Managing Membership

A Brief Overview

Yoga allows you to manage various membership levels, renewals, payments, and assign users to groups based on membership level and status. This allows you to publish content to specific members on your website.

Membership levels and membership status are customized for your website, so the information below will generally apply to your members, but your configuration may vary.

Membership Assignment Methods

Memberships can be assigned in one of two ways . Depending on your needs for membership management, one or both of the following methods may be used.

1. Direct Memberships
   In this situation, memberships are assigned directly to individuals. Each individual would have the permissions, groups, and access assigned to them via the membership status or level

2. Shared Memberships
   In this situation, memberships are assigned to organizations and then based on relationships to the organization, individual users benefit from the organizations membership level and status.

A Word about Membership Status

Membership status is assigned automatically based on payment history. Generally the following membership status types are available, though the rules governing how they are applied are configured specifically for your situation.

• The following status types will always be marked as current memberships

  • New: Based on rules, this is a new membership

  • Current: This membership is current and paid to date

  • Grace: This membership was current, however the membership payment has not been applied or the membership has not yet been renewed.

  • Pending: This membership is waiting to be completed. Generally this means that the payment has not yet been applied.

  • Comp: This membership is always marked as current no matter what rules or payment history are applied.: This membership is always marked as current no matter what rules or payment history are applied.

• The following status rules will not be marked as current memberships

  • Expired: This membership has expired. Either they payment has not been applied yet or the membership has not been renewed, and the grace period has passed

  • Cancelled: This membership has been cancelled

  • Deceased: This membership is no longer valid as the user is deceased

Assigning or Modifying Memberships: Step-by-step guide

1. Click on the “People” tab in the main navigation

2. Search for and click the name of the organization or individual you would like to assign a membership to, then click on the “memberships” link. Alternatively if you are currently working within the users profile, you may click on the “Memberships” link on the left navigation.

3. Under “Add”, click on “Membership”. Alternatively, you can edit any membership by clicking the membership title and then clicking the “edit” link.

4. Enter the following information

   1. Membership Organization: This is the membership owner. Generally you will only have one organization listed.

   2. Membership Type: You may have one or more membership types configured for your website.

   3. Status: By default, this will be set to “Automatic”, which will set the membership status based on rules and payment history.

   4. Join Date: The first date the user became a member

   5. Start Date: The starting date of this membership
      Note: This date may automatically change based on membership rules.

   6. End Date: The end date for this membership
      Note: This date may automatically change based on membership rules.

5. Click the “Save” button at the top of the page to save the membership.

Renewing Memberships

Memberships are renewed by simply recording a new payment. There is no need to create a new membership. This will only create confusion and duplicate membership records.

See Recording Payments for information on how to update or record payment history and renew memberships

Merging Memberships

Sometimes multiple memberships may have been created of the same membership type for the same user. This most often happens when a user creates a new membership in the admin instead of renewing a membership by recording a payment.

If this is the case, you can simply merge the memberships.

Please note that it is possible for users to hold multiple memberships from various organizations. It is important to not merge these. However, if two memberships are the same type of membership and belong to the same user, you can safely merge these memberships.

1. Click on the “People” tab in the main navigation

2. Search for and click the name of the organization or individual you would like to merge membership within, then click on the “memberships” link. Alternatively if you are currently working within the users profile, you may click on the “Memberships” link on the left navigation.

3. While viewing all active memberships, select the checkbox on the far right of each membership that you want to merge.

4. Click on the “tools” icon (3 vertical dots) above the check boxes in the results table.

5. Click “Merge Memberships” in the drop down menu

6. The resulting screen will list all memberships to be merged

7. Click the “Merge Memberships” button to merge the memberships.

1. WARNING! This cannot be undone.

What will happen when I merge memberships?

When memberships are merged, all recorded payments are assigned to the one resulting membership and the membership status is re-calculated based on the membership start date as well as payment history. Please review the membership after it was merged and adjust if necessary.

All remaining memberships from the merge will be deleted.