Knowledge Base

Beginner’s Guide: How to Manage your Membership Renewals


Frequently Asked Questions

#1 Checklist

The purpose of this article is to provide a series of steps to manage your membership in X-CD. Depending on your membership renewal cycle will determine which process to follow as outlined below.

 

Rolling Dues (Public Type) Renewal Notifications
The system will automatically generate the renewal notices for rolling membership based on the Membership term length.
There is no action required by the admin to generate renewal notices for rolling memberships.

Fixed Calendar Date (Public Type) Renewal Dues
For those with a public type and on a fixed calendar date renewal e.g. Jan 1 to Dec 31, the annual due terms for each renewal term must be set up each time.
  1. Click Dashboard
  2. Click Dues Management in left side menu
  3. Click Dues Categories in horizontal menu and take note of each type and it’s corresponding settings (Click Edit beside each category)
  4. Click Create New Dues in horizontal menu and create each due again, but for Dues Year, Date Due and Dues Expiration Date are set for the new renewal term
    • e.g. if you have annual renewal term and last year was Dues Year = 2016, Date Due = 12/31/2016 Dues Expiration Date = 12/31/2016; then the new renewal term would be: Dues Year = 2017, Date Due = 12/31/2017 Dues Expiration Date = 12/31/2017
  5. Scroll down, click Update Dues Category
  6. Click Dues Overview in horizontal menu
  7. Click Go button for Active Members / Expired Members
  8. Select one or more member groups
  9. Click Send Email button
  10. Compose your renewal email message
  11. Click Preview Email button
  12. Then send the email or schedule a date and time to send it.

Fixed Calendar Date (Private Type) - Assigning Renewal Dues
For those with a Private type and on a fixed calendar date renewal e.g. Jan 1 to Dec 31, set up the annual due terms for each renewal term and then activate the invoices. The invoices will be assigned to each member based on which dues category they belong to.
  1. Click Dashboard
  2. Click Dues Management in left side menu
  3. Click Dues Categories in horizontal menu and take note of each type and it’s corresponding settings (Click Edit beside each category)
  4. Click Create New Dues in horizontal menu and create each due again, but for Dues Year, Date Due and Dues Expiration Date are set for the new renewal term
    • e.g. if you have annual renewal term and last year was Dues Year = 2016, Date Due = 12/31/2016 Dues Expiration Date = 12/31/2016; then the new renewal term would be: Dues Year = 2017, Date Due = 12/31/2017 Dues Expiration Date = 12/31/2017
  5. Scroll down, click Update Dues Category
  6. You will now notice an Activate button next to the specific Dues Category you created
  7. When you are ready to have the invoices generated and assigned, click Activate button for each Due Category
  8. Click Dues Overview in horizontal menu
  9. Click Go button for Active Members / Expired Members
  10. Select one or more member groups
  11. Click Send Email button
  12. Compose your renewal email message
  13. Click Preview Email button
  14. Then send the email or schedule a date and time to send it.

X-CD Technologies (pronounced "Exceed"!) has been supporting the association and conference industry since 1995. All of our software modules are proprietary and developed in-house which gives us the flexibility to make customized changes to meet all of our clients unique needs.

We have offices in both San Francisco and Toronto and a network of conference management organizations and suppliers worldwide that can help and serve your needs wherever your next conference venue is located.

Our clients include both small and large associations and conferences and events range from as small as 100 to 5,000 attendees. Our client base includes universities, corporations, associations, private companies, conference management groups and government.

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