On this tab you can setup automated actions that take place under different conditions:
When member signs up online
These are the automated actions that take place when a member signs up through the Membership Sign-Up Form. Note that actions do not apply to accounts added by the administrator.
- Add account to folder(s) - specify which folders new members are placed in when they sign up. For example for members in different chapters, or to a pending folder to evaluate a new members application. Note that we do not recommend using this to create different folders for different membership levels - duplicating membership levels with folders is redundant, and there is no guarantee that the folders would exactly track the membership level. You can always pull up members with a specific membership level by search or at Dashboard > Stats in the Memberships box.
- Redirect user to URL - specify a page on your website to redirect new members to after they complete the signup form.
- Welcome email - this is the email sent to new members right after they signup.
When member makes a renewal payment
These are the automated actions that take place when a member makes a renewal payment through the Membership Sign-Up Form, completes an automatic recurring renewal payment or the admin records a renewal payment for the member on the Timeline. Note that these actions do not apply to invoice payments.
- Add account to folder(s) / Remove account from folder(s) - use this to add to a folder or move members between folders. For example, you can use this to move accounts to a folder so you can track/execute some follow-up action as the administrator. If you setup a combination of renewal actions that would effectively delete the member account (by removing the account from all folders), the removal actions will be reversed.
- Redirect user to URL - specify a page on your website to redirect members to after they make a renewal payment online. Note that this only applies when a member is making the renewal payment on your website, it does not apply for automatic recurring payments or admin recorded renewals.
- Send email - this is the email sent to members after the payment is made if you wish to thank the member for their renewal; this email would be in addition to the payment receipt email. Note 1: This email is not triggered for monthly automatic recurring payments in order to keep the number of emails received by your members within reason. Note 2: for admin recorded renewals, you have to enable "Send renewal email" when recording the renewal to trigger this email.
When member switches to this level from another level
These are the automated actions that take place when a member upgrades or downgrades to this level through the Member Manage Form or when an admin upgrades or downgrades the membership level for the member through the Membership Billing tab of the member's account.
- Add account to folder(s) / Remove account from folder(s) - use this to add to a folder or move members between folders. For example, you can use this to move accounts to a folder so you can track/execute some follow-up action as the administrator. If you setup a combination of renewal actions that would effectively delete the member account (by removing the account from all folders), the removal actions will be reversed.
- Redirect user to URL - specify a page on your website to redirect members to after they complete the upgrade or downgrade. For example you can create a page that would let the member know the different benefits of the new level.
- Send email - this is the email sent to new members right after they upgrade or downgrade to this level. Note that this email is not triggered when an admin upgrades/downgrades the level for the member.
When member goes past due
- On ... day(s) after membership expiration - here you can define when the folder actions take place relative to the member's membership expiration date. If this is blank, no past due action will apply. Note that actions trigger on the day (+0/-1 day) they are set, they do not apply retroactively. For example the past-due action will not apply to those members whose membership expiration date has already past the day the trigger is set to.
- Add account to folder(s) / Remove account from folder(s) - use this to add or move members between folders, or to delete member accounts completely. If you select to delete members from all folders without adding them to any folder, then the account will be deleted completely - all accounting/payment information associated with the account will be deleted.
For emails you can setup past due notices on the Renewal Notices tab.
Do not use these actions to track past due members.
A common temptation is to setup a Past Due folder and use past due actions to move members to that folder once they are past due, with the idea being you can access all your past due members with the folder. However past due and renewal actions are not intended for tracking membership status through folders. Actions do not apply retroactively, and an admin can always move members between folders at anytime. So actions do not guarantee that your folder would perfectly track your past due members.
The best way to look up your past due members is through a report. From Dashboard > Stats, you can pull up all past due members by clicking on the "Accounts past due" line, or go to Dashboard > Membership and click on the Past Due box title for members who went past due within a certain date range.
Past due members automatically lose their directory listing and access to member only tickets or content based on your settings under Organization Settings > Integration > Membership Settings. So you do not have to remove your past due members from the members folder for those reasons.
What Are Renewal/Past Due Folder Actions Useful For?
You can use renewal/past due folder actions as a way to manage your workflow. For example, if you need to follow up with recently renewed members, copying them into a folder allows you to follow up with the members as a batch. Then after you have completed your follow up, you can remove them from that folder.