In addition to being the core classification for all dues-paying members, Member Types determine how member benefits flow to related companies and people. They also dictate how members are displayed in the member directory and set general rules as to how members of their type will signup & renew.
Each member type holds a set of dues rules that determine how much those members will ultimately pay for their membership.
Dues Paying Member Record Type
The dues paying members within a particular member type can be either companies or individuals.
- Trade associations will be able to nest individuals underneath companies so that they can inherit member benefits.
- Hybrid associations will want to use different member types for their individual vs company oriented memberships.
- Societies can set member types to individuals and even use our hybrid functionality if they decide to start offering company memberships to sponsors or other businesses.
Associations are able to customize the following on each member type:
- Allow Frontend Registration: Should website visitors be able to signup for this member type, or would you prefer that only staff can process a new membership signup?
- New Members Require Admin Approval: Do you want your staff to approve new members before they start receiving benefits? More info.
- Require Credit Card Payment for Self-Signups: If this is not enabled, then a new member can request to be invoiced.
AE Tip™: Many associations that do not require a credit card payment at signup choose to require admin approval before their new members start receiving benefits. This allows staff to hold back benefits until after the invoice is paid.
The easiest way to explain "dependent on" is through an example. Many local affiliates of the National Apartment Association have member types that are dependent on one another. In order for an apartment community to be a member, the apartment community's management company must have its own membership. In this case, the "Apartment Community" member type would be dependent on the "Management Company" member type.
A few of Novi's more advanced features can be enabled or disabled based on member type.
- Show Inheriting Members in Directory: Traditionally, Novi will only show dues paying members in the member directory. If you are a trade association, this means that Novi will only show the companies in membership. If you'd like to also show the staff who inherit membership, then enable this feature.
- Show profile details for non-featured members: If you are utilizing Featured Directory Listings, the system defaults to applying those settings for ALL members. This means that ll non-featured member profiles in the directory only show basic information. However, if you want use featured listings for just one or a few member types (say, suppliers), and allow all other member types to have full directory profiles, check this box. The featured members will still appear at the top of the directory.
- Enable Special Offer: If your allow member-to-member discounts, then the feature can be enabled for specific member types.
- Display Directory Listing To: Use this feature to display your members to the public at large, to certain other logged in members, or to no one at all.
The entire renewal section is centered around dues and dues rules. These are settings that apply universally to all dues rules for that member type.
Anniversary date member types expire a certain amount of time after signup. Expiring 12 months after signup is the most common. Anniversary date dues will not have prorations since all terms will be the same length.
This refers to associations with member types that expire every December 31st or on some other calendar date that an association sets.
Multi-Year Initial Terms
After a certain date, some calendar year associations begin signing new members up with expiration dates in the following year. This setting is only available for Calendar renewals.
- AE Tip™: Associations use multi-year initial terms to answer the question "Why would I sign up for the last couple of months of this year when I can wait a few months to sign up next year?
- Learn more about multi-year initial terms here.
New Member Definition
Novi empowers associations to decide when a late renewal should be treated as a new member. Before this period expires, late renewing members will not be entitled to any proration in their dues rules. Once the period is expired, proration rules are in full effect.
This setting also helps to define the "New Member" dues rule condition. Completely new members and prior members whose expiration date is beyond the "Treat late renewals as a new member" timeframe are considered "new members."
Associations can rely on Novi to automatically process their renewals. Once enabled, associations must decide:
- When should invoices be created? Specifically, how many days before the expiration date?
- When those invoices are created, what should the transaction/invoice date be set as?
- When those invoices are created, when should they be due? Specifically, how many days after the expiration date?
- Learn more about transaction dates and payment terms on dues invoices.
AE Tip™: Most associations have Novi create renewal dues invoices a few weeks before they intend to send them to members. Once created, Novi will NOT automatically send them to members. Instead, Novi notifies association staff (in the next day's Daily Digest email) that dues invoices have been created, allowing time to review them prior to being sent. When ready, invoices can be sent to members in seconds using Novi's batch action send.
Novi allows associations to establish a grace period for expired members so they can continue to receive member benefits after their expiration date has passed. This setting is global to the members of that member type and is defined by a number of days after a member's expiration date. One-off exceptions cannot be made.
AE Tip™: The grace period only applies to members who are NOT set to auto-renew. If your organization auto-renews members, then the grace period setting is ignored.
Dues rules contain most of the accounting information in a membership signup or renewal since they correspond to the line items on a traditional QuickBooks invoice. When it comes to dues, the Member Type determines the remaining information that will appear on the invoice itself.
Member types can be assigned to a QuickBooks Department.
Message Displayed on Invoice
Great for legal notices, thank you's, renewal information, promotional information, or even a list of the initiatives accomplished and/or benefits members received over the past year. You can also use merge fields to add membership dates to the transaction (more info below).
- The "message displayed on invoice" field is located on the Settings tab of each member type, so the message can be the same or unique.
- There is a 1,000 character limit imposed by QuickBooks.
- If this verbiage needs to be updated each year, schedule a time to do so before auto-renewals are run. If you forget, no worries! After editing the message you can recalculate the open dues invoices in that member type.
To add the membership period the transaction will cover, use the merge fields below. Please Note: This message will show on all dues transactions, so keep the messaging applicable to new signups and renewals.
- [[Membership Period Start Date]] - Would be replaced upon generating a dues transaction with the start date of the new membership period formatted as m/dd/yyyy
- [[New Expiration Date]] - Would be replaced upon generating a dues transaction with the new expiration date formatted as m/dd/yyyy
- [[Current Expiration Date]] - Would be replaced upon generating a dues transaction with the current expiration date formatted as m/dd/yyyy. Please keep in mind that new members do not have a current expiration date, so this would show as N/A for them.
Backend Member Type Settings:
How to Enlarge the Message Field:
- Enable and Edit a New Member Welcome Email - Learn how to create a custom welcome message for new members (by member type), or see how to turn off the welcome email.
- Optional Dues Rules & Product Add Ons for Dues Invoices - Learn when optional dues rules or product add-ons should be used for membership signup & renewal, and learn how to create them.
- Member Benefits Flow - Learn how to flow member benefits to non-dues paying members.
- Member Types that Limit Company Member Benefits to Certain Staff Members - A guide to understanding sign up and visibility on member types where company member benefits flow to a select number of staff members.