How do I Create or Edit a Membership?

  Overview

In this article, you will learn how to add your memberships to RecDesk.

  Before You Start

Adding new Memberships and editing existing ones, begins on the the Membership List page. 

Before adding a new Membership, you should create Program (Membership) Types, Fee Types and General Ledger Accounts that are appropriate for you organization. See How do I Set Up Custom Categories and Drop Down Lists?

If you are intersted in linking your RecDesk Memberships with an Access Control Provider, see RecDesk Access Control .

  Click on Memberships, then click on Add New Membership Type

To add a new Membership, click on Add New Membership Type from the Memberships submenu or the Add New Membership Type Button. To modify and existing Membership Type, simply click on it from the Membership List page and click the Edit button.

How do I Create a New Membership?

1. Click on Add New Membership Type
2. Assign it a Name (i.e. Summer 2013 Pool Membership, 10-Punch Gym Pass, etc),  Membership Type and optionally, a Custom Membership Code
3. Set the Membership Period
   
   • Open (ongoing) - Select this if the membership doesn't have a specific start and end date.
   • Definitive Start and End Date - Select this for Memberships that are seasonal in nature (i.e. Pool Pass Membership, Student Gym Membership) and set the begin and end date.
4. Set the Default Membership Duration - This determines what the default duration of the membership is when you enroll new Members. There are two components: a number and a time type component Day(s), Week(s), Month(s) , Year(s).
5. If you would like to send Automatic Emails when Memberships are due to expire, check off Automatically Send Expiration Email and then select the number of days before expiration you'd like the email sent from the Days before expiration drop down. Please note that if the Membership Term Date matches the member's membership end date no Expiration Email will be emailed. Emails send for Open/Ongoing or memberships with dates in the future. 
6. If you would like the Membership to be available for Online Enrollment make sure the Online Enrollment and Show on Portal check-boxes are checked
7. If you would like Online Enrollment to only be available for specific window of time, enter an Enrollment Begin Date and/or Enrollment End Date. These dates only impact Online Enrollment. You will always be able to enroll individuals in-house (via RecDesk Director) at any time.
8. Enter a Description for the Membership Definition. The public will see the description on the RecDesk Community portal.
9. Enter additional Notes (optional) for this Membership. The public will see the Notes on the RecDesk Community portal.
10. If you wish to include Notes on the enrollment member's receipt, check Include Notes on Receipt.

Accounting

• You may optionally assign a GL Account code to this Membership
• You may optionally assign a Sales Tax rate to this Membership

Demographics

• This section allows you to communicate what demographic this Membership is targeted towards. All attributes in this section are optional and are for informational purposes only (with the exception of Enrollment Maximum, Age Minimum and Age Maximum)
  • If you enter a value into Enrollment Maximum, online enrollment will be cut off as soon as that limit is reached.
  • If you enter a value into Age Minimum and/or Age Maximum, these ages will be ENFORCED as of the Start Date of the Membership ONLY from the ONLINE COMMUNITY SITE.

Fees

• Up to 12 different fees may be assigned to a Membership (Resident, Non-resident, etc)
• Choose a Fee-type from the drop down and add the fee amount for that fee-type. 
• You can choose whether or not a Fee appears on the RecDesk Community portal side by simply checking or unchecking the Show Fee on Portal checkbox. 
• By default, One (1) Member is allowed per membership. For things such as Group or Family Memberships, this may be overridden by entering the appropriate maximum number of Members in the Includes up to ___ person(s) text box.
• You can optionally limit the number of visits by entering the number of Punches/Swipes Allowed. 
• Fees can be set to be applicable to Only Residents or Only Non-residents. See How do I Set Up Residency Requirements?
• Click Save

How do I Edit an Existing Membership?

1. To modify an existing Membership, simply click on it from the Membership List page 
2. Click the Edit button.
3. Make necessary changes 
4. Click Save

  Tips:

A Definitive Start and End Date Membership is ideal for the Seasonal Pool Pass that starts Memorial Day and ends Labor Day - or a Student pass that is just available for summer or winter break with set dates.

By unchecking a fee from showing on the Community Portal - You may opt to allow processing of scholarship or special rate fees by mail-in or in-house registrations only.

  Notes:

A Default Membership Duration can be overridden in house by a staff person when enrolling a member into the membership.

An edited membership (i.e. - dates of a specific date parameter change and/or the fee amounts) will not affect the current enrollments of members already enrolled in that membership, just those from that point that are enrolling into it and any manual or auto-renewals going forward. Therefore, if you change a fee, auto-renewals that have that fee-type will charge the updated fee amount.

If you are interested in having a membership linked with an Access Control Provider, see Access Control Integrations .