Kavi Help CenterKavi® Members Help
| Chapter 25. Membership Expiration | ||
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Part I. Kavi Members Concepts and General Instructions | 
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Table of Contents
When a membership expires, the member is expected to renew their membership so they can continue enjoying member benefits. Membership expiration processes are configurable and different expiration rules can apply to different membership types. Super Admins set expiration rules for each membership type through the Manage Company Membership Types and Manage Individual Membership Types tools. These settings determine whether there is a grace period after a lapsed membership expires before it is archived and whether a lapsed member is deactivated or not.
Figure 25.1. Possible consequences for expired memberships
For each membership type, the organization can choose between one of three possible consequences, or delinquent actions, for members who do not renew.
The organization may give members a grace period after the membership expires before the consequences of expiration are imposed. The grace period is configurable, and varies a lot from organization to organization. Some organizations have no grace period while others provide extended grace periods of up to six months. Most fall between these extremes.
After the grace period expires, consequences of lapsed membership may be imposed. This varies a great deal between different organizations. Open organizations with very low-cost memberships may impose almost no consequences, and leave membership privileges intact for years. Most organizations impose consequences after a reasonable grace period. These consequences include archiving, which removes types and access privileges acquired through membership, and/or deactivation, which revokes member Web site access.
Archiving versus deactivation
- Archiving
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Archiving removes types assigned through membership. For example, if a company acquires a 'Board' membership type and is assigned the 'Board Company' Company Type through membership, the 'Board Company' type is removed when the company's membership is archived. Removing a type removes roles and access conveyed through that type, so revoking this Company Type from the company and revokes the 'member' and 'board' roles from its company representatives. Without these roles, its representatives cannot login to the site.
Although users without types can't login, as long as they remain active they will continue to receive members email, such as messages from the Members mailing list.
- Deactivation
Deactivating an individual member or a member company and its representatives automatically removes them from rosters and mailing lists. Deactivation reduces the burden on administrators and provides a more immediate incentive for members to renew their membership if they want to continue to participate in the organization.
All memberships are eventually archived but the effect on users varies according to a combination of factors, as shown in the following tables.
Table 25.1. Membership Expiration Scenario 1
| Membership renewed before expiration | ||
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| Scenario | Membership A remains current until its expiration date, at which time Membership A's State is set to Archived, Membership B's state is set to Current. | |
| Configuration | NA | |
| Types and Status | All types assigned when Membership A was acquired are removed. Types granted through Membership B are assigned. Status remains Active. | |
| User Access | The user retains basic access to protected areas of the web site. The user may gain or lose access to web site areas, activities and content reserved for certain types of members. | |
| User Visibility and Members List Subscription | Remains on roster and Members subscriber list. | |
Table 25.2. Membership Expiration Scenario 2
| Membership lapses but grace period is in effect | ||
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| Scenario | A membership lapses but the organization has a grace period. The grace period hasn't elapsed yet so the membership hasn't been Archived. | |
| Configuration | The Membership Type has a grace period. | |
| Types and Status | All types assigned when Membership A was acquired remain assigned to this user. Status remains Active. | |
| User Access | During the grace period, the user retains the same level of access as when the membership was current. | |
| User Visibility and Members List Subscription | Remains on roster and Members subscriber list. | |
Table 25.3. Membership Expiration Scenario 3
| Membership is archived, member remains active | ||
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| Scenario | A membership lapses and the membership is archived. This membership type may not have had a grace period or the grace period has elapsed. The member remains active because this membership type doesn't impose deactivation as a consequence for expiration. | |
| Configuration | This membership type isn't deactivated. | |
| Types and Status | All types assigned when Membership A was acquired are revoked from this user when the membership is archived. Status remains Active. | |
| User Access | Because roles and access privileges are conferred through types, this user is unlikely to be able to log into the web site. Some organizations that grant accounts to nonmembers are customized to automatically assign nonmember types to former members and some handle this procedurally by having admins assign these types, but these are exceptions. | |
| User Visibility and Members List Subscription | Remains on roster and Members subscriber list. | |
Table 25.4. Membership Expiration Scenario 4
| Membership is archived, member is deactivated | ||
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| Scenario | A membership lapses and the membership is archived. This membership type may not have had a grace period or the grace period has elapsed. The member is deactivated because this membership type imposes deactivation. | |
| Configuration | This membership type is deactivated. | |
| Types and Status | All types assigned when Membership A was acquired are revoked from this user when the membership is archived and status is set to Inactive. | |
| User Access | An inactive user cannot log into a site. Because this user has been deactivated, access to protected areas of the site is revoked even if the member had types that were assigned independent of their membership. | |
| User Visibility and Members List Subscription | The user is removed from the roster and Members subscriber list. | |
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| Chapter 24. Membership Auto-Renewal |  |
Chapter 26. Scheduled Email |