Guide – Membership

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Membership Task Calendar:

  • Maintain Member List
  • Send Tax Letters (January)
  • Renewal Letters (Spring)
  • Membership Cards (Spring)
  • Work with Treasurer: Donation lists, memberships by mail
  • Reconcile donations and memberships by PalPal

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 and 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

Reconcile 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
  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. Click Renew – Save – Activate without Invoice
  12. Continue with the next Contact by clicking Next >>
  13. Repeat at step #7

Send manual Dues Notice to expired members:

This is 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 probably already been sent an invoice
  4. Click on their name
    1. Confirm Membership Status is Renewal Overdue
  5. Click Renew
    1. Select “Send notification to member box”
    2. 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.

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).