Knowledge Base

Manage Membership Group(s) & Due Categories


Frequently Asked Questions

#1 How to Create Membership Group(s)?

  1. Click Dashboard
  2. Click Contacts Module in left side menu
  3. Click Manage Groups in left side menu
  4. Click Add New Group button located on the far right of the screen
  5. Check field for 'Is this group a Member Type?'
  6. Check field for 'Does this Member Type Pay Dues?'
    • Note: if there are no Dues (i.e. $0), then do NOT check this box
  7. Click Create Group button
  8. Repeat steps 4 to 7 for each Member Group


#2 Setting Membership Type

This will allow you to setup the type of membership as Fixed or Rolling. For more information see the Membership Overview section.

The Membership Type will determine what you need to enter when setting up your dues for each of your membership groups.

  1. Click Dashboard
  2. Click Dues Management in left side menu
  3. Click Settings in horizontal menu
  4. Select the Membership Type (i.e. is it annually on a fixed calendar date for all member types or variable?)
  5. Update the Various Screen Text to provide more information to the applicant
  6. Update the Invoice Header
  7. Update the Invoice Footer
  8. Update the Payment Settings with the Credit Card Processor API information
  9. Click Update Settings button
  10. The next step is to setup the Dues for each Membership Group.


#3 How to Create Membership Dues (i.e. Dues Category)

  1. Click Dashboard
  2. Click Dues Management in left side menu
  3. Click Create New Dues in horizontal menu
    • Dues Year - is the term of the membership
    • Due Date - is the Start date of a Membership Term
    • Dues Expiration Date - is the End date of a Membership Term
    • Late Penalty - is an amount applied to the invoice if dues are not paid by the Due Date
    • Click the dropdown to select a frequency for the membership term for the member group / category
    • Enter a Dues Category Name e.g. Professional Member
    • Select from the dropdown the applicable Membership Group
    • Set as a Private or Public membership
    • Enter a Dues Invoice Prefix
    • Enter the Dues Amount for this Membership type
    • Membership Fields for FIXED Dues
      • Dues Year - is the term of the membership
      • Due Date - is the Start date of a Membership Term
      • Dues Expiration Date - is the End date of a Membership Term
      • Late Penalty - is an amount applied to the invoice if dues are not paid by the Due Date
    • Membership Fields for ROLLING Dues
      • Click the dropdown to select a frequency for the membership term for the member group
    • Enter an Email Subject
    • Enter the Email message body with text that will be emailed to the individual upon payment of the member dues
  4. Click Create Dues Category button
  5. Repeat the above steps for each Membership Group

Example of Create New Dues Screen for a Fixed Dues

Example of Membership Term Field for Rolling Memberships

  • Click the dropdown list of term options (e.g. 6 month, 1 year, 2 year, 3 year, Lifetime)


#4 How to import contacts into a member group?

Go to Import Contacts FAQs.


#5 How do I update a member's expiry date?

  1. Click Dashboard
  2. Click Contacts Module
  3. Search for the applicable individual
  4. Click on the row the person appears on
  5. Click on Groups in the horizontal menu
  6. Click the calendar icon under Expiration Date next to the appropriate member group and select the new expiry date.
  7. Scroll down and click Update Group button


#6 How to manually add a member to a group?

  1. Click Dashboard
  2. Click Contacts Module in left side menu
  3. Search for the person to be added to the member group
  4. Click on the row the person appears on
  5. Click Groups in horizontal menu
  6. Click the checkbox next to the Membership Group for the person to be added to and enter an expiry date
    • NOTE: For CLOSED (Private), Rolling or Fixed Memberships, do not enter an expiry date, go to the Dues Module and Assign a Due - see FAQ
    • NOTE: For lifetime or honorary members, set the expiry date +50 years into the future.

#7 How to remove or change a group a member belongs to?

  1. Click Dashboard
  2. Click Contacts Module
  3. Search for the applicable individual
  4. Click on the row the person appears on
  5. Click on Groups in the horizontal menu
  6. To remove from a group, uncheck the checkbox next to the membership group and clear out the dates
  7. To add a person to a group, check the checkbox next to the membership group and
    • if there are dues associated to the member type, then enter both date fields.
  8. Scroll down and click Update Group button

#8 How to archive/hide/remove a due that is no longer valid?

  1. Click Dashboard
  2. Click Dues Management in left side menu
  3. Click Dues Category in the horizontal menu
  4. Select Existing Dues
  5. Click Edit beside the due to be archived
  6. Set Admin Only field to Yes, if you want to still see the dues as an admin, this will still hide the dues from the end user.
  7. Set Archive Dues to Yes, if you do not want to see the dues as an admin, this will still hide the dues from the end user.
  8. Scroll down and click Update Dues Category

#9 How to edit the email confirmation message a member receives?

  1. Click Dashboard
  2. Click Dues Management in left side menu
  3. Click Dues Categories > Existing Dues in horizontal menu
    • Click Edit button beside a Dues Category
    • Scroll down and edit the Email Confirmation / Email Text fields
    • Click Update Dues Category button
    • Repeat the above steps for each Dues Category you wish to update.

    #10 How to edit the onscreen payment confirmation message?

    1. Click Dashboard
    2. Click Dues Management in left side menu
    3. Click Dues Categories > Existing Dues in horizontal menu
      • Click Edit button beside a Dues Category
      • Scroll down and edit the Payment Confirmation Screen field
        • Note: The default on-screen confirmation message wiil be replaced with any text you enter in this field.
      • Click Update Dues Category button
      • Repeat the above steps for each Dues Category you wish to update.


      #11 How to Edit the Price of a Due Category?

      1. Click Dashboard
      2. Click Dues Management in left side menu
      3. Click Dues Category in the horizontal menu
      4. Select Existing Dues
      5. Click the Edit button beside a due
      6. Scroll down to the Amount field, revise the value
      7. Scroll down, click Update Dues Category button to save
        • Note: The price change is effective immediately.

      #12 How to Change the Expiry Date for a Due Category?

      1. Click Dashboard
      2. Click Dues Management in left side menu
      3. Click Dues Categories in horizontal menu
      4. Select Existing Dues
      5. Click Edit button for the Due Category to revise
      6. Scroll down to Dues Expiration Date field and update the date
        • NOTE: Ensure date format entered is: MM/DD/YYYY e.g. 12/31/2025
      7. Scroll down and click Update Dues Category button to save changes

      #13 Where do I view a current list of dues?

      1. Click Dashboard
      2. Click Dues Management in left side menu
      3. Click Dues Category in the horizontal menu
      4. Select Existing Dues

      #14 How to allow members to renew early?

      NOTE: This applies to Rolling Dues ONLY.

      1. Click Dashboard
      2. Click Dues Management in left side menu
      3. Click Settings in the horizontal menu
      4. Locate the field called ‘Dues Renewal Day Period’, enter a value for the number of days prior to the expiration date that you want to allow renewals to begin
        • E.G, if you enter 31, this means as of Dec 1 of the current year, members will be able to renew for the following year.
      5. Scroll down, click Update Settings button

      #15 How to add/edit the Late Penalty Fee on Dues?

      1. Click Dashboard
      2. Click Dues Management in left side menu
      3. Click Dues Category in the horizontal menu
      4. Select Existing Dues
      5. Click the Edit button beside a due
      6. Scroll down to the Late Penalty field, enter a dollar value to apply as the Late Fee, if there is no late fee, enter 0
      7. Scroll down, click Update Dues Category button to save

      #16 How to Enable / Disable / Edit the Welcome New Member email message?

      1. Click Dashboard
      2. Click Dues Management in left side menu
      3. Click Dues Categories > Existing Dues in horizontal menu
        • Click Edit button beside a Dues Category
        • Scroll down and set Auto Send New Member Welcome Email = Yes
          • Set to No to disable
        • Edit the New Member Email Subject /  New Member Email Text fields
        • Click Update Dues Category button to save the changes
          • NOTE: Repeat the above steps for EACH member cateogory due type

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