If you are starting a new set of Classes / Courses, say for a new term, and are assuming that attendees of your previous Classes / Courses will be coming again and you want to send a payment request for the new Classes / Courses, follow the process below set-out below.
If you are not assuming those that were on the previous Classes / Courses will be attending again, then it's best to use the 'Copy' feature to create new courses so members/attendees can register via their online account.
The process for renewing is as follows:
- Hover over the 'Subscription Options' menu option on the main menu bar and select either 'Courses' or 'Classes' (they have the same settings so for this example we will use Classes).
- Adjacent to the Class name you would like to renew, click on 'Renew'.
- Rename the Class, edit the cost (if necessary) and select whether you wish to review / edit the other settings of the Class. If you are editing the settings, click on 'Save and finish'. If you choose not to review / edit the settings, click on 'Next'.
- You have two options to renew:
a) Renew all members/attendees in the 'old' Class or
b) Renew only the paid up members/attendess in the 'old' Class.
Those most likely to want to renew are those that have paid for the last Class. Of course, you can choose option A if you have removed all those that did not pay last time. Click on 'Next' after you have made your choice
- Select whether you want to:
a) Schedule the payment requests now
Select this option to generate the payment request(s) now or schedule the request to be sent at a later date.
The options you have when selecting to request payment are described here (the page that loads when you select this option is the same as Financials > Payment request(s) waiting to be scheduled).
If you have scheduled the payment request to go out in the future (ie. not the current date), then the request will appear in the Upcoming Payment Report where you can edit the details further if required.
If you have set the request to go out 'now', details of the payment request will appear in Financials > Payment reports within a few minutes of completing the process.
b) Schedule the payment requests later
Select this option to schedule the payment request another time. When you are ready, you can access the payment requests under Financials > Payment request(s) waiting to be scheduled.
c) No payment request(s) required
Select this option if you want to add members to the Membership Category but not request payment.
After you have sent out the renewal requests to your members/attendees you may wish to delete the old Class (Subscription Options > Class/Course > Delete). Deleting the old Classes will not affect information in the Payment reports. Remember, if you are using the class or course waiting lists, you want to move those in the waiting list over to the new class waiting list before deleting.