Auto-renewing memberships in TidyHQ
Manually managing membership renewals can be a cumbersome and frustrating task; say goodbye to keeping track of individual membership renewal deadlines and sending out individual renewal reminder emails and hello to an automated system that streamlines the entire renewal process, reduces the likelihood of missed renewals and enhances the member experience. And let's not forget improving the overall efficiency and effectiveness of your association!
Enable auto-renew
To set it up, all you need to do is check the auto-renew box in each of your membership levels.
Once you have done this, everyone joining your organisation using the public Memberships page will then automatically have their credit/debit card debited at renewal time. An email will be sent to each of your members advising that their credit/debit card is about to be debited for their renewal payment approximately three (3) days prior to the expiry date of their current membership.
Toggling auto-renew
When you turn auto-renew OFF at a membership level - it disables ALL auto-renew subscriptions for this level. But, when you turn it back on, most (likely all - unless changed at the membership) existing subscriptions are also turned back on (unless changed by the member).
System actions
Let's use an example of a membership subscription that has an end date of `2024-03-10` [10th March 2024].
On the day after the membership subscription end date TidyHQ will attempt to auto-renew the membership using the credit card details stored for that member. This action occurs at at 00:00 organisation local time (may vary by a few minutes), so on `2024-03-11` [11th March 2024] in this example.
Auto renew conditions
When we try to auto-renew, if all conditions are true, we auto-renew:
1. Membership level auto-renew TRUE
2. Membership auto-renew TRUE (admin and member can turn this off)
3. Verified billing card TRUE (or price = FREE)
If a credit/debit card has been saved in the member's account they will have the option of turning auto-renew off. They will also be able to reinstate auto-renew if required.
To see the options, they will need to log in to their TidyHQ account and click on their initials at top right of screen. Click on Contact Profile > Memberships and find the most recent subscription. They should see the option to toggle on Auto Renew if this has been turned off and vice versa.
Successful auto-renew
If the auto-renew succeeds, a new subscription is created and the previous subscription is marked as expired.
Expiry email is not sent.
Unsuccessful auto-renew
If auto-renew fails, a new subscription is not created. The previous subscription is marked as expired.
Expiry email is sent.
There is only one auto-charge try.
At `03:00` organisation local time (may vary by a few minutes) all active subscriptions that couldn't be renewed are marked as expired.
Membership expiry emails
If a membership level has auto-renew enabled, none of the subscriptions to that membership will receive an expiry notice (even if auto-renew has been disabled for that individual subscription).
This is under the subscription level. SO, if the user has disabled auto-renew for their subscription they will get an `expiry reminder` AND `expired notice` IF, subscription (membership) expires (given that expiry reminder / expired notice settings are enabled under the membership level settings).
If a membership level has auto-renew enabled, subscriptions to that product will receive an expiry notice if, and only if, auto-renew (for the individual subscription) has been disabled.
Users will also get an `expired notice` if auto-renew fails (e.g bank declines / card expired etc.)
Turning on the auto-renew feature for existing members/membership levels
If your organisation decides to turn on the auto-renew feature for existing membership levels, the auto-renew feature will not be activated until the following renewal period after the existing members on those levels make their online payment for the current year's membership renewal.
This is because under Australian regulations, members must agree to automatic renewals from their credit cards. It doesn't matter if their valid credit card details are currently stored in the contact profiles.
For example: Your organisation turns on the auto-renew feature for existing membership levels in 2024. The auto-renew process will not take effect until 2025.
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