Auto-renewal keeps your membership numbers strong by reducing manual work for both your team and your members. This article covers how to configure auto-renewal, understand its timing, and manage the full renewal lifecycle – from invoice generation to dropping non-paying members.
How Auto-Renewal Works
When an auto-renewal runs, Novi does two things automatically:
Generates a dues invoice for the member
Extends the member's expiration date by one year
Depending on your Member Type settings, those dues invoices are then automatically emailed or will need to be sent manually from the Accounting > Transactions list.
If a member doesn't pay by the due date, you can drop them using the Non-Renew & Credit process which can be handled manually or automated.
See also:
Video: Novi's Auto-Renewal Overview
Note that some features may have changed slightly since the creation of this video.
Enabling Auto-Renewal
Auto-renewal is configured per Member Type under the Renewal tab. By default, a new Member Type is set to Member or admin initiated only. Auto-renewal is the recommended setting, but you must opt into this setting by selecting it instead.
To enable auto-renewal, select one of the following options in the Renewal Type section:
1. Auto-renew, unless member opts out
Memberships renew for a new term automatically, regardless of whether the member is enrolled in auto-pay or being invoiced.
If exceptions are needed, admins can toggle off auto-renew for specific members from the Details tab of the member's record.
Frontend members are only presented with an optional auto-pay opt-in if they pay by credit card.
2. Auto-renew, with auto-pay required
Frontend members are required to opt-in to auto-pay with a credit card.
Members can opt out of auto-pay at any time via the Member Compass – but if they do, their membership will not renew at the end of the current term.
3. Member or admin initiated, unless member opts in to auto-renew
Auto-renewal only occurs if the member actively opts in. Otherwise, they must manually renew within their member compass or an admin must renew them from their member record.
Frontend members are shown the auto-pay opt-in option only if they pay by credit card.
Admins can also enable auto-renew per member from the Details tab.
Important Notes on Auto-Pay
A dues invoice is created for all auto-renewing members, even those enrolled in auto-pay. If the auto-pay charge succeeds, it is automatically applied to that invoice.
When auto-pay is required: If an admin creates or re-enrolls a membership, the member will be prompted to opt in to auto-pay when they pay their open dues invoice in the Member Compass.
If a member opts out of auto-pay while in a member type that requires it, they will expire at the end of their term and will not generate a renewal invoice.
→ Learn more: Auto-Pay for Membership Renewals
Auto-Renewal Disabled
The remaining two options for renewal are entirely manual:
Member or admin initiated only – Renewal is handled manually by either the member or an admin with no option for auto-renewal.
Admin initiated only – Renewal is handled manually by an association admin only with no option for auto-renewal.
Configuring Auto-Renewal Settings
These settings apply to both anniversary-based renewals (ongoing throughout the year) and calendar-based renewals (on a fixed date, such as December 31).
After enabling auto-renewal, configure the following:
When renewals run relative to members' expiration dates. This is also when invoices are created.
When auto-pay charges are processed – the default is 5 days after the Smart Renewal Notice is sent.
Transaction Date and Due Date for renewal invoices, set relative to expiration dates.
💡 AE Tip: To target a specific renewal date, calculate the number of days until the expiration date. A quick Google search or a tool like Date Calculator can be a lot faster than counting manually – just use full days and round up.
Using Renewal Limits with Auto-Renew
Renewal limits can be applied to Member Types that have auto-renewal enabled. When setting this up, determine:
How many times a member (Company or Individual) can renew within this Member Type after joining (e.g., a 3-year term = 2 renewals)
Which Member Type they should move into after reaching the limit
Important Notes on Renewal Limits
When using Renewal Limits, select exactly one destination Member Type in order for auto-renewals to continue.
Example: The screenshot above shows that the member will renew twice. This means they will remain in this member type for three total terms: their initial New Member term plus two renewal terms. After those terms, they will automatically renew into the Organization Member type the following year.
If you select multiple Member Type in the Limit Renewals To list, the renewal will need to be initiated manually by an admin or the member. The system cannot auto-renew the member because it does not know which member type to move them into. The member will only be able to select the Member Types indicated here.
Checking a Member's Next Renewal Date
To see when a specific member will next renew, go to the Details tab of their record. The displayed date is calculated based on their expiration date and the settings on their Member Type.
If the member is enrolled in auto-pay, this area show when their next auto-payment date is scheduled.
Renewal and Auto-Pay Timing
Automatic renewals generally kick off at 4:15 AM EST and can process over several hours in order to renew all qualifying members. During this process, expiration dates are extended and dues invoices are created in both QuickBooks and Novi.
Auto-pay charges generally begin processing at 7:15 AM EST. Payment success or failure emails will be sent depending on transaction processing status. Learn More: Types of Smart Renewal Emails
What happens if the auto-pay contact leaves a company?
If the staff member who set up auto-pay on behalf of a company is removed from that company's family tree:
Auto-pay is turned off for the company's membership (auto-renewal itself is unaffected)
A notification is sent to all family members with management access
The next time a family member pays a dues invoice on the frontend, they'll be offered the option to re-enroll in auto-pay
Daily Digest Notifications
Association staff with Daily Digest emails enabled will receive advance notice of upcoming renewals:
Calendar-based renewals: Alerts are sent 14 days and 3 days before the renewal runs
All renewal types: Staff are notified when the system completes automatic renewals
It is strongly recommended that multiple team members receive the Daily Digest. Recipients can be updated in Association Settings.
→ Learn More: Daily Digest Overview
Editing the Renewal Email Message
If you need to edit the email message that is sent with the dues invoices, see: Smart Renewal Notices
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. Review your dues invoices that were created in the Accounting > Transactions section, then email them out.
→ Learn More: How to Email Dues Invoices from Novi AMS
However, if you're confident that your dues rules are set up correctly and the Member Type is set to auto-renew, you do have the option to automatically email renewal notices/invoices as soon as they are created. This is especially useful for Anniversary-based renewals.
Correcting Dues Invoices After Renewal
Important: Always double-check dues settings and invoice messaging before renewals run. Fixing errors after the fact requires additional steps.
If you notice that dues amounts or settings are incorrect after invoices have been generated, you will need to recalculate the affected invoices. Recalculating allows you to adjust an invoice after updating necessary settings or dues-based custom fields.
→ Learn More: Recalculate and Update Open Dues Invoices
Dropping Non-Paying Members
Based on the information here, 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.
Two key principles to keep in mind before processing drops:
Payment or non-payment of a dues invoice is not automatically synonymous with membership status.
Do not manually adjust expiration dates when dropping auto-renewed members.
Drops are processed using the Non-Renew and Credit workflow, which simultaneously creates a credit memo to offset the unpaid invoice and rolls the member's expiration date back to the prior year. When and how you drop members is up to your association's policies. The Non-Renew & Credit process can be initiated manually or automatically.
See:
When you choose to process dropping members is up to you. Typically, this happens by or within a few days of the invoice due date.
When a member is dropped via Non-Renew & Credit, their status changes to Expired, they lose all member benefits, will not appear in a member directory, and any sub-members inheriting benefits from their record will also lose access.
📌 Important Note: If drops are not completed, non-paying members will retain full membership benefits and their dues invoice will remain open indefinitely.