Options

Company

Enter a full or partial value for the company name. The default is 'Any Company'.

Membership Type

Set this value to search for a particular membership type. If set to the default value, 'Any Membership Type', the results will not be restricted by membership type.

Membership State

Set this value to search for a particular membership state. If set to the default value, 'Any Membership State', the results will not be restricted by membership state.

The membership state may be one of the following default values:

Pending Bill Payment

Select this membership state to find memberships that are pending because the membership fee has not yet been paid. This option only applies to fee-based membership types on sites where Kavi® Billing is installed.

Pending Moderation

Select this membership state to find memberships awaiting moderation. This option only applies to moderated membership types.

Pending Start Date

Select this membership state to find approved memberships that are awaiting their start dates.

Pending Prerequisites

Select this membership state to find memberships that are on hold due to pending prerequisites.

Current

Select this setting if you want to find current memberships.

Expired

Select this setting if you want only expired memberships to be displayed.

Archived

Select this setting if you only want to view memberships that have been archived.

Denied

Select this setting if you only want to see memberships that have been denied.

Start Date

Set these fields to search for memberships by start date. Select whether you want to search for memberships where the start date occurs on, before, or after the date you set.

Expiration Date

Set these fields to search for memberships by expiration date. Select whether you want to search for memberships where the expiration date occurs on, before, or after the date you set.

Membership to Replace

Information about the existing membership is displayed for you to review:

Membership Type

The name of the membership type.

Term

The term of this membership, as defined by the date the membership became effective and the date it will end. If this is a lifetime membership, the second value in the pair will be 'Lifetime', rather than a specific date.

Membership State

The state of this membership in the membership workflow process (e.g., 'current', 'archived', 'pending moderation', etc.).

Membership Creation Date

The date that the membership was created.

Bill

If Kavi® Billing is installed and this membership type has a fee, then the billing information for this membership will be displayed in this field:

• The status of the bill, as defined in Kavi® Billing. This can be one of several default values.

• The amount of the membership fee.

Replacement Membership

Select the membership type for the replacement membership.

Term

The default 'Start Date' and 'Expiration Date' for this replacement membership are displayed. The 'Start Date' generally defaults to the current date and the 'Expiration Date' defaults to the expiration date of the membership being replaced. Reset one or both of these fields if you wish to manually override these dates.

Dependents

Any dependent memberships available with the type of primary membership you selected as a replacement will be displayed. Select any dependent memberships as appropriate.

Note

Every dependent membership added through this tool will automatically be assigned the same term as the primary membership. If your organization's primary and dependent memberships typically have the same term or duration, then adding these types of dependent memberships while replacing the primary membership will streamline the process, particularly any billing.

However, if your dependent memberships have a shorter duration than your primary memberships, you may wish to add them separately from the replacement membership to make sure they get the appropriate term. To do this, you would first replace the primary membership using the Replace a Company Membership tool then use the Add a Company Membership tool to add any new dependent memberships.

Replacement Memberships

The primary replacement membership and any dependent memberships you selected are displayed.

Process

The process for approving this membership is displayed. If this membership type is neither billed or moderated, the membership will be approved automatically. The membership being replaced will be deleted at the time the replacement membership goes current.

Moderation

These options will be displayed if this is a moderated membership type. Select whether you would like all selected memberships to be automatically approved or to go through the usual moderation process.

Yes, automatically approve this member

Set this option if you would like to automatically approve all selected memberships at this time.

No, put this member in the moderation queue

Set this option put all selected memberships through the usual moderation process.

Billing

If Kavi® Billing is installed and this is a fee-based membership type, the following default options may be presented, along with any other applicable payment methods specific to your site's configuration:

'Yes, issue a bill for this member to pay'

Select this option if you would like this membership to go through the regular billing process.

'No receipt needed. Add this member without issuing a bill.'

Select this option if you would like to skip the billing process.

Suppress Email Notifications

To prevent automated email notification of this transaction from being sent to this company, set this option to 'Suppress email notifications for this transaction.' If you would like automated email notification of this transaction to be sent, leave this set to the default value 'No, do NOT suppress email notifications.'

Note

Sending or suppressing email notification through this tool applies only to email regarding this specific transaction. It does not affect regularly scheduled email notifications (e.g., emails sent to welcome new members and provide login links, membership moderation messages sent to organization admins, etc.). To help you determine whether you need to send email notification on this step, use the View Email Notification Scedules tool to see all the automated email notifications scheduled for your organization. For instance, if this is a situation where a pending membership has been replaced and no bill has yet been issued, regularly scheduled notification for new or renewing members may suffice.

Replacement Memberships

Information for each replacement membership is displayed.

Membership Type

The name of the membership type.

Amount Billed

The amount the member was billed for the membership replacement, if any.

Duration

The length of time that this membership lasts.

Membership State

The state of this membership in the membership workflow process (e.g., 'current', 'archived', 'pending moderation', etc.).