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Automate Renewal Reminders

Required Plugins: Business Directory / Recurring Payments / 
Member Manager

Wouldn’t it be nice if you received annual renewals from your members automatically?  Without having to send a reminders or follow up emails? Using the Chamber Dashboard Member Manager and Recurring Payments plugins, your members can setup their membership dues as an automatic recurring payment to you thru Paypal so their membership automatically renews every year. One less thing to worry about.

Setup Recurring Payments Plugin

The Recurring Payments plugin uses the Membership Renewal Date (MRD) and billing email of the Business listing plus the notification timeframe on the Recurring Payments settings page to send renewal reminders.

When new members join or renew using the Member Manager membership form, the MRD and the billing email in the Business listing are automatically updated.

On the Recurring Payments settings page, select a timeframe for your renewal reminders to go out.

The Recurring Payments plugin will create a new invoice and send it to the billing email for the Business when the MRD exactly matches the renewal timeframe you have selected.

NOTE: Before setting up Recurring Payments, the Member Manager plugins should be setup and tested.

Automatically send renewal reminders w/payment link

The Recurring Payments plugin lets you automate the renewal notification process by sending an email reminder to your members when it is time to renew their membership. This reminder email includes a payment link to make things easy for your members.

  • Go to Chamber Dashboard >> CD Settings >> Payments >> Recurring Payments.
  • Select a notification timeframe. For example if you set the notification time frame to 1 week, when the MRD is one week out, an invoice will be created & sent to your member.
  • Set the reminder frequency – how often should reminders about overdue invoices be sent?
  • Add additional information to your renewal message if desired.
  • Test your setup

Once a day, the Recurring Payments plugin will check for any businesses whose Membership Renewal Date (MRD) exactly matches the Notification Timeframe. An invoice is then generated and an email notification, with a link for payment, is automatically sent to the billing email .

Notification Timeframe
Member Manager settings / Recurring Payments tab
  • Once Renewal payment is complete
    • Invoice is automatically created and marked paid
    • Notification is sent to member from Paypal
    • Notification email is sent to admin
    • Membership Renewal Date field in the Business Directory listing is updated.

NOTE: When using the WC Payments plugin, orders (not invoices) will be generated and sent to your members for payment.


Automatic membership renewals thru Paypal

When Recurring Payments is activated, an option for members to setup a subscription payment thru their Paypal account is added to your membership form.

auto-renew option

When the member selects ‘Yes, automatically renew my membership annually’, they will be directed to their Paypal account to set up a automatic recurring payment to your organization.  When these payments are made, an invoice will be automatically generated on your site and marked as paid for tracking purposes.  

Both the member and the organization will receive notification that the payment has been made and the Membership Renewal Date (MRD) and subscriber ID fields will be automatically updated in the Business listing.

It is not necessary to send a renewal reminder for these members.

Paypal recurring payment fields

Pause Renewal Reminders

It’s a good idea to test your setup before your site goes live. You can use pause mode to stop renewal reminders from being sent out automatically and use the ‘run test’ button to test your setup.

  • Go to Chamber Dashboard >> CD Settings >> Payments >> Recurring Payments.
  • Enable Pause Mode.
  • Save your changes.

NOTE: No invoices will be automatically sent while the plugin is in Pause Mode.

When you run a test in pause mode, for ALL businesses whose (MRD) exactly match the Notification time frame, an order will be generated and an email notification sent.

For example, if you are running your test on June 18, and your notification time frame is set for 1 week.  Orders & renewal reminders will be generated for all Business with an MRD exactly 1 week from then…June 25.

Renewal reminders are not sent if the Membership Renewal Date (MRD) has passed.


Onboard members to Recurring Payments

Recurring Payments uses MRD, billing email and Recurring Payments settings page to send renewal reminders.

When new members join or renew using the Member Manager membership form, the MRD & billing email are automatically updated.

For manually entered or Business listings uploaded via CSV, be sure to add an MRD and a billing email.  Visit our workflow docs for more info on populating the MRD field.


Tracking Invoices

Keep track of overdue invoices using the 30-60-90 Report. Go to Invoices >> 30-60-90 Report to see invoices overdue by 30 days, 60 days or 90+ days.


Using RP with WC Payments

The WC Payments plugin lets you to connect with additional payment gateways using the free WooCommerce plugin. When using Recurring Payments, WC Payments & WooCommerce your members must be registered as a user on your site in order to complete payment.

When a new member joins using the Member Manager membership form, a new user is automatically created on your site.

To see options for connecting existing Business listings with a user, visit our workflow docs here.


Manual Member Renewal Process

If you are not using the Recurring Payments plugin, you can simply send an email with a link to your renewal form to your members when it is time to renew.

  • Send reminder emails to members with link to Renewal Form
  • Once Renewal payment is complete
    • Invoice is automatically created and marked paid
    • Notification is sent to member from Paypal
    • Notification email is sent to admin
    • Membership Renewal Date field in the Business Directory listing is updated.
Membership Renewal Date

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