Introduction:
This guide explains how to update members to a new membership plan when implementing a price increase. Following this process ensures billing stays aligned with the member’s cycle and avoids duplicate or missed charges.
Process Description:
The objective of this process is to cancel the member’s current plan at the end of their billing cycle and start them on a new plan at the updated price without disrupting their membership access. This is important to keep billing accurate, maintain a smooth member experience, and ensure all payments are collected at the correct rate.
Prerequisites:
Administrative access to create, edit, and cancel membership plans.
Knowledge of each member’s billing cycle and next bill date.
Decision on the new membership price and naming convention.
Gathering Materials/Resources:
Confirm the updated membership pricing and details (name, benefits, start date).
Collect a list of all members who need to be transitioned to the new plan.
Step-by-Step Instructions:
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Create the New Membership Plan
Go to Operational>Plan Management.
Click +Add New Plan
Set up a new plan with the updated price.
Clearly label the plan (e.g., “New,” “2025,” “2026”) to differentiate it from older versions.
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Cancel the Current Membership
Open the member’s profile and open the Memberships and Payments tab.
Locate their current membership and check the next bill date.
Click the three dots to the right of the plan name and select the Cancel option.
Cancel the membership effective the last day of the current billing cycle (e.g., if the next bill date is October 1, set the cancellation date to September 30).
This ensures no additional bills are generated under the old pricing.
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Start the New Membership
Add the new membership plan to the member’s profile.
Set the start date to match the first day of the next billing cycle (e.g., October 1).
Confirm the member’s billing reflects the correct price and schedule.
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Repeat for Each Member
This process must be completed manually for each member who needs to be transitioned.
Tips and Best Practices:
Consider labeling the new plan with the year (e.g., “2025 Membership”) to make future transitions easier.
Communicate the price change to members ahead of time to avoid confusion or surprise charges.
Keep a checklist of members to ensure no one is missed during the transition.
Next Steps:
Monitor billing after the transition date to confirm charges are processed correctly.
Follow up with members if any billing issues occur.
Archive or deactivate old plans once all members have been transitioned.
Additional Information:
Why Can’t I Edit a Membership Plan?
How do we use the Membership Table on the Memberships & Payments screen?