When renewing memberships, it's important to communicate with members so your organization receives the dues payment in a timely manner and the membership does not lapse.

Novi's Smart Renewal Notices allow you to customize your renewal and auto-pay email notice. This means you can remind your members of the benefits of renewing with your organization, while also encouraging them to pay dues. You can even include hyperlinks and images!

The number of customizable emails on each Member Type depends on the auto-renewal settings. Keep reading to learn more.

This article covers:

  • How to Send Smart Renewal Notices - Once you've dialed in your email verbiage and renewals have run, learn how to send the notices via email so members can start submitting payment!


<Sample Renewal Notice Email>


How to View & Edit "Smart Renewal Notice" Email Messages

  1. On the backend, go to Members > Member Types > select a member type.

  2. Go to the Renewal tab.

  3. Check your Auto-Renewal settings (second section) - This setting (Yes, No, or Disabled) will affect which of the renewal emails* are displayed for this member type.

  4. Scroll down past the auto-renewal settings to view and edit the email messages (more info on each type of email below).

*If auto-renewal is disabled you will only see the Renewal Notice Email. Otherwise, you will see all of the emails described below.


Sending Renewal Notices

The system can be set up to automatically send renewal notices, once renewals have run - OR - for admins to manually send renewal notices. Either way, these notices must be sent before members are notified of their renewal and auto-pay runs.

See the Admin Member Type Setup section of the Auto-Pay For Membership Renewals article for more information and our recommendations for these settings.


Types of Custom Renewal Emails

The number of customizable emails on each Member Type depends on the auto-renewal settings, which are also found on the Renewal tab.

  • Click on the AE Tip™ next to each type of renewal email for more info.

  • Each email type will populate with default verbiage, but feel free to make changes at any time.

1. Renewal Notice Email

Which members receive this email?

  • Members who are renewed via the Novi system who have not chosen to auto-pay their membership dues.

  • Members who are manually renewed by an admin on the backend. This is likely to occur when a member is not set to auto-renew.

When do they receive this email?

  • Exception to the above - If you utilize the setting to email renewal notices/invoices when the invoices are created, this email will be automatically sent once Novi runs your renewals. This setting should be used with extreme caution.

Additional Notes:

  • The dues invoice will be attached and the email will include a link for the member to pay the invoice. They do not need to be logged in to pay via this link.

  • Note: If auto-renewals are disabled for a member type, this is the only email you'll see on the Renewal tab.

Pay Invoice Screen For General Renewal Notice

For members who receive this first renewal invoice above, they will also have a link to pay their invoice directly in Novi. They do not need to be logged in to pay this invoice - the link in the email is a "magic" link that shows them the invoice details and allows them to pay, but they aren't shown anything else.

If they are logged in, they will have the option to set up auto-pay for future renewals. They can also print a copy of the invoice and view other transactions from their Member Compass. If you want to encourage members to log in, include a link to the Member Compass in the Auto-Pay Renewal Notice Email (more info below).

2. Auto-Pay Renewal Notice Email

  • The auto-pay renewal notice email is sent to members if they have elected to auto-pay their membership dues and have a valid credit card on file.

  • The valid credit card must be set as their default payment method (which is done by the member via their Member Compass).

  • This email notice is meant to let customers who are on auto-pay know that their default payment method will be charged in a few days. The number of days is based on a setting you can control on the Renewal tab of the member type. The default setting is 5 days after this email is sent to the member.

3. Auto-Pay Pre-Failure Warning Email

  • The auto-pay pre-failure warning email is sent to members as a warning that they elected to auto-pay their membership dues but they do not have a valid payment method on file.

  • This "failure" could be because they've removed all of their payment methods, or their default credit card may have expired.

  • The dues invoice will be attached and the email will include a link for the member to pay the invoice.

4. Auto-Pay Failure Notice Email

  • The auto-pay failure notice email is sent when Novi is unable to automatically charge for their membership dues.

  • The reason for the failure is most likely because their credit card on file was either declined or expired.

  • The dues invoice will be attached and the email will include a link for the member to pay the invoice.

5. Auto-Pay Charge Success Email

  • The auto-pay charge success email lets members know that their membership dues were successfully charged to their default payment method.


Merge Fields for Email Body

The following merge fields can be added to the Email Body to personalize your messaging. To use a merge field, be sure to include the double brackets and no spaces.

  • [[FirstName]] - for individual member types

  • [[LastName]] - for individual member types

  • [[Name]] - for company-based member types this will display the company's name, and for individual member types it will display the person's full name (first + last)

  • [[NameAbbreviated]] - this is your organization's name abbreviated

  • [[MembershipPeriodStartDate]] - this is the member's most current "Member Since" date. That is, the Membership Period Start Date will display the Member Since date that reflects the membership period covered by the current dues invoice.

  • [[CurrentExpirationDate]] - this is the member's expiration date prior to the renewal

  • [[NewExpirationDate]] - this merge field is included by default (below the custom message), even though you don't see it in the Email Body

  • [[PaymentDueDate]] - this merge field is included by default (below the custom message), even though you don't see it in the Email Body

  • [[TotalDues]] - this merge field is included by default (below the custom message), even though you don't see it in the Email Body

  • [[LinkToCompass]] - this is a link to the Member Compass

  • [[LinkToContactUs]] - this is a link to your website's Contact Us page

  • [[LinkToPayInvoice]] - this link allows the user to submit payment without logging in, BUT that means they will not have the option to save their credit card or opt-in to auto-pay (if available for their member type)

Please Note:

  • Consider if the member type is company-based or individual when using any of the "Name" merge fields.

  • The following information is included by default in all of the email templates above, and will be displayed below the custom messaging you enter:

  • Clicking the Pay Invoice Now button (in the screenshot above) will take the user to a screen where they can pay the invoice without logging in. If you want to encourage them to log in, so they will have the option to save their credit card and opt-in to auto-pay future renewals, you can include the Member Compass merge field in your custom messaging - [[LinkToCompass]].

  • When using the "Link" merge fields, you can use them as shown in the screenshot below...


Adding Images to the Email Message

When inserting images in smart renewal email messages, you can use 600px as the recommended maximum width since that's the width of the email template. For the image height, that's totally up to you!

After you add the image and save your changes, send yourself a sample email to see what the image, text, etc. will look like for your members (see next section for more info).


Send a Sample Email

Each email template has a field where you can enter your email address to receive a sample of the email. This can be found below the Email Body. Be sure to save any changes before sending the sample!


Items of Note

  • The "Smart Renewal Notice" emails described above will be the default (and recommended) way of sending dues renewal invoices from Novi, but you can still select the "QuickBooks Invoice" email to send the default messaging that you've set up in QuickBooks Online. Learn more about sending transactions via email.

  • The "Smart Renewal Notice" emails will not be sent for other types of invoices like event registrations and product purchases, and dues invoices that are not renewals, have an overdue status, or have already been paid will also be excluded. Instead, these types of transactions will be sent using the QuickBooks Invoice. Learn more about how to edit this message in QuickBooks Online.

  • If a dues invoice is over the credit card payment limit, Novi will send the standard QuickBooks Online Invoice Email (not one of the custom emails above). If your association is using QuickBooks Payments and Online Delivery is set up, members will be able to pay invoices immediately through the QuickBooks Payments gateway, without having to log in to their Member Compass.

  • Members must be logged in when paying an invoice in order to have the option to save their credit card or opt-in to auto-pay for future renewals (if available for their member type).

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