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We are excited to announce the launch of updated product names, logos, and headers within our user interfaces as part of the CivicPlus® Solution Rebranding initiative. These changes mark the first step toward creating a cohesive and seamless user experience across all solutions in our portfolio. As part of this transition, users may notice minor design updates. While the functionality you rely on remains unchanged, we are in the process of updating screenshots and other resources on our Help Centers to reflect the new branding. We appreciate your patience and understanding as we work to complete these updates.

Memberships Guide

  • Updated:

This article will walk through how to create and manage memberships in CivicRec.

 

Set Up a Membership

  1. Create a Membership activity
    membership activity
    membership activity
  2. Create Membership session(s)
    create session membership
    • Note: We recommend using a unique name for the session such as "Youth Aquatics Membership" instead of just "Youth" so that it's easier to distinguish between sessions in reporting. 
  3. Configure Membership Settings
    membership settings
    • Note: A Membership Term must be selected to avoid issues with prerequisites. 
  4. Create a Membership/Pass Card Template, even if you will not be printing a physical card
    card name
    • Note: Make sure to assign the card template to the Card Style section of the Membership Settings. 
  5. If desired, Print Membership Cards
    print
  6. You can also Associate a Preprinted Card with a Membership
    adjust member number

 

Membership Types

Family & Individual Memberships

The Family Membership type allows you to determine how many individuals within a single account the membership can be associated with. Family memberships are sold to the primary account holder only. Each additional family member must have a card created.

 

Individual Memberships are best for users in which a membership card/number can only be associated with one individual on their account.

 

Learn more about Individual and Family Memberships. 

 

Seasonal Memberships

Seasonal Memberships have a fixed start and end date (i.e. Outdoor Pool Membership). It is best practice to create a new session for each seasonal pool membership. This can be easily accomplished via Program Rollover.

 

Punch Cards

CivicRec allows for a set number of Max Facility Scans that operate like a punch card/pass. Every time a user checks/scans into an eligible facility, CivicRec reduces the number of punches remaining on their account.

 

Auto-Billing Memberships

Two main types of auto-billing can be used with memberships in CivicRec: Continuous Auto-Billing or Structured Auto-Billing. 

 

Continuous Billing is similar to a utility bill every month. These memberships are technically one month long and are set to auto-renew at the end of the month.

 

Structured Billing is similar to a mortgage or car loan, where you have X number of months to pay off the balance. Monthly installments will be created over the term of the membership (Example: Annual membership will have 12 installments, 2-year membership would have 24 installments).

 

Learn more about Auto-Billing Start Dates for Memberships and how to Enable Retroactive Start Dates.

 

 

Check-In Memberships

 

Manage Memberships

 

Membership Reporting

Comments

Let us know what was helpful or not helpful about the article.

3 comments

Date Votes
  • Mary Jo LeFevre

    Are their instructions on how to add a member to a family membership?  Dad bought family membership on one day.  The next day one of his children came in to be added to the family membership.  How is this done.  I have looked through all tutorials and none of them have instructions.

    Thank you,

    Mary Jo LeFevre

    0
  • Taylor McCulley

    Hi, Mary Jo LeFevre! This is under Step 5 in the "Set Up a Membership" section - "Create a card for each family member". 

    0
  • kevin davis

    Creating a membership as a prerequisite for a membership creates a lot of problems. Doing this should be avoided like the plague. It would be helpful to include some information on things that you should NOT do. 

    0

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