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Automate Renewal Reminders

Required Plugins: Business Directory / Recurring Payments / 
Member Manager

Setup Recurring Payments Plugin

Automate renewal reminders

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.

Automatic membership renewals thru Paypal

Once you have installed & activated the Recurring Payments plugin, the Automatic Renewal option thru Paypal will appear on your membership form. All your members need to do is select this option and setup a automatic payment thru Paypal.

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.

Paypal recurring payment fields

Send automatic renewal reminders w/payment link

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

  • 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.


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 any businesses whose Membership Renewal Date (MRD) exactly matches 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.


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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