Managing Memberships In Smartspace

The Smartspace membership Management module is a complete solution for online membership sales and management.

This document provides the basics on how website administrators create and manage memberships for individuals within Smartspace

Please note that membership is different to registration. If you register someone in the Smartspace website database, you register their personal details and they remain registered permanently, unless you delete them.

Membership, on the other hand is a separate record which is attached to a registration and is usually time based (although it can also be visit based). Memberships come and go, meaning they need to be renewed periodically.

Creating A Membership

This section assumes that:

• An individual has been already registered into the system
• More on individual registration
• A membership is available to be assigned to individuals
• More on creating Membership Types (video)

Navigate to Database Manager and select a person from either the search list or the Individual Selections list

• Click on the Membership Details action bar
• Click Create New under Recent History
• Select the Type of membership you wish to assign to the individual and click Next
• Make the appropriate selections (selections will vary depending on the Membership Type setup), then click Next
  • This creates the membership and assigns it to the individual
• Ensure that the payment details are correct, they process the selected records accordingly
  • The records you wish to process need to be ticked
• The membership has been created and the payment recorded

Managing Memberships

The membership record is summarised in the Individual record under Membership Details

• Depending on your setup, you may be able to mark a record as processed or print a card
  • You can use your own internal systems to assign importance to these flags
  • Card printing requires extra configuration - contact Smartspace if you require cards - a card setup fee applies
• You can use Global Reports > Standard Reports to get detailed reports on your members
  • See more here about reports

Carry Forward Memberships

You can easily carry forward memberships from any period to save processing time for the new membership period

• Go to Database Manager > Memberships > Bulk Renewal
• Fill out the form noting that the Date From and Date To date is the time period in which the memberships will expire and need to be renewed
• Pending records are created, with the previous payment system applied to the new memberships
• If Auto payments are configured into the system and payments are made at the start of the membership period, you should carry out this process prior to membership expiry
• You can delete abandoned Pending Memberships by running a Membership Report and selecting "Pending Records" as one of the filters.
  • This provides selections to delete all Pending records

Deleting and Suspending Memberships

Depending on the configuration of the Membership Manager, you may be able to delete, suspend or terminate a membership record

• Go to an individuals summary page via the search field or the Individual Selections selector
• Click on Membership Details action bar
• Click on the Membership Name at the top of the appropriate membership summary
• Check the appropriate boxes to carry out the required functions
  • Note that if you delete a record it and any associated payment records will be deleted permanently.
  • When a record is terminated, it can be revived with the same details from the original membership
  • When a record is suspended, the membership End Date get advanced for a period equal to the suspension period up to a limit set up in the Membership Settings