Membership Renewals

renewal terms members with annual memberships will automatically receive a renewal email prior to term end and will need to manually submit payment to renew their membership each year members with monthly memberships will auto renew each month they can cancel their next renewal at any time if the original membership plan includes a finite number for the "discounted tickets allowed per member code" and the member has not redeemed all available tickets by the term end date, they will not roll over to the renewed membership monthly membership payments here's more information about how payments work for monthly members monthly members are set for automatic renewals to the payment method on file in their account they can visit their membership update page, and update their payment method at any time members can cancel their account at any time there are no pro rated refunds for unused time if a member cancels, and the "ban duration" setting is filled out, the cancel button will warn them how long they will be banned before they can sign up for the same membership plan again the cancellation email will also inform them how long they are banned from that plan if a monthly payment fails, the customer will be notified via email to update their payment method stripe will automatically retry the card several times before cancelling the membership if the ban duration option is enabled, it will also apply when a membership is cancelled for failed payments monthly members cannot pay via cash or check renewal settings (annual only) for annual membership plans, you can customize the renewal reminder message , plans offered at renewal and the renewal page intro for the associated plan in the renewal settings section the renewal reminder message field allows you to customize the message the recipient will see in their reminder email the plans offered at renewal field let's you select other annual plans you'd like to offer as alternatives to the member's current plan the current plan will be preselected in the admin the renewal page intro field allows you to customize the text that will appear above the plans you're offering you can use this field to promote new or existing plans, explain why their current plan is no longer available or preemptively thank the customer for renewing their plan reminder emails (annual only) a reminder email will be automatically sent to current members to provide them with a renewal link to renew their membership for another year and keep their original member code you can edit the language of the renewal email for each membership plan by going to the membership plan details in the admin > renewal reminder message if you'd like to prevent a renewal message from being sent for any particular membership plan, simply leave this field blank you can set how many days prior to their membership term end you want the renewal email to be sent by going to settings > theater setup > memberships > "number of days before membership term end to send renewal reminder email" you can set up to 5 numbers separated by commas for example, set this field to 14,7 to send a reminder both 14 and 7 days before term end the content of the reminder email will remain the same except for the number of days before term end renewal scheduling (annual only) if a member renews their membership before it expires, their membership will be scheduled for renewal on their current term end date they will receive a payment confirmation, and then a second confirmation when the renewal happens upon renewal, their new term end date will be extended 365 days from their current term end date if they renew after their membership has already expired, their membership will renew immediately, and their new term end date will be 365 days from when they paid for the renewal renewals at box office (annual only) if you sell annual memberships in the top left dropdown of the box office app, you will see a memberships option, which will pull up a renew annual membership button that can be selected to look up a member by their last name, email, or member code and add their renewal to the order for completion with an in person payment memberships that are not expired yet, as well as expired memberships, are eligible for renewal for cinemas with multiple locations memberships can only be renewed at the location where they were initially purchased or imported a membership renewal must be its own transaction and cannot be combined with ticket, concession, or gift card purchases an email confirmation will be automatically sent to the member when the transaction is completed change membership plan on renewal (annual only) if a member would like to change their annual plan to a different annual plan upon renewal, they can do so for more information, see change membership plan on renewal cash or check renewals in admin (annual only) we do offer the option for your customers to renew using cash or check for annual membership renewals only, in addition to credit card payments while credit card renewals can be done by the customer, cash or check payments must be done by an admin here's how an admin can renew your customer's membership using cash or check payments login to your theater dashboard navigate to memberships then click purchased locate the member and make note of their member id and email address hover over the member id and click the renew link that displays below it will open the renewal page when you scroll down on the member renewal page, you'll notice the payment options click on the actual "credit card" drop down option and you'll see "cash" displays as well the dropdown is only visible to logged in users your customers won't see these options only logged in filmbot accounts have the option to pay or renew by cash process the renewal as cash for both cash and check payments and you're good to go! please note, the system will update, and your reporting will reflect the payment as cash if your customer pays by check, you'll want to let your accountant know that it will display as cash on the reporting