In OrgHQ, you can view and manage all memberships, including their statuses and renewal settings. Most memberships will renew automatically, requiring little to no action from your organisation, though you may also choose to contact members ahead of time.
Viewing and monitoring memberships
- To view active memberships, log in to OrgHQ and go to Memberships > View members in the left-hand menu and filter by Active.
- To manage memberships that may require action (such as those with failed payments), filter by statuses like Reprocessing, Lapsed, Failed, or Cancelled.
- Regularly check lapsed or expired memberships to identify opportunities to reach out to members and encourage them to renew.
Membership statuses
Each membership will display one of the following statuses:
- Active: The membership is currently active.
- Reprocessing: The renewal payment failed and GiveNow will attempt to collect payment again. Only relevant for automatic renewals.
- Lapsed: The membership has passed its renewal date but can still be manually renewed by the member.
- Expired: The membership has passed its renewal date and can no longer be renewed.
- Failed: The renewal payment attempt has failed.
- Closed: The organisation has stopped offering that membership type.
- Cancelled: The membership was manually cancelled by the organisation.
Membership renewal options
When setting up or managing memberships, you can choose from these renewal types:
- Non-renewable: The membership does not renew after the initial term. This is the only option available for one-off memberships.
- Automatic renewal: The membership renews automatically at the end of each term. If a renewal payment fails, the status changes to Reprocessing while GiveNow attempts to collect payment again. Members receive a renewal reminder email 14 days before expiry.
- Manual renewal: Members need to manually renew their membership at the end of each term. They receive renewal prompt emails seven days and one day before expiry.
Note: For annual memberships, there is an option to set a fixed renewal date (for example, 1 January), ensuring all members renew on the same date each year. If this is not selected, members renew on their individual anniversary dates.
If a grace period is set, new members who join just before the renewal date will not be charged twice within a short period. This allows you to promote memberships before the start of a new period.
Tips for managing renewals
- We encourage organisations to default to automatic renewal. This reduces the administrative burden and ensures continuity for members.
- Include a note in your membership receipt email advising members that their membership will automatically renew. If your organisation increases the membership price, you are responsible for communicating this to existing members.
- Members can log in to MyGiving and cancel an upcoming renewal if they wish.
One-off memberships
One-off memberships do not automatically renew and have no end date. They are ideal for lifetime membership offerings, or where there is expected to be a high turnover of members each period and the current cohort is not expected to renew.
For one-off memberships that may require members to pay again in the future, organisations are encouraged to download member data and manage the renewal process manually outside of GiveNow.
For a full list of automated emails sent to members during the renewal process, see What emails are sent to members?