
  5. Save – Activate without Invoice
  6. Click on Donations tab
  7. Click Record Donation
  8. Enter their donation amount ($100)
  9. Select the data of the original donation, if available
  10. Select an appropriate Tender value (i.e. Paid with WBD).
  11. In Internal Note, you can include the original invoice number if available.
  12. In Comments for Payer, you can include a small note:
    “Thank you for your continued support for the Aero Club of Pennsylvania. We are recording a recent donation of yours in our system.”
  13. Click Save.
  14. A Donation tax letter is NOT automatically sent: On the Donation Detail Screen, click Donation Receipt. Optionally add a comment and then click Sent Email.
  15. Repeat at step #1

Update all membership status (in January):

This is for early in the new year where we’d like to reconcile (check if they already paid in some way) as many of the Overdue members by traversing the Member Status page:

  1. Click Members, Summary
  2. Look at the Renewal Overdue column (Renewal Overdue means their membership has expired but do not have an active membership renewal invoice.)
  3. Click on the number
  4. Look for members with Member Status of Active
  5. Click on their name
  6. Confirm Membership Status is Renewal Overdue
  7. Click on “Financial transactions” (upper right)
  8. Look for recent check entry or Event registration
  9. Click on the invoice link and try to confirm membership renewal
    1. Example: Registration for “Wright Brothers Dinner 2019” Dinner, Scholarship Donation & Renewal
  10. Click on person’s name to go back to Membership status
  11. If they already paid, then Click Renew – Save – Activate without Invoice
  12. if not paid, and there is no active invoice, then Click Renew – Save – Generate Invoice. Optionally add a note for the member and click Save.
  13. Continue with the next Contact by clicking Next >>
  14. Repeat at step #7

Send manual Dues Notice to expired members (Renewal Overdue):

This is usually for early in the new year where we’d like to send expired members a notice of renewal.

  1. Click Members, Summary
  2. Look at the Renewal Overdue column
  3. Click on the number (e.g. 27)
    1. Look for members with Member Status of Active
    2. Ones with Status Pending Renewal have already been sent an invoice (see next section)
  4. Click on their name
    1. Confirm Membership Renewal date is in the past
  5. Click Renew
    1. Check the new renewal date (should be January 1 of upcoming year)
      1. But, if we are late in the year (past July 1), we often give an extra partial year and set renewal to January of following year).
    2. Select “Send notification to member box”
    3. Click Save
  6. Click Generate Invoice
  7. Optionally add a comment: “Our records indicate that your membership is expired. We hope you will consider renewing. If you think you’ve already renewed, accept our apologies and please let us know.”
  8. Click Save
  9. Navigate back to the Members, Summary page and repeat. You should notice the “Pending Rewewal” column increasing as you complete them.
  10. Repeat the process for Scholarship Waived row.

Send manual Dues Notice to expired members (Pending Renewal):

This is usually for later in the new year where we’d like to send another email to expired members who already got a notice of renewal invoice.

  1. Click Members, Summary
  2. Look at the Pending Renewal column
  3. Click on the number (e.g. 27)
    1. Look for members with Member Status of Active
  4. Click on their name
    1. Click Membership tab and confirm is Renewal Pending with an invoice (yellow box)
    2. Check if the invoice was from this year
    3. If this year, click the little blue invoice link inside the yellow box
    4. Click Email button
    5. Optionally add a comment: “Our records indicate that your membership is expired. We hope you will consider renewing. If you think you’ve already renewed, accept our apologies and please let us know.”
    6. Click Send Email button
  5. If the invoice is OLD, or if we are late in the year, we want to update their renewal date to this year or next.
    1. Delete the Invoice
    2. Click Edit to update the Renewal Due On date to some future Jan 1, perhaps a year, plus in the future.
    3. Click Save
    4. Generate Invoice
    5. Edit the Item Description at bottom with correct Renew Date
    6. Click Save
    7. Click Email
    8. Optionally add a comment: “Our records indicate that your membership is expired. We hope you will consider renewing. If you think you’ve already renewed, accept our apologies and please let us know.”
  6. At Pilot’s discretion, Archive really old non-renewal members that you think are unlikely to renew.

Scholarship Membership Update (in July):

Thess are instructions for adding scholarship applicants as new members and arching the old applicants from last year. In Wild Apricot, our scholarship applicants are all listed until the membership categories: Scholarship Applicant – Complimentary and Scholarships Recipient – Complimentary

  1. From the Membership Summary click on the Recipient Total Renewal Overdue link.
  2. (Optionally, send old applicant/recipients renewal notices.)
  3. Click Archive button to archive each past recipient (not including repeat recipients this year)
  4. From the Contact or Member list, click New Member to add new recipients as New Members with a “Scholarship Recipient – Complimentary” membership (July 1 to July 1)
  5. If brand new contact, set Member Since data to July 1 of this year.
  6. Include physical addresses for Recipients so that physical newsletters can be sent for Fall Newsletter. Applicants only need email.
  7. Set each new member to Electronic Newsletter delivery
  8. If a Green Box appears asking for approval, click Approve
  9. Continue to next Recipient
  10. Repeat all steps for Applicants
    1. Add new applicants as New Members with a “Scholarship Applicant – Complimentary” Membership (July 1 to July 1)

Unarchive old recipient:

  1. Advanced Search – Filter by Archived
  2. Search by name
  3. Click Membership
  4. Restore from Archive
  5. Edit
  6. Change to Active
  7. Update Renewal Date

Update Tax Letter

Wild Apricot site: Donations, Donation Receipt, View/Edit Template

Members can’t change their membership level

According to the Wild Apricot site, members cannot change their level when they are in “pending renewal” state. So, they have to ask the administrator to change it (and presumably reinvoice).