Customers told us they wanted a membership system that could fully automate renewals while remaining easy to maintain. Saving time for key membership staff without compromising accuracy was the driving force behind the Subscribe360 renewal system.

Key requirements from membership managers

• Allow renewals to be run multiple times per year, if required

• Create and manage all membership invoices (or proformas) as part of the renewal process

• Automate the issuing of renewal documentation

• Support a wide range of payment scenarios, including free memberships, multiple memberships or subscriptions per member, third-party payments, and memberships for both individuals and organisations

• Support the onboarding of new members

• Provide granular pricing control, with the flexibility to introduce new membership levels at any time

• Ensure a clear handover to finance once renewals are complete

• Support the end-to-end renewal process, including Direct Debits where required

Targeting memberships to be included

At the core of the solution is the Renewal Batch, which allows membership managers to easily select memberships that are due for renewal. Managers define the renewal date range, such as all memberships due within a specific month, and select the appropriate price list. Price lists can be updated at any time, allowing new pricing to be introduced without affecting previous renewals.

Generating and issuing renewals 

Once configured, the renewal batch generates membership renewal records for all subscriptions due within the selected period. If a member holds multiple subscriptions, a separate renewal record is created for each, while still consolidating them into a single invoice (or proforma) and renewal communication. Renewal letters and notifications are issued automatically using Word-based templates that are simple to maintain.

Organisations and contacts as members

Where applicable, the process supports renewals for both individuals and organisations within the same renewal batch. It also allows an organisation to be billed for an individual’s membership or subscription. This cross-charging capability addresses a common requirement among membership-based organisations.

Product upgrades at renewal

The renewal process supports automated product or membership grade changes at the point of renewal. This allows staff to record upgrades or changes at any time during the current subscription period, while ensuring they are applied automatically during renewal.

Payment plans for instalment management 

After renewals have been generated and issued, payment plans can be created to manage instalments. Payment plans are based on the subscription period, payment method, and payment frequency, ensuring the correct amounts are collected at the appropriate intervals. For example, monthly payers are charged each month, while quarterly payers are charged every third month.

Automated renewal documentation and emails

All renewal communications can be fully automated, including renewal letters and Direct Debit advance notices. Document templates are stored in SharePoint and maintained using Word, without the need for third-party plugins. Email templates are managed through an easy-to-use email editor, allowing staff to update content as needed. All letters and emails support personalisation without requiring a separate document generation tool.

Auditing and history

The entire renewal process is fully auditable. Membership Renewal records capture all key configuration details as they were at the time of renewal, and the standard Dynamics 365 auditing features provide additional traceability.

Summary

The Subscribe360 renewal system provides a comprehensive solution for managing even the most complex membership renewal scenarios. Contact us to learn more about how Subscribe360 can support your organisation’s renewal processes.