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Membership renewal when registering for an event

Hi, we're just into our second year with wild apricot and our members are starting to renew their memberships and register for this season's events. We ran the memberships yearly expiring on Aug 31 2015, so all are expired now. Most people took the hint to renew their membership when registering for an event in 2016, but somehow some paid for just the new events but didn't renew their membership. I have the setting somewhere (can't find it now) that they can register for multiple events and then pay at the end. Is there a setting somewhere I'm missing to make them pay for the membership renewal at the same time they pay for the events? Or is that a feature that would be for the wishlist?



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  • Tracy commented  ·   ·  Flag as inappropriate

    Our major events require membership. Most of our attendees do not renew their membership until it is time to register for the first major event of the year. Rather than charge them a nonmember fee, or require them to register for membership and the event separately, I want them to have the option to register for both at the same time, but have two separate line items for record keeping and accounting purposes. Can a second “Base Price Box” (one for the membership and one for the event registration) be offered to create this kind of event registration type?

  • Holly commented  ·   ·  Flag as inappropriate

    In each event you have the option to allow only members to register for the event. It is a checkbox in the Registration Type page.

  • Paul commented  ·   ·  Flag as inappropriate

    Do you mean that people shouldn't be able to register for future events at the membership-dependent rate, if the membership will expire before the event itself? If so, I agree.

  • Anonymous commented  ·   ·  Flag as inappropriate

    Our problem is similar. But my question is this. If someone is a member in 2014 for example (Jan 1, 2014-Dec 31, 2014). They decide not to be a member in 2015 because they decide to not attend our annual conference (which is the case with quite a few members) so they don´t renew for 2015. But our renewal notice for 2016 goes out in November and now they want to renew for 2016 so they pay for 2016 but at the end of 2015. WO applies this payment to 2015 instead of the year they want to have membership 2016. When a lapsed member renews, maybe WO could prompt them to ask which year they would like to renew. "This calendar year? Next calendar year?"

  • Carissa commented  ·   ·  Flag as inappropriate

    Are there any updates with this? If not, another vote for the option of membership/ membership renewal when registering for an event. Most of our membership/ membership renewal happens during our annual conference in March and though I understand that they can take the additional step to become members and then register, we don't want them to become frustrated with the process. Our site is not yet live, but I have an option for membership/ membership renewal as an event registration option and then intend on manually changing membership, which kind of defeats one of our reasons for switching to WA.

  • Anonymous commented  ·   ·  Flag as inappropriate

    I propose when registering for an event that they become visitors of our community. Saving us time and resources. What we do is convert an event registrant to a visitor and ensure our auto emails tell them that so they can opt out. Our mandate is that anyone taking part of our events do become a community member.

  • Anonymous commented  ·   ·  Flag as inappropriate

    It is awesome to see your vision grow!
    These are great changes and if you can incorporate automatic registrations for event attendees that will close the gap! What we do is when someone registers we convert them to a visitor so your change to register only once is a plus!
    Years ago we spoke of email validation, we continue to get bad emails so if you can implement a verify email that compares to first email many will save time and calls in attempts to fix the email. It should have a protective feature where you cannot copy or past or autofill the second email. The clients we work with work hard to manage an accurate data base and this consideration would be a welcome one by all.
    Albert R. Renteria
    Chairman and CEO
    A Service Disabled Veteran Owned Business
    Benevolent Organization supporting Veterans
    Chief Warrant Officer-4, U.S. Marine Corps (Retired)
    Southwest Veterans' Business Resource Center
    Founder and CEO
    Service Never Ends for a Marine!

  • Evgeny Zaritovskiy commented  ·   ·  Flag as inappropriate

    It does work for new members, but there is nothing for existing one, to encourage them to renew their membership.

    But I think that even what we have now is not the best approach to follow - it's too complicated for site visitors. We will have to rethink the overall approach to this problem as soon as we get to analysis here, so keep posting.

  • mjohnshoy commented  ·   ·  Flag as inappropriate

    This would save a lot of time! We actually set the non-member price for the conference to be just a bit more than membership, to encourage membership! =) We include the price of membership in the cost of registration, but then I've always had to go back in and update the membership manually. If there is a way to make "join/renew" membership as an add-on to the event registration (that would auto-update the membership) that would be great!

    I haven't seen the process that Evgeny mentions - that would help, I'll check to see if that works the way it sounds - that would be a step in the right direction. That way conf registrants would only have to pay once.

  • Evgeny Zaritovskiy commented  ·   ·  Flag as inappropriate

    Interesting... Actually, event registration process already encourage people to apply for membership. If an event has registration type that is available for members only, then when a user enters his email and presented with the list of available registration options, there will special blue box at the top saying "Note: some registration types are only available for members." and button [Apply for membership]. If the user clicks the button, he can apply for membership and in the end of it he will be suggested to proceed with event registration. If he does that, then in the end he will be able to pay together for membership and event invoices.

    Why does not it work for you?

  • Briony commented  ·   ·  Flag as inappropriate

    Great suggestion!

    We are losing out on opportunities to recruit new members during the event registration process. Over half of event attendees for one of our current events are not members and yet if there was a screen during the registration process that asked them if they want to Join and pay for both event registration and membership application we would probably be able to secure their membership while they were in the moment..

    Any comments/thoughts from the Wild Apricot Team?



  • tpoynton commented  ·   ·  Flag as inappropriate

    My delay in reply does not indicate lack of interest!

    We have membership dues for two years included in the price of conference attendance (and the conference happens every two years), so I dont think this would work. Perhaps we are unique, but this is the only event we run tied to membership. If dues were not included, your idea would probably work for some!

  • Evgeny Zaritovskiy commented  ·   ·  Flag as inappropriate

    Latest release 4.3 has a change in event registration workflow - if email is connected to member and it has lapsed status, then system clearly suggests to renewal his membership (gives a button). Does it help?

  • tpoynton commented  ·   ·  Flag as inappropriate

    We use a similar system to those who have posted above - membership renewal is tied to event attendance, and it would be nice to have 'the system' include the renewal process as part of event registration. I see how this could potentially be problematic if someone needs a refund. My plan was to do a bulk update (export event attendees and update their renewal date), but it would be nice if members could check the contact info we have for them while they are registering. We have all memberships valid for two years, all expiring on the same date, and new memberships are prorated.

  • zimmermanneric commented  ·   ·  Flag as inappropriate

    Our annual conference is also used to renew memberships and to add new members. The conference is at a discounted rate for those becoming new members or renewing their membership. The membership renewal dates, as luck would have it, are after the conference dates so members are not forced to renew prior to event registration. It is also possible for users to become new members during any time of the year. When designing the registration types for an event it would be useful if there was a way to tie in a registration transaction which shows as a unique line item in the invoice and triggers the corresponding membership type.

  • Dmitry Buterin commented  ·   ·  Flag as inappropriate

    Thanks for posting - I do not think this has been brought up before. We did have people ask about the ability to register for an event and apply for membership and then pay once. That scenario we will try to address in our next version 4.3 - it would basically allow a user to do two separate things first (event registration and membership application) and then pay for both invoice in one online transaction. What you are talking is different, here are the key things to consider:

    1)this would apply to existing members only (renewal)

    2) Currently we always force members to review/check their profile/record during renewal, would this apply as well?

    3) Would this work with memberships with dynamic pricing based on selected options?

    Anyway, I would appreciate comments from other users as well.

  • ahubertus commented  ·   ·  Flag as inappropriate

    We also allow our members to pay for the following year's membership while registering for our Fall Conference. Our conference is in Sept or Oct and our membership runs Jan 1 - Dec 31. They are paying ahead. Registrants who are not in our system are prompted to join membership during the registration process. Is there a way to also prompt contacts in our system who are NOT current members AND current members to join/renew during the event registration process?


  • PLYNCH commented  ·   ·  Flag as inappropriate

    We have used a strategy for many years of including a year's membership with the paid attendance of our symposium. With Wild Apricot, I have to manually renewal all atendees. I wish that a field could be added to automatically extend the membership a year.

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