Manual Migration of Auto-Billing Memberships

This article will walk through how to manually migrate memberships that require a card on file and use auto-billing.

Important Notes

• To complete these steps, you must first acquire the customer's credit/debit/banking information. If collecting this information is not feasible, we recommend asking your customers to add a card on file while introducing them to your new CivicRec software. The process for acquiring payment information may differ depending on the size and needs of the community. 
• If the memberships you are migrating have auto-billing applicable add-on fees, these will need to be paid through checkout to remain configured and apply toward future billing cycles. Instead of zeroing out the add-on fees, we recommend using an alternative payment type (such as paid in the old system) to satisfy the purchase requirements and complete the transaction.

Instructions

1. Add a card on file for all applicable accounts
   
   • Note: Adding a card on file on this screen is not available for all payment gateways. 
2. Navigate to the Membership Settings section of the session and set Card-on-File to Optional
   
   
   • Note: This will allow users to not opt-in to auto-billing so you may need to remove the ability for online registrations until the migration is complete.
3. Click Save Session
   
   
4. Navigate to the Catalog and select the Account you just added the Card on File for
   
5. Find the membership that needs to be migrated and click Add to Cart
   
6. Select Checkout
   
   
7. On the Payment screen, create a new Member Number, or if the customer has multiple memberships, pick the applicable member number
   
   
8. Change the Price of the membership to $0.00:
   
9. Click Complete Transaction:
   
10. The Transaction Receipt will display the membership information:
    
11. Select View Membership:
    
12. If needed, update the Start Date and Expiration Date to the actual date range of the membership
    
13. If using structured auto-billing, you will need to use one of the following two options to update the membership to use the card on file instead of a manual payment:
    • Change each item individually:
      1. Navigate to the Payments tab
         
         
         • Note: If you adjusted the Expiration Date, the screen may still show payments after the membership expires but the customer will not be billed for those dates and their membership will end on the specified expiration date.
      2. Select the Method drop-down and change the Saved Payment Method to the card-on-file instead of Manual Payment
         
      3. Click Save Payment Settings
         
         
      4. Repeat for each payment item of the membership
         
    • Or, update all monthly payment methods at once:
      1. Navigate to Financial, then A/R Center and use the Filters to find the desired Account/Membership activity
         
      2. Select the payment items and click Card on File
         
         
      3. Select the applicable card and click Submit
         
         
      4. The card will now be applied to all of the membership payments
         
14. Once migration is complete, go back to the Membership Settings of the session and reset the Card-on-File to Required
    
15. For quality assurance, review the A/R Center using a variety of possible filters to ensure you have set up your memberships properly
    

Resources

• Membership Import or Manual Membership Migration
• Structured Auto-Billing
• Continuous Auto-Billing (Month to Month)
• Add a Card on File
• Configure Membership Settings