Jerry Jenkins
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54 votes
We have started analysis for this issue, and it seems that key problem is how Wild Apricot handles level changes close to renewal date. The system is currently designed to collect the full new level amount and set renewal date according to new level renewal policy. All prepaid amounts for old levels are disposed. Moreover, since no prorating occurs, the new level might be effective only for a few days.
As a first step, we suggest to redesign how level change is working and add prorating there:
- Level would be changed immediately, as now
- Remaining portion of old membership level payment will be applied to new level
- For new levels with specific renewal date (e.g. annual levels with renewals Jan 1st) apply the pro-rating settings for new applications:
- Allow member to pay only a pro-rated amount of the new level fee (e.g. six months before renewal…An error occurred while saving the comment Jerry Jenkins
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65 votesJerry Jenkins
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249 votesJerry Jenkins
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98 votesJerry Jenkins
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An error occurred while saving the comment Jerry Jenkins
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The options you mentoned would be great! Especially if we can download/export the list of those who meet the criteria. In our case, we have several invalid emails in the system and would like to fix these. Having the list of those not opened will be used as a means of helping us spread out the work of contacting the members to get updates to our database. With a large group like ours, it is extremely difficult to work without being able to export the list.
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45 votesJerry Jenkins
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An error occurred while saving the comment Jerry Jenkins
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We have found the grandularity of the Administrators to be lacking in several areas. But related to the Treasurer, it is non-existant. Our membership admin keeps up with membership and collects the monies and reports them to the treasurer. In our case, the treasurer never touches the monies, not does he/she have any responsiblity over the membership and member data. In an organization the size of ours (over 2000 members) separation of duties is imperative to pass our audits.
In our case, the membership admin verifies the member application, accepts the payments and deposits the monies (similar role is anticipated in online payments - just more of a reporting role) Reports are prepared and sent to the Treasurer monthly.
The treasurer then compares the reported income from membership to the deposits made in the bank accounts. The treasurer role is more like a read only version of the membership admin as it is currently defined. The way we've had to implement currently is give much more authority to individuals than is desired or needed in order to allow each role to be able to function.
We have the above need, and also other issues with member levels and renewals.
The issue we have falls into the category that others mention - free first year dues etc. If the member level had the ability to have a first year dues (which could include initiation fees) and a different renewal fee, the issue would be resolved.
Also, we have members who wish to renew for multiple years. The only way to do that currently is for them to issue the member renewal multiple times. We've had a few figure this out, but it's not very intuitive and certainly not straight forward. The better way would be for WA to have an option to allow for x number of renewals with the member being able to select how many periods they wish to renew for at the time they renew. The invoice would then be calculated based on the annual renewal fee and the member has complete control without involving our volunteer staff to make the changes via admin privileges.
The other issue we have which others have expressed concerns about. (Dimity has even commented to me that this is something that needs to be addresses) is the issue of changing member levels. We have some levels that members should not be able to change to and others where they should be able to do so. The issue is the next renewal date is not calculated correctly. It assumes the member level being changed to starts all over. In our case a member could be paid through 1/1/18 and when the level is changed, it reverts to a new renewal date of 1/1/17 rather than keeping the same date it had. As a result having the ability for a member to change levels creates a serious problem. This even happens when an admin changes the level is a constant source of errors and double checking manually to keep things straight. With a large club, this defeats many of the benefits of using WA in the first place for member management.
We just need WA to offer more flexibility in the primary area that we use the site for in the first place - Member Management.