Membership configuration

Membership configuration is where default settings are defined for the Membership module of the agency websites.

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Properties

Membership Usage Fees

Auto Renewal

Default Settings

Scanning Sounds

Entry Screening

Location

Administration > Membership Settings > Configuration

Modifying

On the Membership Configuration page, you will find the following fields, with the option to Save the record at the bottom of the page:

Name of Field Type Description

Properties
Assign Pass # Dropdown List

The default method of assigning pass numbers, as selected from two options:

  • System-wide: Unique pass numbers will be automatically assigned by the system at the time a pass is sold.

  • Prompt: A temporary pass number will be assigned at the time a pass if sold. When in Pass Production, the user will be prompted to enter a pass number. An agency using pre-printed barcode numbers would select the Prompt option to allow for entry of a pass number at the time of sale.

 
Note that this default may be changed for specific packages at the package level.

Pass # Length

Numeric

Enter the length of pass numbers to be produced.

 

Pass numbers will be left-padded.

 

For example: the pass # for the 12th pass will appear as 000012.

 

Notes:

  • The default for this field is 9.

  • The minimum character length is 4 characters and the maximum length allowed is 22 characters.

 

Required.

Pass Number Prefix (included in length)

Numeric

Prefix assigned to the pass number.

 

A prefix can be assigned to ensure that the access control authentication will only accept memberships that are issued form your agency.

 

This ensures that customers with memberships from other agencies in your are will not be validated using the incorrect card.

 

Note that Setting a prefix will not change the pass number of existing passes.

 

For example: If a customer already has a pass, for example: 000542; assigning a prefix in  the system will not change their pass number in the database from 000542 to abc000542. If the same customer is issued a new pass and a prefix is assigned; they will get a pass that looks like this: abc000543.  When they swipe the 000542 pass, it is still valid because it matches with what exists in the database.
Allow Renewal up to __ days past expiration Numeric The number of days after membership expiration that pass renewal will still be allowed.
Allow Online Renewal for 'Hide on Internet' Packages? Checkbox Option to allow customers to view and renew their existing membership packages on the public access site, even if the membership package has the Hide on Internet option selected.
 
Select this option if you want all new membership package sales to go through staff but also want to allow customers to renew their own packages themselves on the public access site.
Hide Standard Fee Online Checkbox Option to hide the standard fee column the following CUI pages:
  • CUI > Memberships > Memberships List
  • CUI > Memberships > Memberships Detail
  • CUI > Memberships > Quick View
  • CUI > Memberships > Membership purchase/renew workflow
Force Primary Member's Customer Type to be: Checkbox Option to enforce a strict link between the primary membership holder in a family and a specific customer type.
 
This option is intended for organizations that use a specific customer type to indicate the primary customer in a family account and that require the primary customer in the family to also be the primary membership holder.
 
To enforce this link:

  • Select Force Primary Member's Customer Type to be:

  • Select the primary customer type to automatically link to the primary membership holder.

Y-Market Functions
Retention Period Numeric Customers must renew their valid membership after expiration or purchase a new valid membership after cancellation within this retention period in order to be considered retained.

Membership Usage Fees
Enable Usage Fee? Checkbox Allow usage fees for membership packages.
Grace Period Numeric The number of months and/or days after a customer's most recent package expires or is withdrawn before a new usage fee is charged.
Allow Grace Period For Usage Fee Following Withdrawal Checkbox Specify whether the grace period above will apply following a withdrawal.
 
The grace period will begin on the effective date of the withdrawal.
Apply New Usage Fee after Grace Period Checkbox If the grace period expires, specify how much of the usage fee will be paid for by customers:
 
To charge the full amount of the applicable usage fee (without any credit for previous usage fees paid) when a package is sold to a previous member after the end of the grace period, select this checkbox.
 
If you leave this checkbox disabled, and if the new usage fee is not greater than the old usage fee, then the usage fee will not be charged even if the grace period has expired. Customers will only have to pay the difference between the new usage fee and the usage fee that they have already paid for if the new usage fee is greater than the old fee.

Auto Renewal
Daily Renewal Run Time Time The time of day when the auto renewal process will occur.
If auto-payment fails: Radio buttons Choose one of the following:
 
Prevent auto-renewal - To prevent a membership package from auto-renewing if the automatic payment is not successful, select this option.
 
Renew successfully and place balance to customer account - To allow a membership package to auto-renew if the automatic payment is not successful, select this option. If an automatic payment fails, the payment balance will be placed on the customer's account.

Auto re-attempt failed renewal payments (every 5 days, maximum of 3 times)

 Checkbox Select this option if you want ACTIVE Net to automatically attempt to process failed scheduled credit card payments for memberships an additional three times after the first payment fails. The re-attempts occur at 120-hour intervals.
  
If the failed scheduled payment has a backup form of payment, then ACTIVE Net will attempt the backup payment type. If both the main payment type and the backup payment type fail, then ACTIVE Net will begin re-attempting payments after 120 hours. Each re-attempt will attempt first the primary payment type and then the backup payment type (if the primary type fails).
 
The membership status remains active during the period when the payment is being reattempted.
Email successfully renewed customers Checkbox Option to automatically email a customer when an automatic renewal transaction has been processed successfully.

 

Click the Change Email Details link to change email information.
Email failed renewal customers Checkbox Option to automatically email a customer when an automatic renewal transaction fails to process successfully.

 

Click the Change Email Details link to change email information.
Prevent auto-renewal if customer owes __ or more and the balance has been owing for __ days or more Checkbox/Numeric Option to disallow auto-renewal of a pass if the customer has an outstanding account balance that is equal to or greater than the amount specified and the balance has been due for the specified number of days or more.
Warn attendant if customer owes __ or more and the balance has been owing for __ days or more Checkbox/Numeric/Text Option to warn the staff if the customer has an outstanding account balance that is equal to or greater than the amount specified and the balance has been due for the specified number of days or more.
 
If selected, the text entered will be displayed on the staff member's screen.

Default Settings

Default Search Criteria
Status Dropdown list Set the default search status for membership packages:

  • Open: This package will appear in the list of packages available to be sold. Active packages should be given a status of Open.

  • Closed: This package will not appear in the list of packages available to be sold. Packages which are no longer offered for sale should be given a status of Closed.

 

Required.
Entry Point Dropdown list Set the default entry point for membership package searches.
 
Entry points are the physical locations where membership passes can be scanned.
 
They allow you to track and report on membership usage at a particular location.
 
You can select an entry point from the dropdown list.

Default Settings for New Package
Assign Pass # Dropdown list The method of assigning pass numbers selected from two options:

  • System-wide: Unique pass numbers will be automatically assigned by the system at the time a pass is sold.

  • Prompt: A temporary pass number will be assigned at the time a pass if sold; When in Pass Production, the user will be prompted to enter a pass number. An agency using pre-printed barcode numbers would select the Prompt option to allow for entry of a pass number at the time of sale.

 

Required.
Status Dropdown list The status of the package selected from two options:

  • Open: This package will appear in the list of packages available to be sold. Active packages should be given a status of Open.

  • Closed: This package will not appear in the list of packages available to be sold. Packages which are no longer offered for sale should be given a status of Closed.

 

Required.
Cancellation Options Dropdown list Possible cancellation options, as selected from the following:

  • Allow refunds - cancel immediately: Refunds are allowed and the membership is cancelled immediately.

  • No refunds - cancel immediately: Membership is cancelled immediately but no refunds are allowed.

  • Allow refunds - cancel on expiration date: Refunds are allowed but the membership is only cancelled on expiration date.

  • No refunds - cancel on expiration date: No refunds are allowed and membership is only cancelled on expiration date.

  • One more renew period - cancel on expiration date: When staff cancels a membership, the membership package will first be renewed for one more renewal period. It will be canceled on the expiration date of that renewal period.
Renewable Membership? Checkbox Option to determine if this package will be available for renewal either through the admin or the public sites.
 
Packages that do not have renewable option selected will only be available for new pass sale not membership renewal.
Qualifies for "if member" fees? Checkbox Option to make members with this package eligible for member rates where the fee condition is "if member".
Qualifies for Member Registration Date? Checkbox If you select this option, members who have this package are qualified to register during the member registration date range set for a certain activity.
Available as Prerequisite? Checkbox Option to denote this package as a possible prerequisite for membership in other packages or enrolment in activities.

 

This option also prevents publication of asset records for the package.
Automatically Allocate to Immediate Family members? Checkbox Option to automatically allocate this package to immediate family members.
Disable Usage Fee on Transfers? Checkbox Leave this option unchecked if you want to continue charging usage fees upon membership transfers.
 
Select this option if you want the following:

  • If there was no usage fee associated with the membership during the initial sale but during the transfer process there is a usage fee associated with the transfer out membership and the usage fee is same as the usage fee associated with the transfer in membership, then the known usage fee shall not apply.

  • If there was a usage fee associated with the membership during the initial sale, but the usage fee was not charged, then during the transfer process, the usage fee associated with the transfer in membership shall not apply.

  • If there was a usage fee associated with the membership during the initial sale, and if during the transfer process the usage fee associated with the transfer out membership is the same as the usage fee associated with the transfer in membership but the usage fee amount has been changed, then the usage fee shall be considered as paid and there will not be an additional charge or refund.

  • If there was a usage fee associated with the membership during the initial sale, and if during the transfer process the usage fee associated with the transfer out membership is different from the usage fee associated with the transfer in membership, then the usage fee associated with the transfer in membership shall be considered as paid and not charged.
Disable Usage Fee on Renewals? Checkbox Leave this option unchecked if you want to continue charging usage fees upon membership renewals.
   
Select this option if you want the following:

  • If there was no usage fee associated with the membership during the initial sale, then the usage fee will not apply during the renewal process.

  • If there was a usage fee associated with the membership during the initial sale but the usage fee was not charged at the time, then the usage fee will not apply during the renewal process.

  • If there was a usage fee associated with the membership during the initial sale, and if the usage fee amount has been changed between the initial sale and the renewal process, then the difference shall not be charged or refunded.

Note: If the Apply New Usage Fee after Grace Period option is checked and the renewal is after the grace period, then the new amount shall apply.

  • If there was a usage fee associated with the membership during the initial sale transaction and the usage fee has been changed to a different one between the initial sale and the renewal process, then the new usage fee shall be considered as paid and not charged.

Note: If the Apply New Usage Fee after Grace Period option is checked and the renewal is after the grace period, then the new usage fee shall apply.
Show System-generated Price Online Checkbox

Select this checkbox (seleced by default) to allow consumers in the CUI to view a detailed breakdown of the membership package’s fees.
Show Scholarship Online Checkbox

Select this checkbox (seleced by default) to allow consumers in the CUI to view scholarship contributions in the above detailed breakdown of the membership package’s fees.

 

Selectable only if the above Show System-generated Price Online is selected.

Default Settings for ACTIVE Net Captivate
Entry Point Dropdown list Set the default entry point for the ACTIVE Net Captivate app.
  
Entry points are the physical locations where membership passes can be scanned.
  
Select the required default entry point for the ACTIVE Net Captivate app from the dropdown list.

Scanning Sounds
Enable Membership Scanning Sounds? Checkbox

To play sounds when one or more predefined events occur during a membership scan, select this option.
Birthday Alert Dropdown list Select a sound to play when a member scans a membership pass on his or her birthdate.
 
No sounds play if the member does not have a birthdate defined.
Staff or Customer Notes Alert Dropdown list Select a sound to play when a member scans a membership pass that has either staff notes or customer notes associated with it (notes that have been entered during the Membership Fees step of the membership sale).
Pass at Last Use Dropdown list Select a sound to play when a member scans a membership pass that has no further uses available after the current scan.
Pass Debit Balance Greater Than amount Numeric/Dropdown list Select a sound to play when a member who has a debit balance that is equal to or greater than this amount scans a membership pass.
Pass Expiry within number Days Numeric/Dropdown list Select a sound to play when a member scans a membership pass and when the number of days until the pass' expiry date is equal or less than this number.
Pass Invalid Dropdown list Select a sound to play when a member scans a membership pass that is not valid at the scanning workstation.
Pass Multiple Select Dropdown list Select a sound to play when a member has more than one membership pass that is valid at the scanning workstation.
Pass Scanned Same Day Dropdown list Select a sound to play when a member scans a membership pass that was scanned at the scanning workstation previously on the same day.
Pass Valid Dropdown list Select a sound to play when a member scans a membership pass that is valid at the scanning workstation.

Entry Screening

For improved customer management, ACTIVENet provides a temperature screening (entry screening) solution, which allows staff users to screen customers using a temperature screening device before admitting them into a facility.

To enable the Temperature Screening feature, please contact your Account Manager. This section is displayed only if the Temperature Screening feature is enabled.

Enable Entry Screening Checkbox Option to enable entry screening.
Fail Screening Above Numeric In the Fail Screening Above section, select the required unit and enter the value above which to fail screenings. The entered value and unit will then be displayed for reference on the Pass Validation screen.
For better accuracy, it is recommended to set the unit to °F.
This section is display only when the Enable Entry Screening setting is selected.

 

On the Email Details for Successful Auto Renewal or Email Details for Failed Auto Renewal page, you will find the following input fields with the option to Save at the bottom of the page:

Name of Field Type Description
Name From Text Name of the person or organization sending the email.
Address From Text Email address of the person or organization sending the email.
Bcc Text Enter Blind Carbon Copy email addresses (i.e. those that are hidden when customers receive the email).
Subject Text Text Text that appears in the Subject line of the email.
Opening Body Text Text Text that appears in the first half of the body of the email.
Include Payment Details Checkbox Option to include payment details in the email.
 
If selected, payment details are displayed after the Opening Body Text.
 
If not selected, only the Opening Body Text and Closing Body Text are included in the email.
Closing Body Text Text Text that appears in the last half of the body of the email.

Related topics

Return to Membership Settings