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: A free period given to new members before they are required to pay for a membership. During this time, they can access the platform with either full access or view-only access, as defined by the admin. If the member does not subscribe after the trial, their access will change based on admin settings.

• • 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?
    A buffer time given after a paid membership expires to allow members to renew their plan. During this period, their access remains either full, limited, or revoked, based on the admin’s configuration. If they do not renew within the grace period, their access will change accordingly.
    
  • 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

Online Payment Gateways

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

• 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.
• 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.

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. Dates
   
   • Membership Start Day: Indicates when the member’s access period starts — critical for calculating plan renewals according to your selected renewal option.
   • Plan available to purchase from:Once you’ve filled out the details and clicked ‘Save & Preview’, you’ll see a summary screen. If everything looks good, click ‘Publish‘ to make the plan live and available for members to purchase.
   • Plan available to purchase till: Defines the last date this membership plan can be bought by members. After this date, the plan will no longer be visible for selection. It does not impact existing members already subscribed to the plan — only new purchases will be restricted.
4. Renewal Amount: The Renewal Amount allows you to set a different price for membership renewals compared to the original plan price. This is helpful in cases where you want to offer a discounted renewal rate as a loyalty benefit—or increase it after an introductory offer.By default, the renewal amount is set to match the original plan amount, but you can edit it during plan setup.

   Note: The renewal amount will apply starting from the second billing cycle (monthly, yearly, etc. as per renewal frequency setup)

5. 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.
6. Reminders
   • Send Reminders: Customize reminders before and after membership expiry.
7. 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.

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).

Displays the number and total amount of payments pending confirmation.

• 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.

3.  Unpaid and Unassigned Members

• Overview : Displays the number of unpaid memberships and unassigned members along with the total amount.

• 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.

1. 1. 1. 1. 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.

Admins can download detailed reports for :

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.