How to Add and Manage Memberships

How to add, edit, and manage your Memberships

As your memberships grow, you can conveniently handle them directly from your account. This includes adding new members, modifying current memberships, and deactivating them when necessary.

Adding a New Membership

As new members are added to your organization, you will need to be sure the company or organization is first added to your CRM, and that the primary and billing contact is also added to your CRM. See more about adding to your CRM here.

Once you have confirmed that the member details are added to your CRM, you will need to add their Membership to your account. This is done by going into Membership > New Membership.

For each membership, you will need to define the following details:

1. Membership Type - identify if this is a company/organization membership or if it is an individual membership. If you create a company/organization membership, then the membership will link to the company record in the CRM. If you create an individual membership, then the membership will link to the contact record in the CRM.

2. If you've identified this as an organization membership, you will need to identify the company. This dropdown will show all companies in your CRM. If you've identified this as an individual membership, the dropdown will show all contacts in your CRM.

3. Membership Plan - choose the membership plan that the member has chosen. These are the plans you have defined in your Membership Settings.

4. Indicate the Start Date of the membership. This can be the current date, a date in the past, or a date in the future.

5. The Next Renewal Date will populate based on the start date entered and the settings for the membership plan defined above. If you need to edit the renewal date, click 'Edit'. This will prompt you to confirm you want to edit the renewal date to be other than what the membership plan has defined. Once you confirm, you can edit the renewal date.

6. Primary Contact - Choose the main contact for this membership from the dropdown list. The list will display all contacts in your CRM.

7. Billing Contact - Choose the billing contact for this membership from the dropdown list. The list will display all contacts in your CRM. Any invoicing for the membership will be emailed to the billing contact.

8. Members - Choose the members for this membership from the dropdown list. The list will display all contacts in your CRM. You will be able to add members based on the number of 'seats' defined in the membership plan. Adding multiple members will allow those members to participate and receive member benefits through your site - member pricing if you have that defined for any items on your website, for example. It will also give them access to create an account with the Membership Profile link and have access to the Membership Resources displayed there, if you have added any.

9. Start at First Payment - You will want to click this checkbox if you are setting up the membership BEFORE they have paid the membership fee. By selecting this option, the system will generate and send an invoice for the membership fee to the billing contact, and once payment is made the start date will populate. If you don't click this checkbox, the start date of the membership will be the date identified in the Start Date field (above).

10. Skip First Payment - You will want to click this checkbox if you are setting up the membership AFTER they have paid the membership fee. By selecting this option, the system will wait to generate an invoice for the member until the next renewal date.

11. Member Since Date - You can store the date that the member first joined. This way if their membership ever lapses, or they end their membership and rejoin later, you have a record of their original start date.

12. Discount Code - This would be a code provided to you by Locable, allowing members to sign up for Locable's paid services with a discount. Reach out to us if you would like to have a discount code to offer your members.

13. Mark as Trade - You will want to click this checkbox if you are setting up a membership that does not require payment of the membership fee. An invoice will be generated and marked paid at the same time, showing a record of the membership fee being covered 'in trade'.

Once you have completed the membership details, click 'Activate' to create the membership. If you need to come back and add more details later, click 'Save Draft' to save what you have input so far.

Managing Memberships

Once your memberships are added to your account, they will primarily be managed through automation.

You can view all of your Memberships by going to Memberships > Manage Memberships:

In this area, you can see an overview of your Membership accounts.

• Name - The Company/Organization or Individual member name

• Membership Plan - Showing the membership plan and the next renewal date for this membership

• Status - will indicate if this is an Active or Inactive membership.

• Member Seats - Indicates how many seats are still available to be assigned to other contacts for this membership.

• Current Balance - At a glance, you can see which memberships have an outstanding balance.

• Primary Contact - the contact details for the primary contact of the membership, as defined in the membership details

• Manage - To edit the membership, click the 'Manage' button. To delete the membership, click the 'Delete' button.