Auto-renewing your organization's memberships is a great way to keep your overall membership numbers up each year, as well as making the process easier for your members. You're doing great things - why wouldn't they want to renew?!

Auto-Renewal Overview

When auto-renewals occur, two things happen:

  • An invoice is generated.

  • Novi automatically updates the member's expiration date to reflect the renewal. This bumps the member's expiration date to the next year.

Then, you'll want to go into your Accounting > Transactions section, review your invoices, then email them out in a batch action.

Later, if someone doesn't pay by the due date, our Non-Renew & Credit process will allow you to easily drop this member(s).

Read more below to learn about these processes...

Enabling Auto-Renewal

Auto-Renewals are determined for each Member Type on the Renewal tab. By default the member type's auto-renewal settings are disabled.

So the first step is to enable auto-renewals by selecting one of these options:

1. Yes, unless member opts out

  • Frontend customers will only be shown the option to opt-in to auto-pay if they pay with a credit card.

  • Their membership will auto-renew even if they choose not to auto-pay.

  • Admins can toggle auto-renew on a customer-by-customer basis (on the Details tab of the member's record).

2. No, unless member opts in

  • Frontend customers will only be shown the option to opt-in to auto-pay if they pay with a credit card.

  • If the member elects to auto-pay, their membership will auto-renew. If not, their membership will not auto-renew.

  • Admins can toggle auto-renew on a customer-by-customer basis (on the Details tab of the member's record).

3. Yes, with auto-pay required

  • Frontend members will be required to opt-in to auto-pay with a credit card.

  • This option is only available on individual-based member types and is typically used for member types with low dues amounts.

  • Both the member and admins can opt the member out of auto-pay at any time. When opted-out mid-term, the member will not renew at the end of their membership.

Items of Note:

  • A dues invoice will be created for all members who auto-renew, even if the member has elected to auto-pay. If the auto-pay charge is successful, it will automatically be posted to the corresponding invoice.

  • When auto-pay is required:

    • If an admin creates a new membership from the backend or opts an existing member back into auto-renew, when the member goes to pay their open dues invoice in the Member Compass, it will require them to opt into auto-pay for future membership renewals.

    • If the member opts out of auto-pay while in a member type that requires it, then they will expire at the end of their term and will not auto-renew or generate an invoice.

Auto-Renewal Settings

These settings work for both anniversary renewals that happen throughout the year as well as calendar renewals that occur on a specific date each year (e.g. December 31st).

  • After enabling Auto-Renewal, determine when invoices should be created (i.e. when renewals should happen), relative to the expiration dates of the members.

  • The default setting for when to charge auto-pay credit cards is 5 days after the email notice is sent to the member, but this can be changed.

  • Then set the Transaction Date & Due Date for the renewal invoices, relative to the expiration dates of the members.

AE Tips™:

  • If renewals should run on a certain day, determine the number of days until the expiration date. A quick Google search can be a lot faster than counting dates on a calendar. Just make sure you're counting full days and rounding up.

  • 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.

Using Renewal Limits with Auto-Renew

Renewal limits can be set on member types with auto-renew enabled, but there are a few things to consider.

  • How many times can an organization/individual renew as this member type after joining? (Example: a 3 year term would renew 2 times)

  • What member type should they become after hitting the renewal limit?

    The system needs to know what member type to push them to, so be sure to select the Limit renewals to certain member types checkbox and select one member type from the list for auto-renewals to continue.

See Renewal Info for a Specific Member

To see the exact date that a member will renew, navigate to the Details tab on the member's record. The date displayed is calculated based on the particular member's expiration date and the setting on that member's Member Type.

If the member has elected to auto-pay, there will be an additional message indicating which user's default credit card will be charged. For individual members, this will be the credit card associated with their record, but for a company membership it could be any one of their staff members.

Automatic renewals generally kick off at 4:15 am EST and spread over several hours as the system runs through the members needing to be renewed. During this process, expiration dates are extended and dues invoices are created in both QuickBooks and Novi.

Auto-pay charges generally kick off at 7:15 am EST and the failure/success emails are sent accordingly.

Notice Sent to Your Team Via Email

When the system automatically renews members, association staff will be notified via the Daily Digest email. If you need to update the Daily Digest recipient email address, or add additional recipients, this can be changed in your association settings.

>> Learn more about the Daily Digest email.

Review & Edit Email Messages

If you need to edit the email message that is sent with the dues invoices, please check out the article below for more info:

>> Changing the Send Invoice Email Message

Review & Send/Email Transactions

By default, Novi does not automatically send out the dues invoices that the system creates when renewals occur. This is done intentionally to give your team an opportunity to review your dues transactions before sending them out. You'll want to review your dues invoices that were created in the Accounting > Transactions section, then email them out.

>> Sending Transactions from Novi AMS

If you're confident that your dues rules are set up correctly, and the Member Type is set to auto-renew, then you can check a box on the Renewal tab of the member type to automatically email renewal notices/invoices as soon as they are created.

Recalculating Unpaid Dues Invoices (Only If Needed)

IMPORTANT: Please double- and triple-check that your dues settings and the message displayed on invoices are set up correctly prior to renewals being generated. 

If renewals are generated, and you notice that dues settings or amounts are incorrect, or a specific member's custom field data driving their dues is incorrect, you will need to recalculate the invoice(s) affected. 

>> Learn how to recalculate dues invoices.

Plan Ahead for Drops

Based on the information below, as well as your internal business practices and association bylaws, plan ahead for what steps you'll need to complete when auto-renewed members need to be dropped.

What should we do when it's time for drops?

There are two important things to note prior to learning about drops:

  1. Payment or non-payment of a dues invoice is not automatically synonymous with membership status.

  2. There should not be any manual manipulation of expiration dates in relation to dropping auto-renewed members.

Drops in Novi are done by completing Non-Renew and Credits of these members. This process will simultaneously create a credit memo to offset the unpaid dues invoice and will move the member's expiration date back to the previous year. 

When your staff is ready to drop non-paying, auto-renewed members, there are a few steps you'll need to take. When you choose to do these drops is up to you. Typically it is a certain number of days after the dues invoice due date has passed, determined by your association.

>> Instructions on how to Non-Renew and Credit

This will mark them as expired in the database, meaning they have no member benefits, will not appear in the member directory, and any sub-customers inheriting benefits from the member will no longer have membership benefits either.

NOTE: If you do not complete your drops, please be aware that your non-paying members will continue to have member benefits since their expiration date was automatically moved to the following year, and their dues invoice will remain open.

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