Once you have established your member types you will want to set up at least one membership application fee so that Contacts can apply for membership and be charged for dues and a membership application fee as required. You do not have to charge anything for a membership application, but you still need a fee set up if you want to use the application wizard. You can also have more than one application fee for a single member type. Steps on how to specify which contacts see the fees are included below.
1. Navigate to Membership < Membership Types < Open a Membership Type and get to Membership Application Fees
While this will most often be located in a subgrid on the Member Type form, you can also get there in the menu tile navigation. Either way you can view existing fees and add additional ones by clicking +New.
2. Fill in Required and additional fields as needed
- Name - An internal name for the application fee
- Member Type - The type of membership this fee is for. This should automatically populate with the member type you started from.
- Product - This is where you can select a product for an Application Fee. This field can be left blank if there is no application fee to be charged.
- Display Name - The name that will appear on the portal and wizard. This can be the same as the Name in your first field or different.
- Dues Option - A look up to the dues option associated with this membership application fee. This field must be populated with a valid dues option.
- System Query - This field will update when you save the record. Nothing to place here.
- Duration Type - Is this membership Dated or Termed, select the correct option.
- Date - For Dated memberships the date membership will expire.
- Number of Years - For Dated memberships the number of years the membership will be valid for.
- Term - For termed memberships the length of the Term.
- Term Units - For termed memberships the unit of term length months, weeks, days, years.
2.1. Details on Dated Membership Set up
Date should be set as mmdd. So if the date you want is January 1, then you would put 0101. Do not use slashes, spaces or any other punctuation as this can cause errors later.
Note - If you are setting expiration dates or end dates in Membership Dynamics, remember that the date represents midnight of the day selected. If you want your memberships to expire at the end of the year/month, set the date field to the first day of the following year/month (e.g. 01/01/2013 not 12/31/2012).
Number of years looks for the next occurrence of the date, so if your expiration date is 0101 and today is 12/07/2015 the settings would work as follows. 0 would have the membership expire on 1/01/2016. 1 would cause the membership to expire on 1/01/2017. After 1/01/2015 the 0 setting would have the membership expiring on 1/01/2017 as that is the next occurrence of the date.
3. Membership Fee Queries
If you have multiple application fees for a member type, you may want to be specific about which contacts can view different membership fees. For example if you are an international organization and the membership fees are different from your home country to other countries you would want to set a query so that people see the applicable fee. If no queries are set, then all applicants will be able to see all of the fees.
3.1. Click the More Commands button ... and select View Query
Or if the option is available in the toolbar you can click it directly. Some commands are located in the more commands section and others are on the toolbar depending on system set up.
3.2. Add Criteria for Contacts to show this fee to
Since this query is related to contacts, most associations typically have 1 application fee per member type OR they setup multiple application fees that everyone can view/select. You cannot use membership details as the contact does not have membership record set. However, the example above would be to set an application fee for Contacts with a US address.
3.3. Save the query
You won't get a confirmation that it has saved, but you can close and then reopen it to make sure.