Membership

Configuring the Membership Module

The Membership Module allows admins to manage membership plans, set financial rules, and control access for community members. This guide explains the process step-by-step, ensuring every aspect of the module is set up correctly.

Step 1 : Access and Initial Setup
Post-Configuration Success

After installing and configuring the module, a success message will confirm activation.

Setting up Membership

Clicking Create initiates a 3-step process:

Step 1 : Access and Renewals

Set rules for access, trial periods, renewals, and membership IDs.

1.  Trial Period

• • Question: Is there a trial period before paying for membership?
  • Default: Enabled, with 30 days as the default trial period.
  • Access Levels During Trial Period:
    • View Only
    • Full Access (default)
  • Access Levels After Expiry (Unpaid):
    • View Only
    • Full Access (default)
    • Revoke Access

2.  Renewal Rules

• • Question: Is there a grace period for membership renewal?
  • Default: Enabled, with 30 days as the default grace period.
  • Access Levels During Grace Period:
    • View Only
    • Full Access (default)
  • Access Levels After Expiry (Unpaid):
    • View Only
    • Full Access (default)
    • Revoke Access

3.  Membership Type and IDs

• • Options:
    • Individual (default)
    • Corporate
  • Membership IDs:
    • Format: XXXX-1234567
    • Add a custom prefix and starting number (e.g., TES-1001).

Step 2 : Payment Methods

1. Online Payment Gateways
   • Add payment methods like Razorpay.
   • Clicking “Add Payment” redirects to Razorpay’s dashboard for integration.
   • Accept

1. Offline Payment Methods (default: disabled)
   • Toggle to enable payments via cash, cheque, bank transfer, etc.
   • Additional Options:
     • Allow Members to Pay Offline: Enabled by default. Payments will appear as unconfirmed and require admin approval.
     • Bank Details: Add details to display to members for offline payments.
       • Fields: Bank Name*, Account Name*, IFSC Code*, Account Number*
       • CTA: Save
     • Upload QR Code for offline payment methods.
2. GST Settings (default: disabled)
   • Toggle to enable GST.
   • Additional Fields:
     • GST Number
     • State
     • GST Certificate Upload (.jpg, .png, max 2MB)

Step 3: Membership Certificate

Admins can publish membership certificates for members to download.

• Options:
  • Certificate Template:
    • Add community name, logo, and address.
    • Include custom notes, signing authority details, and signatures.
  • Toggle: Enabled by default.

Creating Membership Plans

Once the 3-step process is complete, admins can create detailed membership plans.

1. Basic Plan Details
   • Membership Name
   • Benefits
   • Membership Type:
     • Individual (default)
     • Corporate: Includes a field to add the number of secondary members.
2. Payment Details
   • Amount: In the currency set during community configuration.
   • Tax: Choose a GST percentage or mark as not applicable.
   • Renewal Frequency: Monthly, quarterly, half-yearly, yearly, two years, five years, lifelong.
3. Payment Calculations (excluding lifelong plans)
   • Options:
     • Entire Duration: Members pay the full amount regardless of the purchase date.
       • Example: A yearly plan of ₹1200 costs ₹1200, whether purchased in January or December.
     • Pro Rata Basis (default): Members pay based on the time remaining until renewal.
       • Example: A yearly plan of ₹1200 costs ₹1200 in January, ₹1000 in March, and ₹100 in December.
     • Based on Purchase Date: Members pay the full amount, and the next renewal aligns with their purchase date.
4. Reminders
   • Send Reminders: Customize reminders before and after membership expiry.
5. Plan Features and Group Access
   • Enable or disable access to features like polls, jobs, businesses, etc.
   • Set access to private or secret groups.

Reports: Managing Membership Insights

The Reports Tab provides admins with a comprehensive overview of membership statuses, payments, and financial summaries. This section includes multiple views, actions, and filters to help admins efficiently manage memberships.

1.  Active Members Across Community

• Overview: Displays the total number of active members in the community.

• Detailed View:

  • Upon clicking, a table appears with the following columns:

    • Name : Member’s name.

    • Expiry Date : Membership expiration date.

    • Amount : Amount paid.

    • Membership Name : The plan they subscribed to.
    • Status : Paid.
    • Action : Option to View Details.

• • Filters: Filter data by :

• • • Membership Plans.

    • Status (All, Paid, Unpaid, Unconfirmed, Explore).

2.  Pending Payment Confirmations

• Overview : Displays the number and total amount of payments pending confirmation.
• Detailed View :
  • A table appears with the following columns :
    • Name : Member’s name.
    • Expiry Date : Membership expiration date.
    • Amount : Amount pending confirmation.
    • Membership Name : The plan linked to the payment.
    • Status :Unconfirmed.
    • Action :
      • Select All : Option to batch confirm payments.
      • Send Reminder : Available when any member is selected from the last column.
  • Confirm Payment : Opens a popup to review payment details such as:
    • Start Date, End Date, Membership Type, Status, Base Amount, Final Amount, Payment Method, Date of Payment, and Remarks.
    • Admin can tick a box to confirm payment or reject payment.
    • CTA : Confirm Payment.

3.  Unpaid and Unassigned Members

• Overview : Displays the number of unpaid memberships and unassigned members along with the total amount.
• Detailed View :
  • A table appears with the following columns:
    • Name : Member’s name.
    • Expiry Date : Membership expiration date.
    • Amount : Amount unpaid or unassigned.
    • Membership Name : If applicable.
    • Status :
      • Unassigned : Action item to Assign Membership.
        1. Opens a section to select from available plans, add penalties/discounts, set the membership start date, and click Assign.
        2. Upon assignment, members are notified to make the payment or the admin can accept payment directly.
      • Unpaid : Action item to Accept Payment.
      • Opens a popup where admins can :
        1. 1. Select unpaid amounts.
           2. Add an entry for the payment method (Cheque, Bank Transfer, DD, Cash, Other Modes).
           3. Confirm payment with CTA: Accept Payment.

Membership Splits

• Overview : Displays membership data segmented by plans in graphical format.
• Filters : View splits based on specific plans or timeframes.
• Graph View : Toggle to visualize data trends.
  

Financial Summary

This section provides a financial overview, with options to filter by date and view trends in graphical format. Key metrics include:

1. Total Collection :
   • Total amount collected and the number of members who paid.
2. Total Dues :
   • Total unpaid amount and the number of members with dues.
3. Pending Confirmations :
   • Total amount pending confirmation and the number of pending payments.

Downloadable Reports

Admins can download detailed reports for :

• Full Name Membership Name Membership Id Invoice Number Start Date Expiry Date Status Payment Date Payment Method Base Amount Tax Total Amount

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My Subscriptions Tab

The My Subscriptions Tab is available to members for tracking their membership details. This includes:

• Columns :
  • Date.
  • Base Amount.
  • Discounts/Penalties.
  • Final Amount.
  • Membership Type.
  • Payment Mode.
  • Status.
  • Receipt.