Membership Lifecycle

Follow the complete membership workflow from application and approval to fees, renewal, grace period, and expiry.

Overview

This guide connects the Association membership screens into one end-to-end process.

1. Configure membership

  1. Complete the association profile and branches or units.
  2. Create active membership plans with type, registration fee, recurring fee, billing frequency, validity in months, and grace period in days.
  3. Confirm the users responsible for application review and fee collection.

2. Receive and review an application

  1. Create or open the application.
  2. Verify identity, contact information, requested plan, and branch.
  3. Request missing information when needed.
  4. Approve an eligible application or reject it with a reason.

Approval creates an Active member. The member reference is also stored as the barcode. If the application includes a plan, it also creates the membership period as Pending payment. Registration and recurring fees are created only when those plan amounts are greater than zero.

Approval does not check for an existing member with the same email, phone, or ID. Review those details yourself before you approve.

3. Complete the member profile

  1. Open the member record created or selected by the onboarding process.
  2. Complete personal, contact, qualification, emergency, and address details.
  3. Confirm the member reference and barcode.
  4. Assign the branch or unit and membership dates.
  5. Open the member wallet if shared client-wallet functions are required.

4. Create and collect fees

  1. Create the fee and choose Registration, Recurring, Renewal, or Late fee.
  2. Confirm member, plan, period, amount, discount, and due date.
  3. Upload the residence permit and passport copies, and record the health-insurance policy number, expiry date, and company when required.
  4. Select Pay and record the amount, payment method, and reference.
  5. Print the generated receipt.

Pay is available while the fee is Pending or Partial. A partial payment leaves the fee in Partial status; continue payments until it becomes Paid.

Full payment also sets the membership to Active, and moves an Applicant, Pending payment, or Expired member back to Active.

5. Renew or expire membership

  1. Select Generate renewals when the next period is due.
  2. Review generated fees for duplicates and correct periods.
  3. Collect renewal payments.
  4. Run Expiry sweep to expire memberships whose end date plus the plan grace period has passed. The member also becomes Expired only if that member is currently Active and no other active membership remains.
  5. Follow up Expired members from the Members register and Upcoming renewals reports.

Generate renewals covers Active memberships whose end date is on or before today plus 30 days. That includes memberships that are already past their end date if they are still Active. A membership that already has a Pending or Partial renewal fee is skipped.

The sweep only produces the Expired status. It does not change a member who is already Suspended or in another non-active status. Grace remains a manual member status for organizations that track the grace period explicitly.

Renewal payment does not currently extend the member or membership expiry date automatically. Review and update the dates before the next renewal cycle.

Membership Lifecycle - RedERP User Guide