Dues Set Up

The first and most critical step in setting up the membership module to meet your organization's needs is dues configuration. Dues drive all aspects of memberships and it is essential that you both understand the components and set them up correctly based on your business rules.

There are six steps in setting up Dues:

1. Create a Dues Cycle
2. Create a Master Query
3. Create a Dues Schedule
4. Create a Dues Schedule Query
5. Create a Dues Option
6. Create Dues Products

As you complete these steps you will assign pricing to dues, late fees, new member fees, and other items.

Step 1: Create a Dues Cycle

Dues Cycles are the top level of the Dues structure. The cycle defines the duration of your dues and can be based on any period of time or time interval. 

1. To navigate to the Dues Cycle, click on the Membership module, then Dues Cycle.

To begin creating a new Dues Cycle, click "New" in the ribbon toolbar.

Fill in the required fields:

• Name - Name your Dues Cycle (in most cases, we suggest using the year).
• Association - set the Association. Note that if you manage more than one Association, you will create a different Dues Cycle for each Association.
• Default - Set the Default to yes or no. (Note that the system can only have one default Dues Cycle).
• Duration Type - set the Duration Type using the dropdown menu next to Duration Type. You may select either Termed or Dated. Enter either the Begin/End Date or the Term Period.

Once all required fields are filled in, click Save.

For more details on the Dues Cycle entity including field descriptions, click here.

Step 2: Create a Master Query

Master Query

The Master Query tied to the dues cycle defines all of the memberships that will be included in the cycle. This query allows you to separate memberships into multiple cycles. For example, if you have yearly membership dues and quarterly fees, you can create separate cycles to handle each independently. To setup or edit the master query.

To edit the Master Query, Navigate to your Dues Cycle. Click on more Commands (...), then Master Query.

The Master Query Advanced Find will launch in a new tab. Click Details, if it is not already selected. From this window, you can add criteria starting from the membership record to limit which memberships will be included in this cycle. Once your criteria is complete, click Save.

Step 3: Create a Dues Schedule

Dues schedules are the first step in defining the dues members that will be charged. Dues schedules are first based on member types, but also include the ability to further refine the criteria. The dues schedules are what ultimately segments your dues. For example, if you charge different amounts for Associate and Institution Memberships, you would have 2 different schedules. You can set up queries based on anything tied to the membership record and/or related records. Each Dues Schedule must have at least one Dues Option associated with it.

From the Dues Cycle, click the Add Dues Schedules plus icon above the Dues Schedule Subgrid.

• Click OK to allow the system to auto populate the dues duration.
• Name your Dues Schedule and, using the dropdown menu next to Member Type, select which Member Type for this Dues Schedule.
• Enter any optional information, like Late Fee and Reinstatement Fee by using the lookup next to the fields. Remember, you must have a Product set up for each fee.
• Click Save.

 For more details on the Dues Schedule entity including field descriptions, click here.

Step 4: Create a Dues Schedule Query

Dues Schedule Query

The query tied to the dues schedule defines all of the memberships that will be included in the schedule.

To edit the Dues Schedule Query, Navigate to your Dues Schedule. Click on more Commands (...), then View Query.

The Advanced Find window will launch for the query. From this window, you can add criteria starting from the membership record to limit which memberships will be included in the query. 

Step 5: Create a Dues Option

Dues options are a link between the schedule and the products that will make up the dues items/orders. This entity also allows you to provide multiple options to your members when they renew their dues. This is primarily used if you want to give members a choice to renew for more than 1 year. This this case you would have one dues option with a one year duration others with a longer duration. 

From the Dues Schedule, click the Add Dues Options plus icon above the Dues Options Subgrid.

• Click OK to allow the system to auto populate the dues duration.
• Name your Dues Option.
• Update any other fields (Default, Publish to Portal) as needed
• Click Save.

For more details on the Dues Option entity including field descriptions, click here.

Step 6: Create a Dues Product

The dues products are the final step to setting up your association's dues. This entity ties the products in the CRM product catalog to the dues options. These products will be added to the orders when dues are generated.

From the Dues Option, click the Add Dues Product plus icon above the Dues Products Subgrid in the Dues Option.

• Enter a Name
• Select a Product using the lookup next to Product field
• Select a Type from the dropdown menu
• Set the Required field to yes or no
• Set Amount Editable to yes or no
• Click Save

For more details on the Dues Product entity including field descriptions, click here.