Setting Up and Editing Memberships

Jessica Abejar
Jessica Abejar
  • Updated

In this article, we’ll guide you through setting up new Memberships and editing existing Memberships. You’ll also find links to other resources you may find helpful.

This article covers:

TIP: Setting Up and editing Memberships takes place in the Admin Interface. In order to navigate to and access the Admin Interface you will need the General Administrator role. If you don’t have this user role, contact a Settings Administrator in your organization to edit your User Account and add the General Administrator role.

 

How to set up a new Membership

Navigate to the Admin Interface. You’ll find Memberships in Subscriptions > Memberships.

You’ll see a list of Memberships you sell. To create a new Membership, click Add:

The Membership page in the Admin interface with the “Add” button highlighted.

 

Basic Details

The details you need to enter are different for each region. Click the box below relevant to your region.

 

UK and Ireland

Once you’ve clicked Add, you’ll see a New Membership screen:

  • The Memberships Basic Details screen for UK and Ireland-based systems.

    Enter the following details to set up a Membership:

    1. Name (required): Give your Membership a descriptive name. The Name will be externally facing on the Sales and Opportunities Interfaces and on the Web.
    2. Description (optional): Give your Membership an description. This is internally facing only.
    3. Image: Upload an image to display on this Membership online.
    4. Image Alt Text: This box will appear once you have uploaded an image. You can insert an image description for web accessibility.
    5. Price (required): Enter the Price of the Membership for new or lapsed Members.
    6. Renewal Price (required): Enter the Price of the Membership when it is renewed within the renewal period. To encourage renewal, you might choose to make this less than the initial purchase Price.
    7. Membership Period: Choose the period you want the Membership to last.
      • Fixed period of years/months/days: Set a Membership period of one year or longer from the date of purchase.
      • Fixed period of weeks/days: Set a Membership period of less than one year from the date of purchase.
      • Fixed expiry date: Set a Membership period that ends on a specific date regardless of date of purchase.
      • Open ended: Set for a Membership period which does not expire.
    8. Renewal period (required): Set the number of days before the expiry date that Customers are able to renew.
    9. Grace Period (required): Set the number of days after the expiry date that Customers are allowed to renew at the Renewal Price. After the grace period ends, Customers will need to purchase a new Membership at full price.
    10. Can Auto Renew?: If the auto renewal feature has been enabled, you’ll see this checkbox. Tick this box to enable auto renewal for this Membership. For more information and further setup, read Auto Renewable Memberships.
    11. Notify customer of auto renewal: Tick this box and set the number of days before the expiry date to notify the Customer of the auto renewal via email. The time period should be equal to or less than the renewal period. For more information on setting up the auto renewal emails, read Auto Renewable Memberships.
    12. Attempt auto renew payment (required when Auto Renew is enabled): Set the number of days before the expiry date to charge the auto renew payment. The time period should be less than the renewal period and notification periods.
    13. Tax Code (required): Select the appropriate tax code from this dropdown.
    14. Active?: Tick this box to make the Membership active and available for purchase.
    15. Giftable?: Tick this to enable the Membership to be purchased as a gift. For more information and further setup, read Gift Memberships.
    16. GiftAid Enabled: Tick this box if part or all of the Membership price acts as a Donation. For more information and further setup, read FAQ - Gift Aid in Spektrix (UK only).
    17. Benefit Amount: If you’ve ticked GiftAid Enabled, enter how much of the Membership price is not a Donation. For Memberships that are purely Donations, enter 0 (zero).
    18. Fund: Choose which Fund you want the Donation element of the Membership to go into. For more information and further setup, read Introduction to Funds and Donations.
    19. Default Campaign: If you're using the Opportunities Interface, choose a Campaign to associate the Donation element of the Membership with. For more information and further setup, read Setting Up Campaigns & Campaign Stages.
    20. Membership Attributes: If you have created any Membership Attributes, they’ll appear at the bottom of the Basic Details screen.

    Click Save to set the basic details of your new Membership.

Once you’ve saved your Membership’s Basic Details, go to the Website tab next if you’d like to sell this Membership online.

If you want your Membership to only be available for purchase in the Sales and Opportunities Interfaces, skip to Adding Membership benefits.

 

US and Canada

Once you’ve clicked Add, you’ll see a New Membership screen:

  • The Memberships Basic Details screen for US-based systems.

    Enter the following details to set up a Membership:

    1. Name (required): Give your Membership a descriptive name. The Name will be externally facing on the Sales and Opportunities Interfaces and on the Web.
    2. Description (optional): Give your Membership an optional description. This is internally facing only.
    3. Image: Upload an image to display on this Membership online.
    4. Image Alt Text: This box will appear once you have uploaded an image. You can and will allow you to insert an image description for web accessibility.
    5. Price (required): Enter the Price of the Membership for new or lapsed Members.
    6. Renewal Price (required): Enter the Price of the Membership when it is renewed within the renewal period. To encourage renewal, you might choose to make this less than the initial purchase Price.
    7. Membership Period: Choose the period you want the Membership to last.
      • Fixed period of years/months/days: Set a Membership period of one year or longer from the date of purchase.
      • Fixed period of weeks/days: Set a Membership period of less than one year from the date of purchase.
      • Fixed expiry date: Set a Membership period that ends on a specific date regardless of date of purchase.
      • Open ended: Set for a Membership period which does not expire.
    8. Renewal period (required): Set the number of days before the expiration date that Customers are able to renew.
    9. Grace Period (required): Set the number of days after the expiration date that Customers are allowed to renew at the Renewal Price. After the grace period ends, Customers will need to purchase a new Membership at full price.
    10. Can Auto Renew?: If the auto renewal feature has been enabled, you will see this checkbox. Check this box to enable auto renewal for this Membership. For more information and further setup, read Auto Renewable Memberships.
    11. Notify customer of auto renewal: Check this box and set the number of days before the expiration date to notify the Customer of the auto renewal via email. The time period should be equal to or less than the renewal period. For more information on setting up the emails for auto renewal, read Auto Renewable Memberships.
    12. Attempt auto renew payment (required when Auto Renew is enabled): Set the number of days before the expiration date to charge the auto renew payment. The time period should be less than the renewal and notification periods.
    13. Tax Code (required): Select the appropriate tax code from this dropdown.
    14. Active?: Check this box to make the Membership active and available for purchase.
    15. Giftable?: Check this to enable the Membership to be purchased as a gift. For more information and further setup, read Gift Memberships.
    16. Includes Donation: Check this box if part or all of the Membership price acts as a Donation.
    17. Goods and services value: If you’ve checked Includes Donation, enter how much of the Membership price is not a Donation. For Memberships that are purely Donations, enter 0 (zero).
    18. Fund: Choose which Fund you want the Donation element of the Membership to go into. For more information and further setup, read Introduction to Funds and Donations.
    19. Default Campaign: If you're using the Opportunities Interface, choose a Campaign to associate the Donation element of the Membership with. For more information and further setup, read Setting Up Campaigns & Campaign Stages.
    20. Membership Attributes: If you have created any Membership Attributes, they’ll appear at the bottom of the Basic Details screen.

    Click Save to set the basic details of your new Membership.

Once you’ve saved your Membership’s Basic Details, go to the Website tab next if you’d like to sell this Membership online.

If you want your Membership to only be available for purchase in the Sales and Opportunities Interfaces, skip to Adding Membership benefits.

 

Website

In the Website tab, click Edit in the lower right corner.

Check the Displayed On Website box to let Customers purchase Memberships online through the Membership iframe.

The Website screen of Membership set up.

Use the Website Content section to include the name of the Membership, copy and details of the Membership to be displayed online. Use Wikitext to add basic styling that works together with your CSS.

Click Save to complete Membership setup.

Your Membership is ready for purchase on the Sales and Opportunities Interface and online. To add Membership benefits, continue to Adding Membership benefits.

 

Adding Membership benefits

You can add further Membership benefits such as Offers, Locks, waived Commissions, or Priority Booking.

These benefits should be set up using their respective features. For more information as well as guides on setting up each benefit, take a look at these articles: 

 

Customer Eligibility

To link specific benefits to a Membership, add the Membership as part of the Customer Criteria in the set up of the benefit. Read Customer Eligibility for more information.

In this example, we’re using Membership as eligibility criteria for Priority Booking.

In the Customer Criteria screen, click the Membership tab to expand and drag and drop the Membership name into the Drop criteria here box.

Example of a Membership added in the Customer criteria screen of a
  Priority Booking setup.

TIP: For information on adding multiple Memberships, adding other criteria or excluding Memberships, read Rules when using criteria in Customer Eligibility.

Save your benefit and it should be applicable as soon as a Membership is added to the Basket/Cart or after a Membership is purchased or renewed.

 

Offer Limits

For Offers, you can also include Offer Limits based on Membership periods. For example, one free ticket per Membership period.

WARNING: If you limit the Offer by Membership period, you can only add one Membership in the Customer Criteria of the Offer. If you have a the same Offer across multiple Memberships using the Offer by Membership period limit, you will need to create a separate Offer for each Membership.

In the Offer Limit screen, check Per membership period and input a number in the Max Items/Applications or Max Discount field.

The Offer Limit screen of the Offer Details with “Per membership period”
  checked.

Save your Offer and it should be applicable as soon as a Membership is added to the Basket/Cart or after a Membership is purchased or renewed.

 

How to edit existing Memberships

If you need to make any changes to an existing Membership, you can edit these Memberships by clicking on the Membership name.

TIP: You can view any Memberships that have been made Inactive by clicking on the View Inactive? checkbox.

 

Editing Basic Details

After clicking the Membership Name, click the Edit button with the pencil icon in the lower right corner. Make your changes and click Save.

REMINDER: Any changes made will take effect immediately on all future Membership purchases. How a specific change affects all previously sold and current Memberships is indicated in the table below.

Changed Detail How it affects previously sold and current Memberships
Name Changes to new Name.
Price No changes to current Memberships. Previously sold or current Memberships will retain the Price at which it was sold.
Renewal Price

When Members who are in the renewal period add their Membership to the Basket/Cart, it’ll reflect the new Renewal Price.


Memberships with the auto renew feature on that enter the renewal period after the change will cause an auto renew failure.

Membership Period: Changed to Relative Period

Expiry/expiration dates for current Memberships will not change.


In order to change the expiration date for current Memberships, you will need to reissue the Membership.

Membership Period: Change to Fixed Expiry Date

Expiry/expiration dates for current Memberships will not change.


In order to change the expiration date for current Memberships, you will need to reissue the Membership.

Membership Period: Changed to Open Ended

Expiry/expiration dates for current Memberships will not change.


In order to change the expiration date for current Memberships, you will need to reissue the Membership.

Renewal Period Changes to new Renewal Period.
Grace Period Changes to new Grace Period.
Can Auto Renew?: Turned on You can make previously purchased Memberships auto renewable by editing a Customer’s Membership in their Customer Record.
Can Auto Renew?: Turned off Current Memberships with previously selected auto renew option will not attempt an auto renew payment.
Notify customer of auto renewal Changes to new notification timeframe.
Attempt auto renew payment Changes to new auto renew payment timeframe.
Tax Code No changes to current Memberships. Previously sold or current Memberships will retain their tax rates.
Active?: Turned off Current Memberships will continue to the expiry/expiration, including any Offers associated with them. However, current Memberships can't be reissued.
Giftable: Turned off Customers can no longer purchase Gift Memberships. Unredeemed Gift Membership Account Credit can still be used to purchase Memberships or other Items, as long as it is not expired.
Gift Aid / Includes Donations No changes to current Memberships. Previously sold or current Memberships will retain their pricing scheme.
Benefits / Goods and Services Value No changes to current Memberships. Previously sold or current Memberships will retain their pricing scheme.
Fund No changes to current Memberships. Previously sold or current Memberships will be applied to the previous Fund.
Default Campaign No changes to current Memberships. Previously sold or current Memberships will be applied to the previous Default Campaign.

TIP: You can also make changes to any existing Membership that an individual Customer currently holds. Read Editing a Customer’s Existing Membership for more information on Reissuing Memberships.

 

Audit screen

The Audit tab in the Membership Details screen will show information on when the Membership was created and added into your system. You’ll also see which User created and edited the Membership.

You can sort by the most recent first or oldest first.

The Audit screen of the Membership Details.

 

Further Reading

This article should give you the information you need to set up and edit Memberships. To sell Memberships, you may find the following articles helpful: