If you need to change either the Member Type or Membership Expiration Date on multiple records, Novi Groups allow you to perform a batch update!
Let's look at some examples of when bulk updating would be appropriate:
Imagine you have a Member Type that is currently on Anniversary renewal, and you'd like to switch it over to Calendar renewal. This would be perfect for updating the Expiration Date of members within that Member Type in bulk, saving you from having to change the date on each and every member.
Alternatively, to more accurately represent your diverse body of suppliers, imagine you want to split a "Supplier" Member Type into two types. You can use a bulk update instead of running a risky SQL script or manually swapping the Member Type on countless records.
Important Notes & Considerations:
Under no circumstances should this be used routinely. Updating Expiration Dates will not generate dues invoices, meaning it's not sufficient to run renewals. Updating Member Types is not always easily reversible.
Only primary group members will be updated.
This feature is only available to full admins. Admins with limited access will not be able to perform this function.
Pay special attention to group conditions prior to updating your group's Expiration Date or Type to ensure that it consists of only the members you'd like to update.
Once the steps below are completed, the change is not instantaneous - it's queued as a process that may take a few minutes to several hours to complete, dependent on the size of the group. The status will be shown on the group member list.
If you're not 100% sure that this feature would apply to your particular use case, please do not hesitate to reach out to the Novi team via Intercom prior to using the feature.
Please note that incorrect usage of the feature may not be reversible in some circumstances and, if it is reversible, may require billed developer time to fix.
Update Expiration Dates
Once you're certain that a bulk update is the way to go, follow the steps below.
1. Go to the Groups section in the admin and create a new group consisting of the members whose expiration dates you would like to update.
2. After saving and closing the new group modal, find the group in the list and click on the name of the group to open the details/settings.
3. Then navigate to the Members tab of the group.
4. Review the records that are being included in the Group. As a reminder from above, only the Primary Group Members will be included in the bulk update. If your group has Beneficiaries they will not be affected.
5. When you're ready to make the update to expiration dates, click the drop-down arrow on the Actions button (top right) and select Update Expiration Dates.
6. When the modal appears, enter the New Expiration Date.
If there are any members in the group that can't be updated for any reason, you will be notified and they will not be updated. A list of these members will be displayed in the modal as soon as the new date is entered, so the admin will be aware before they click the Update Members button.
7. Click the Update Members button to queue the update, which may take some time to run.
8. Double-check your members' new expiration dates for accuracy. You may want to pull a custom report or add "Membership Expires On" as a display column in your backend Members list.
9. Done!
Update Member Types
1. Follow the same process outlined in steps 1-4 above:
Go to the Groups section and create a new group consisting of the records whose Member Types you would like to update.
Save & Close the new group modal, then locate the new group in your list and click on the name of the group.
Navigate to the group's Members tab.
Review the records to make sure you've only captured those whose Member Type you'd like to change.
2. Click the drop-down arrow on the Actions button (top right) and select Update Member Type.
3. When the modal appears, select the correct Member Type.
4. Click Save & Close to queue the update, which may take some time to run.
5. Done!