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Tracking Membership History

Last Updated: Aug 22, 2018 12:02PM CDT

The Membership History object is used to track a congregant's membership status year-over-year. Membership History records can be automatically created when an Invoice is created through the Batch Revenue Processing wizard or the Batch Invoicing wizard. FormAssembly membership forms can be customized to create Membership History records when a form is submitted. When the Account Membership Iteration field is changed to Resigned or Deceased, a Membership History record will be created to capture the membership change.


Batch Revenue Processing

Check off the Membership Invoice field to indicate that this Invoice is for membership dues. The following fields will then display.


Membership Start Date: Enter a start date for the membership period you are currently billing for. By default, the field is auto-populated with the Account's Membership Start Date.
Membership End Date: Enter an end date for the membership period you are currently billing for. By default, the field is auto-populated with the Account's Membership End Date.
Membership Type: Select the Membership Type that you are billing them for. The values here is pulled from the Account Membership Type field.*
Membership Iteration: Use this field to indicate whether this membership is New, Renewed or Rejoined (should they have left the Synagogue and are now rejoining).

 Once the Invoice is created, a corresponding Membership History record will be created to reflect the updated membership information. The Account Membership Information will update, which in turn updates the related Contacts. The membership data will also populate on the newly created Invoice.


Outreach records have a Membership Dues Budget field to record the Synagogue's membership revenue goal. When the Membership History records are created through the Batch Revenue Processing wizard and a Primary Outreach Source has been entered, this value will populate in the Dues Budget field. 


Batch Invoicing

Check off the Membership Invoice field to indicate that this Invoice is for membership dues. The following fields will then display.



Membership Start Date: Enter a start date for the membership period you are currently billing for. This will only update on Account's that do not have a Membership Start Date. This way, we do not lost any data regarding the Account's initial membership start date.
Membership End Date: Enter an end date for the membership period you are currently billing for.
Membership Type: Select the Membership Type that you are billing them for. The values here are pulled from the Account Membership Type field.* Membership Iteration: Use this field to indicate whether this membership is New, Renewed or Rejoined (should they have left the Synagogue and are now rejoining).

The membership fields will also display for each Account listed. You can individually modify membership information as needed. Learn more about the Batch Invoicing wizard here.

Outreach records have a Membership Dues Budget field to record the Synagogue's membership revenue goal. When the Membership History records are created through the Batch Invoicing wizard, this value is populated in the Dues Budget field. 


FormAssembly Membership forms can be customized to create Membership History records, and to update the related Account, Contacts and Invoices upon submission. Should wish to add this to your forms, please contact your Consultant or Account Executive to discuss these configurations.

Account Edits

When an Account Membership Iteration is changed to Resigned, a Validation Rule will fire to ensure that a Resignation Reason is entered. Once the record is saved, the Account Membership End Date will update to the current date (today). A new Membership History record will be created to track the resignation, along with the Resignation Reason. The start and end date will both populate with the current date (today). The End Date of the  last active Membership History record will update to the current date (today).

When an Account Membership Iteration is changed to Deceased (either through a manual edit, or through  automation when the Household changes to Estate), the Account Membership End Date will update to the current date (today). A new Membership History record will be created to track the change in membership. The start and end date will both populate with the current date (today). The End Date of the last active Membership History record will update to the current date (today) if there is an end date populated.


Tips, Tricks and Other Notes

  • Automation such as Workflow Rule can be used to further utilize this feature. For example, when resigning an Account, you may not want the End Date on the last Membership History record to update to the current date. Using a Workflow Rule + Field Update, you can override the End Date.
  • Apsona Mass Update can be used to update records based on your organization's internal processes. For example, say your Synagogue membership renewals start on July 1, 2016 but you allow members to renew until December 29, 2016. On January 1, 2017 you resign all Account that have not yet renewed. However, you would like the Membership End Date to be July 1, 2016 to reflect the fact that as of that day, they have not renewed their membership. Using Apsona, you can mass update the Membership End Date on the Accounts that have been resigned and their related Membership History records.



*Please note that the Membership Type field on the Account, Invoice, and Membership History objects need to be manually maintained to be kept in sync.


 

Contact Us

  • Email Us
  • Congregation Connect support is available via email. Please email support@congregationconnect.com and one of our Support Specialists will respond as quickly as possible.
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