Kavi Help CenterKaviŪ Members Help
| Chapter 80. Renew an Individual Membership | ||
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Part VIII. Kavi Members Admin Tools | 
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Table of Contents
Use the Renew an Individual Membership tool to renew memberships for individuals. The membership being renewed is usually current, but expired memberships can also be renewed. The new membership type doesn't have to be the same type as the old membership. You may opt to send the membership through the normal automated membership process or manually set a specific start date, or expedite any moderation or billing steps.
If the membership being renewed (old membership) has expired, the renewed membership (new membership) may go current immediately (assuming it is automatically or manually approved). If the company and its representatives were deactivated or had site access privileges revoked through removal of types, site access will be restored as soon as the renewed membership becomes current.
Back to topUse the options displayed on the forms to renew an individual's membership.
Note
Depending on the path you took to this page, the Search and Select steps may have been accomplished through another tool, in which case you will not see the forms described in these first two steps.
Search for a user or set of users by setting any or all of the optional fields to refine the search criteria. When you are finished setting the search criteria, press Search. For faster searches, set multiple search criteria to retrieve a narrowed set of results. When multiple search fields are set, the results only include users who match all search criteria. If your search doesn't retrieve the results you need, use the Back button to return to the search step and reset the search parameters to retrieve a slightly larger set of records (e.g., search by partial name instead of full name). To view all available users, you may leave all search fields set to their default values, but searches that retrieve a large number of records are inherently slower than searches that retrieve a small number of records.
Options:
- Name or Email
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Enter a full or partial value for the first name, last name, full name, username or email address of the user whose information you want to view, or leave this field blank to see all users who meet your search criteria. To increase the number of potential matches, expand the search by entering a partial value in this field and consider leaving other search fields set to the default values. To reduce the number of potential matches, provide more complete values in this field and consider setting other fields to further restrict the search.
Because the Kavi Members search functionality can perform partial matches, it is flexible and can serve many purposes. Here are a few examples:
Want to find all users who share an email domain? Enter just the domain portion of the email address.
Unable to find a user by name or email address? Perhaps it has been misspelled. Enter the first few letters of the name or email address and try the search again.
Not sure if the person for whom you are searching is named Dan Johnson or John Danson? Try entering 'Dan'—or 'John'—to find this individual.
- Membership Type
Set this value to search for a particular membership type. If set to the default value, 'Any Membership Type', the results will not be restricted by membership type.
- Membership State
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Set this value to search for a particular membership state. If set to the default value, 'Any Membership State', the results will not be restricted by membership state.
The membership state may be one of the following default values:
- Pending Bill Payment
Select this membership state to find memberships that are pending because the membership fee has not yet been paid. This option only applies to fee-based membership types on sites where KaviŪ Billing is installed.
- Pending Moderation
Select this membership state to find memberships awaiting moderation. This option only applies to moderated membership types.
- Pending Start Date
Select this membership state to find approved memberships that are awaiting their start dates.
- Pending Prerequisites
Select this membership state to find memberships that are on hold due to pending prerequisites.
- Current
Select this setting if you want to find current memberships.
- Expired
Select this setting if you want only expired memberships to be displayed.
- Archived
Select this setting if you only want to view memberships that have been archived.
- Denied
Select this setting if you only want to see memberships that have been denied.
- Start Date
Set these fields to search for memberships by start date. Select whether you want to search for memberships where the start date occurs exactly on, before, or after the date you set.
- Expiration Date
Set these fields to search for memberships by expiration date. Select whether you want to search for memberships where the expiration date occurs exactly on, before, or after the date you set.
Select the new membership type. This can be the same as the membership type being renewed or a different membership type.
Review information about this individual's existing membership, including the name of the membership type and the dates of the membership term, where applicable. Select the new membership from a list of membership types available for renewal (the matching type is preselected in the list if this type is available).
Options:
- Renew a Membership
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Review information about the membership selected for renewal.
- Member's Name
The name of the individual whose membership is to be renewed.
- Existing Membership
The type of the existing membership, plus the membership term.
- Available Memberships
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Select from the available membership types. By default, this is set to renew with the same membership type. The default start date is displayed. You may specify a start date for this membership or leave it set to the default date to have this set automatically when the membership passes any billing or moderation steps and is approved.
- Membership Type
The name of the membership type.
- Fee
If KaviŪ Billing is installed and this membership type has a fee, then the fee for this membership will be displayed in this field.
- Duration
The length of time that the membership term lasts. If this membership type has Fixed Dates, the standard membership term appears in this field. If 'Auto-renewing' appears in parentheses, this membership type is set to auto-renew.
- Select
Click to select the type of membership this individual wants to renew. This may be the same as the old membership or not.
- Start Date
Leave these values set to their defaults to have the Start Date set automatically when the membership is approved and goes current. You can manually set the Start Date to a specific date if you want to override the date that would have been set automatically.
Use this page to review and manage the membership renewal process. If this is a moderated or fee-based membership, you may allow the membership to be sent through the normal membership renewal process or automatically approve the membership to bypass the moderation and billing steps. Bypassing the billing step merely allows the membership to enter the 'current' state on the start date, regardless of whether any bill for membership fees has been paid or not. It doesn't affect the bill or balance due. When you are satisfied with the results, click Save.
Options:
- Member's Name
The name of the individual whose membership is to be renewed.
- Existing Membership
The name and term of the old membership.
- Membership Type
The name, start date and term of the new membership.
- Moderation
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These options will be displayed if this is a moderated membership type. Select whether you would like all selected memberships to be automatically approved or to go through the usual moderation process.
- Yes, automatically approve this member
Set this option if you would like to automatically approve all selected memberships at this time.
- No, put this member in the moderation queue
Set this option put all selected memberships through the usual moderation process.
- Billing
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If KaviŪ Billing is installed and this is a fee-based membership type, the following default options may be presented, along with any other applicable payment methods specific to your site's configuration:
- 'Yes, issue a bill for this member to pay'
Select this option if you would like this membership to go through the regular billing process.
- 'No receipt needed. Add this member without issuing a bill.'
Select this option if you would like to skip the billing process.
- Send Email
- Send all email notifications
If this is selected, all scheduled email notifications for this event will go out.
- Do NOT send any email
Use this setting to suppress scheduled email so that no email notification will go out.
- Activity Note
Add a free-text comment to this user's Activity History. This note is part of this user's permanent record, is visible to administrators only, and can be viewed through the User Activity History tool.
You have just renewed this user's membership and the information is displayed for you to review. This membership is probably in a pending state, as indicated in the 'Membership State' field. If you would like to see whether automated email notification of this membership renewal is scheduled, see the View Email Schedule tool.
Fields include:
- Member's Name
The name of the individual whose membership is to be renewed.
- Existing Membership
The name and term of the old membership.
- New Memberships
- Membership Type
The name of the membership type for the renewed membership.
- Term
The term of this membership, as defined by the date the membership became effective (i.e., 'Start Date') and the date it expires (i.e., 'End Date'). If this is a lifetime membership, the second value in the pair will be 'Lifetime', rather than a specific date.
- Bill
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If KaviŪ Billing is installed and this membership type has a fee, then the billing information for this membership is displayed in this field:
The status of the bill, as defined in Kavi Billing. This can be one of several default values.
The amount of the membership fee.
The Complete Payment link is displayed if payment is pending. Click this link to complete the payment process.
- Membership State
The state of this membership in the membership workflow process (e.g., 'current', 'archived', 'pending moderation', etc.).
- Membership Status Page
Click the Public Membership Status Page link to access the page that persistently displays the status of this membership renewal. You can provide this URL to the member or bookmark it yourself for confirmation and troubleshooting purposes.
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| Chapter 79. Edit an Individual Membership |  |
Chapter 81. Replace an Individual Membership |