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Admin to approve membership renewals

I realize this is a stretch, but our organization wants to require administrator approval not just for new applications, but for renewals.

For example, we have a discounted rate for full time students. We require that people show evidence they are full time students before we activate their membership. We can control this on the Member Level > New Applications tab with a checkbox under "Membership application review"

But once they are approved, a year later, they can renew at the same level even if they are no longer eligible for the discount.

Anyone has a solution for this?

Thanks/

Jack Massa
Greater Atlanta ASTD
greateratlantaastd.org

16 votes
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    JackMassaJackMassa shared this idea  ·   ·  Flag idea as inappropriate…  ·  Admin →
    VCOMAVCOMA shared a merged idea: Make certain renewals require authorization (like new registrations)  ·   · 

    16 comments

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      • Tim SwansonTim Swanson commented  ·   ·  Flag as inappropriate

        This is very important for organizations that require members to sign waivers. The admin needs to be able to ensure underage bundle members that are part of a parent's bundle haven't turned 18 before renewing, otherwise, they need to have a separate membership to acknowledge their own waiver.

      • Anonymous commented  ·   ·  Flag as inappropriate

        I have not joined Wild Apricot, am just looking into it. This is one of the biggest issues for my organization. Let me know if you add this functionality. I will consider WA at that time. Thanks.

      • PeterPeter commented  ·   ·  Flag as inappropriate

        We have a similar related issue, admin approval applies in our case for "full membership" to give us a chance to check qualifications. We would like to encourage associate members to apply for full membership, but if we enable that option they can upgrade to full membership without admin approval, and we don't have a chance to verify their eligibility.

        therefore on the renewal form we have the rather clumsy test "If you are an associate member and you would like to upgrade please email xyz@nzcine.com"

        This is definitely not very smooth, and requires similar logic to Jack's issue.

      • Jarren KinchJarren Kinch commented  ·   ·  Flag as inappropriate

        I would also like to request this feature. We have the same reason: Student members have a discounted rate, but only while attending school, and they must submit verification of attendance at an approved school. Currently they are able to renew and become active without providing any verification of student status.

        Currently I simply set up a filter in my email to flag those renewals when they come in, but Wild Apricot is still allowing them to become active, causing more manual workload for me.

        Thanks!

      • Evgeny aka Apricot KernelAdminEvgeny aka Apricot Kernel (Product Manager, Wild Apricot) commented  ·   ·  Flag as inappropriate

        Good point - I would like to hear from others here on the point.

        As a workaround I can suggest the following: setup renewal policy of your main levels to either Archive overdue members, or to move to another level (e.g. "Former members" in 14 days) where you define Archive at some later time (like in 60 days).

        As soon as member is archived, he cannot renew his membership, but has to apply for membership again - which will force him to go through membership application workflow where you can enforce administrator review policy.

      • BMiskyBMisky commented  ·   ·  Flag as inappropriate

        This is exactly what our organization needs also. I posted it as a wishlist item - to add a checkbox that renewals require admin approval. Good to see I'm not the only one requesting it.

      • BMiskyBMisky commented  ·   ·  Flag as inappropriate

        Currently there is a checkbox to require approval of new memberships, but there is no such checkbox for renewals. We require this for our sports club because the member must also have purchased insurance before we will approve them for the year. I would think this is an easy revision, but I might be wrong.

      • MarcoMarco commented  ·   ·  Flag as inappropriate

        This feature is currently available in the New Membership workflow. Can you also make it available for the Membership Renewal workflow?

        In our renewal process, we require members to submit "proof" of current membership in a related organization to be eligible to remain as a member of ours. We'd like to allow our members to go through the renewal process and keep them in a "pending approval" status until we verify their information. Then we would "activate/approve" each one accordingly.

      • bobblessebobblesse commented  ·   ·  Flag as inappropriate

        Please add an option to add approval for renewals.

        Our organization has student members. When a student becomes a member they must submit a valid identification that says she/he is a student enrolled in an academic institution. This is done by sending the documentation as an email attachment. Because of this requirement, all new student membership must be approved manually by a website administrator.

        However, there is no option for approval of student renewals, so a student who has graduated and is no longer eligible for a student membership could simply keep renewing as the student level, because there is no way to monitor this.

        I've asked about this before. Please consider it.

        Many thanks,

        Bob Blesse

      • SommerSommer commented  ·   ·  Flag as inappropriate

        Thank you for the response. It would be great if there were an option for renewal to be able to be sent to require admin approval. As I said, in this situation, it's a special (student) membership, and I have to verify that they are a student. The first year it's fine, as the membership is pending until I approve it. After that, however, I will have to keep close watch for my student members to renew so I can catch and verify them as they do.

      • Fluid ApricotFluid Apricot commented  ·   ·  Flag as inappropriate

        A member in any "pending" status cannot renew, see access control by member status http://help.wildapricot.com/display/DOC/How+membership+status+affects+available+functionality . Note that "pending" status means the member has already initiated/started the process of applying/renewing/changing level and just needs to complete payment (or be approved in the case of pending new members). So generally speaking you should not manually put a member in a "pending" status, they system will automatically change the status accordingly.

        There is currently no way to approve renewing members, you will have to manually handle that after they have already renewed.

      • SommerSommer commented  ·   ·  Flag as inappropriate

        Right now, my student memberships are set to pending until I verify student status. I am wondering, however, what happens come renewal time? Will they go back to pending, or can they automatically renew? I need renewals to be pending because I need to verify that they are still, in fact, a student. How can I accomplish this?

        Thanks.

      • Fluid ApricotFluid Apricot commented  ·   ·  Flag as inappropriate

        Unfortunately it is currently not possible to force admin approval for renewals. One workaround I can think of (which might not be too practical) is to manually switch the students into another member level with no discount. This forces them to renew as non-students and pay more. Once approved as students you can then manually issue a partial refund for the overpayment (online payments) or simply ask them to send in a check for the discounted amount. The renewal invoice can then be adjusted afterwards, see adjust invoice http://help.wildapricot.com/display/DOC/Adjusting+or+canceling+an+invoice .

        Alternatively you keep them in the non-discounted member level until they are approved, then manually switch them them to the discounted level and only ask them to renew at that point (this avoids the whole refund issue).

        Like I said perhaps not too practical, but please feel free to add this request in the wishlist http://forums.wildapricot.com/forums/308932-wishlist so we can gauge the need for this feature and prioritize accordingly.

      • VCOMAVCOMA commented  ·   ·  Flag as inappropriate

        Problem:

        A former member wants to rejoin but it's been six months or longer since they were a member. Maybe they've even left their firm or changed industries (we have strict rules about membership related to this). Member can login and "renew" even after long periods of absence without being reauthorized and there is nothing to flag them for the administrator to take a closer look.

        Solution:

        Make it possible for certain membership levels, or states (status), such as either Former Member membership level, or status of Archived, to require admin authorization for renewal just as you would for a new membership application.

        I've found no work around for this but would welcome suggestions until a proper solution is implemented.

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