Help/Membership/Renewals
Renewals
Once a year (or once a month, for monthly categories) you raise the next subscription for everybody who is due one. Renewals then shows who has paid, who is late and who has lapsed, as a live list rather than a formula.
Screenshots use a fictional organisation and figures.
Run the renewal cycle
Press Renewals in the sidebar, then Run the renewal cycle.
-
Read the preview. It lists every member who would be billed, the period and the amount, and the total. Anybody skipped is listed with the reason, such as already raised, Suspended, Resigned, a category that never expires, or no category.
You see everybody who would be billed before anything is raised. If it looks right, press Raise them. If not, press Cancel: nothing has changed.
Raising a subscription does not email anybody. You send reminders afterwards, one at a time. Running the cycle a second time never bills anybody twice: people who already have their next subscription are skipped.
Raise one member’s next subscription
On a member’s page, under Subscriptions, press Raise the next one. Use it for somebody who wants to pay ahead, or who was missed.
The outstanding list
Renewals shows every subscription raised, with the member, period, due date, amount, what is still outstanding and its status. Above it, the totals: Outstanding, Collected and Overdue.
- Pick a tab: Still owed, Overdue, Not yet due, Part paid, Paid, Waived or Everything.
- Pick a period, such as 2027, or Every period. Search by name or member number.
- Press Export to download the subscriptions as a spreadsheet.
Send a reminder
Press Remind on a row in Renewals, or on the subscription on the member’s own page.
They get an email from your organisation with their member number, the period, the amount due, the due date and how to pay: your PayNow details and your bank details, as set in Settings. Replies go to your organisation’s email.
The row counts how many reminders have been sent. A member with no email shows no email on file, so contact them yourself. If an email fails, you are told on Telegram, if you left that switched on.
Waive a subscription
On the member’s page, under Subscriptions, press Waive.
Say why in a few words, such as “Committee agreed at the March meeting, hardship”. It is the only record of the decision, so a reason is required.
A waived year counts as settled: it comes off the outstanding list and their membership moves forward, just as if it had been paid.
Questions
Somebody paid 2027 but still owes 2026. Are they paid to 2027?
No. Their paid-to date only moves through years that are paid or waived, in order, so they still show as owing 2026 until it is settled.
Why was a member skipped in the cycle?
The preview says why next to their name: they already have that subscription, their standing is suspended, resigned or deceased, their category never expires, they have no category, or (on anniversary years) they have no join date. Fix the reason and run the cycle again; everybody else is skipped as already raised.
Are suspended members chased?
No. The renewal cycle skips suspended, resigned and deceased members, so no new subscription is raised for them.
Next: Payments and receipts · ← Membership