Process a membership renewal

Log in to Wild Apricot and click on the "Admin view" button in the upper right. If you don't see a menu on the left side that begins with "Dashboard",  click on the home icon in the upper left corner.

Click on "Contacts" from the menu on the left. Make sure you are on the "Simple search" tab and that the "Filter by" box is set to "All".

• Type the person's name in the search box -- or part of the name. Don't hit return!
• A list of people with the name you typed will be displayed. Click on the name of the person who is renewing.
• If you do not find the person in the list, try name variations -- the spelling might be different, there might be a nickname, etc. 

If the person is simply not in the list, this may be a new person entirely. Follow the process for adding a new member.

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Click on the contact details tab for the person. If Membership level is "Introductory member", choose the Membership tab, then click on the Edit button at the top of the left column and use the pull-down box to change Membership level to "Renewal".

On the membership tab click on the Renew button. This will bring up a Membership renewal form.

Make sure the "New renewal date" at the top is July 1 of next calendar year. The year won't be right for some renewals (people whose membership had lapsed)

If there is a renewal form for the person that has changed information on it, make those changes.

Click on the Save button at the top. A yellow box will appear entitled "Membership renewal pending - no invoice generated".

• Click on the "Generate invoice" button in this box.
• If payment is by check, enter the check number in the "Internal notes" box. If payment is by credit card, enter "Credit card - " and the transaction number for the payment as shown on the Foundation Gift Report.
• Make sure the amount is correct (i.e., it is the current amount of the annual donatioln), then click on the box next to "Payment received in full".
• Choose the method of payment from the "select payment tender" pull-down.
• Click on the Save button at the top.

If you need to make a change after saving, see the Modify financial fransaction instructions.

Members who have email addresses will automatically receive email confirmation that the renewal has been processed. The confirmation includes a listing of their profile information with a request for them to make any needed updates.

The email letter that gets sent should have been reviewed prior to the start of the membership drive.

If the membership renewal was accompanied by any optional donation(s), follow instructions for processing optional donations.

If you renewed a member by mistake, or just need to start fresh, you can void the one you have processed:

• With the member's record open, click on "Financial transactions" in the upper right corner.
• Click on the Invoices tab, if necessary.
• Click on the Member renewal invoice you want to void.
• Click on "Void invoice" at the top of the screen.
• Click on the "Payments & refunds" tab.
• Click on the payment that you want to delete.
• Click on the "Delete" button at the top of the screen.

If the renewal was processed for the wrong member, you will need to also restore membership level, Renewal due on, and Renewal date last changed for this record.

• Click on the Membership tab.
• Click on Edit button near the left of the screen.
• Make the changes.
• Click on Save.