Membership renewal season is when many clubs take stock: updating member details, reviewing membership types, and getting ready for a new year. This guide will help you prepare your memberships in TidyHQ so renewals run smoothly.
1. Review Your Membership Levels
Start by reviewing each Membership Level under the Memberships app.
Check descriptions and member messages: These often contain year-specific details (e.g. “weekly meetups for 2024 are at…”). Update them to reflect the upcoming year.
Confirm duration and pricing: Ensure the duration and fees are correct for the new season.
Check included groups: If new members are automatically added to Groups on registration, make sure those Groups are still correct and relevant.
2. Check Renewal Dates
TidyHQ recognises all subsequent multiples of the membership’s duration as valid start dates for Fixed memberships.
For example:
Membership Type | Valid Start Dates (example) |
Annual (Fixed) | 1 Jan 2025, 1 Jan 2026, 1 Jan 2027 |
Quarterly (Fixed) | 1 Jan, 1 Apr, 1 Jul, 1 Oct |
Two-Year (Fixed) | 1 Jan 2025, 1 Jan 2027, 1 Jan 2029 |
This means you don’t need to re-create memberships every year, just make sure the Start Date is set so the next cycle aligns correctly.
Note: If you have multi-year Fixed memberships, you'll likely want to update the start date each year so it isn't skipped. Similarly for annual memberships with mid-year starts.
3. Double-Check Communication
Renewal season is also a good time to review your automated emails and reminder messages.
Make sure any date references (“renew before 30 June 2025”) are up to date.
Test renewal reminders by previewing the messages inside your Membership Level.
Remember: every membership level has its own unique messages.
4. Keep Things Organised for the Committee
A few extra tips for a smooth season:
Use Roles to assign renewal-related tasks. (Remember, Tasks can be recurring.)
Make sure your policies are up-to-date if needed (use Web Pages for members-only-content, and put everything in Storage for easy access down the line).
If your club uses Stripe, check that your account is connected and payments are flowing correctly. (Stripe has Know-Your-Customer requirements after a modest threshold has been crossed.)
5. Common issues to watch for
Sometimes members will register an additional copy of the membership rather than renewing their existing membership. When this happens, any expiry reminders will still be sent for the old membership. (If a member is changing levels, this will also occur.)
Auto-Renew memberships have to meet certain criteria:
The Level is visible to the member.
The member has previously joined or renewed themselves when Auto-Renew was on for the level. (This ensures consent.)
The member has a valid credit card on file.
(If the membership is free, #2 and #3 don't apply.)
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