Create a Membership Campaign

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Add New Membership Campaign

In Advanced Mode you will see all of the choices that are shown in Simple Mode plus many additional options. If you are in Simple Mode, the options shown will be very streamlined and several defaults are being chosen “behind the scenes”. The additional options for Advanced Mode will be shaded a different color so the “added items” will be obvious. These instructions will cover all of the steps you take in Advanced Mode.  Items shaded in gray will only be visible when you toggle to Advanced Mode.

1.  Click Create New Membership Campaign.

2.  Membership Campaign Name:  Enter a Campaign Name.

3.  Membership Campaign Listing:  Select the Campaign Listing the Membership Campaign is to be placed on.   Choose listings based on where the listings have been placed and where you want them to display.  Use the Control or Shift keys to select multiple listings.

4.  Custom URL:  Enter an extension to create a Custom URL for your campaign.  This lets users link directly to the detail page, allows you to use this link in messages to users, and show it on other web pages.

5. Enable Identity Checkpoint for the form:  Identity Checkpoint is designed for use on public-facing forms (no login required). When enabled on a public-facing form, Identity Checkpoint attempts to match the e-mail address entered on the form with an existing e-mail address associated with a constituent or non-member record that already exists in the Encompass database.  Click here for more information on Identity Checkpoint.

  • If Identity Checkpoint is enabled on an Event/Campaign, both the Display Audience and the Form Audience are disabled. The Display Audience is set to "Everyone" and the Form Audience is set to "Everyone - Allow unregistered users direct access to the form."

6.  Do Not Save Form Data if the user does not complete the form
: This option is checked by default. If the membership form is not completed, the data will be purged in overnight processing for non-members (non-logged in users) .  Uncheck the box if you do not want data from incomplete forms to be purged for non-members.

7. Display Breadcrumbs - Breadcrumbs allow users to keep track of their progress through the form. This option is enabled by default.  If you uncheck the box, the breadcrumb trail will not be shown to users.

8.  Pre-populate user profile data from return link - Allows admins to send out email marketing communications that will pre-populate member data when recipients use links in the email to come back to a specific event, campaign or other form.  It allows the transaction to be associated with the recipient's constituent record in the iModules database without requiring the user to be authenticated.

9.  Audience:   Select the Audience for the Campaign. You can allow everyone or only certain members to view the information. 

Display Audience: Allows you to set the Membership Detail Page/Campaign Center audience separately from the form audience. This means, for example, that the Detail Page of your campaign could be displayed to “Everyone,” while the actual membership purchase form is only accessible to “Logged In” constituents.

Form Audience:  Allows you to set the audience for the form which determines who can purchase a membership.

    • Everyone - Audience does not need to be logged in to view this content. (You will need to indicate if users are required to login / create a Non-Member account before proceeding or if a Non-Member will be created behind the scenes automatically.)
    • Logged In- Members must be logged in to view this content.
    •  Role - Only members who fit the criteria for a certain role (i.e., Class of 1992, Current Students, or Female alumni) will be able to see this content.  Choose from the previously created list of roles in the dual list box and use the arrows to select. 
      • Deny Access to the following: You may also exclude certain groups from the  Audience by using this checkbox. Then, choose from the previously created list of roles and use the arrows to select a group to exclude.

For example, you could include Everyone in the Audience except the Class of
- Select Everyone in the first list box.
- Click the checkbox to Deny Access to the following.
- Select Class of 2008 in the second list box

  • The system will not allow the Display Audience to be more restrictive than the Form Audience. For example, if the Display Audience is set to "Logged In," the Form Audience cannot be set to "Everyone." If "Logged In" is selected for the Display Audience, then "Logged in" or "Role" are the only options available to select for the Form Audience.


NOTE:  To customize content on steps for different types of members, fields and categories can be role-based.  For example, a form/campaign can be designed so only accountants would see information on an accounting seminar, only information technology people would see a software class, etc.  However, to create a good user experience, you need to make sure everyone sees something on every step (so some roles are not taken to a blank page).

10.  Time Zone: The Time Zone for the campaign will default to the setting on your computer.

11.  Display Range:  The Display Range allows you to control when people begin seeing the campaign and when it should be removed from view. Controls when the campaign will appear in the listings on your site. (Begins at 12:01am on the start date and ends at 11:59pm on the end date.)

12.  Membership Options: 

Enable Promotion Codes: Check this option to use promotion codes on your campaign.  Promo codes are configurable, admin defined codes that control the visibility and price of a specific membership level.

Enable Scheduled Payments: Allows users to make a series of payments. Enabling this option for the campaign will allow you to enable scheduled payments for all or only selected membership levels.  If you check this box, you can also set the Minimum Scheduled Payment Amount. (Once you are moved out to the form, you will be able to configure scheduled payments.) 

NOTE:  Depending upon how your payment gateway has CVV2 codes configured, you may not want to enable scheduled payments for your membership campaigns. Recurring payments may not be successfully charged.

13. Membership Transaction Date Range - By default, the transaction range for the membership campaign will be the same as the Display Range.  Use the Membership Transaction Date Range to have the transaction form for the Membership become available at a later date, and/or alternately, become unavailable to members at a time different than that set in the Display Range.

14.  Membership Campaign Layout:  Choose the Campaign Layout you want to use.
Using a Campaign Layout allows you to customize the appearance of the detail page for your campaign, and lets you use it for future campaigns (including font/size/color of header, location of buttons, what contact information is displayed, etc.)

*If available, you should pick an Adaptive or Mobile Friendly Layout.

 Add Commerce Identifier (for commerce forms): Select a Commerce Identifier from the dropdown list.  Enter the Value for the Commerce Identifier field. Click Add .
Commerce IDs allow you to assign commerce identifier fields to Events, Campaigns, Memberships and Commerce Forms for your reports. These IDs will automatically be pulled in the Event, Campaign, Membership and Commerce Form reporting, and also Reconciliation Reporting. They can include Revenue Codes, multiple General Ledger codes, etc.  For example, Commerce Identifier Name = Department and the Value = 1247 (or "Accounting", however you track it internally).
NOTE:  The Commerce Identifiers for your system must be set up by iModules.  Please contact Customer Support for assistance.

15. Click Create.

16. Campaign Preview:  Enter preview information in the Content Editor window. If a Membership Listing is set to display on the site, the content entered here may be used in the listing format.

17. Membership Campaign Description:  Enter a description of the Campaign.  Use the Content Editor to add text, images, links etc. 

18. Contact Information:  Enter contact information if needed.  Depending on the Membership Campaign Layout you chose, the contact information may not show on the Detail Page.     Use only the contact/info fields you want, and then you can remove/edit any unwanted information from the detail page in layout edit mode.

19. Click Next.

20. Click Add Membership Level.

Enter the Name for this Membership Level.  This name will be shown to users.

The Database Value will be pre-populated with the Name entered above, or you can enter another value for this Membership Level.  This is the value that will be shown in reporting for the Membership Level.

Enter the Description for this level.  The description will be shown to users.

Select the Membership Type:

Limited Term

Starting on: Select when you want the membership term to begin: 

Date Purchased– The membership will begin on the day it was purchased.

Extend expiration to the last day of the month - Expiration will be extended to the last day of the month, regardless of what day of the month the membership was purchased.  For example, a user purchases a one year membership on January 15, 2011. By default, the membership will expire January 15, 2012.  If the Extend expiration to the last day of the month check box is selected, then the membership will expire on January 31, 2012.

Defined Date - Enter the date the membership starts (for example, January 1st) and select if you would like it Prorated to purchase date.  If prorated, the system will calculate the cost of the membership

Enter the Duration (in years) of the membership.

Lifetime – Lifetime membership does not expire.

Base Price:  Cost of this type of membership.

Check the box to Allow user to configure scheduled payments for this level.  (Scheduled Payments will be grayed out if you did not enable this option for the entire campaign) This allows users to make a series of payments.

For LIFETIME memberships only , admins will have the option to set a Fixed First Payment Amount.  The fixed amount will be charged immediately, and then the remainder will be split into the payment schedule that the member has selected. 

Auto Renewal: Auto renewal is a process that can be configured for membership levels by an admin or constituent to allow a membership to renew automatically without action from the constituent.  If auto renewal is configured, payments must be made by credit card. Memberships that have been configured for auto renewal will have the expiration date reset based on the membership term.

NOTE:  Membership auto-renewals will not be allowed when the effective price of the membership is reduced to zero by a promo code since no credit card information would be collected to be available for the subsequent auto-renewal.  It is recommended that the promo code be set to charge the member a nominal amount, such as $1, so the credit card information can be collected and subsequent renewals would be charged at the full amount.

Not Available (default) – Auto renewal is not available for this membership level.

Optional – The user can select whether they would like their membership to auto-renew.

Required – The membership level will automatically renew.

Enter a Role Name for this membership level or use the pre-populated name.

NOTE:  While in the Membership form, users will be put into the role so you can show role-based content on future steps. For role-basing outside of the form, users must successfully complete their transaction.

Click Create.

Add more membership levels if needed. Once you create at least two levels you will have the opportunity to set the display order using the sort area. 

NOTE Auto Renewal will be "broken", and a Membership will NOT auto renew for a member if:

  • The form is deleted
  • The form is disabled
  • The membership level is deleted
  • The membership level is disabled

Changing the following elements will not break the auto renewal:  Membership Level Name, Description, Database Value, Sort Order, and Price.

Advanced Mode for Membership Levels:

Click the Toggle Advanced Mode link. This opens an interface that displays the Export Header and Token Name for the following membership fields:

    • Membership Levels
    • Purchase Date
    • Purchase Price
    • Expiration Date
    • Status
    • Auto Renewal
    • Role

A default Export Header and Token Name exist for each field. You can edit the default or enter a new Export Header Name or Token Name.

      • Export Header Name: Export Header Names are required. Each field must have an Export Header Name. If you enter a Header Name that is not unique, you will get an error message when trying to save changes and will have to enter a unique name.
      • Token Name:  Token Names are not required. You can edit the default, enter a new Token Name, or leave the field blank. If the Token Name is not unique, you will get an error message when trying to save changes and will have to enter a unique name. 17. Once you have finished creating Levels, click Next.  (If you chose not to have promo codes, you will select Save and Close and be moved out to the campaign form.)

21.  Configure Promotion Codes (Promo Codes)
Promotion Codes are configurable, admin defined codes that control the visibility and price of a specific membership level.  A single promo code can be configured to be used with multiple membership levels, in multiple membership campaigns.  A membership level can have multiple promo codes assigned to it. (Promo Codes can also be used for solely for tracking purposes if you choose not to assign discounts.)  More information on Promotion Codes

  • Enter Promotion Code.  This code is what users will enter on the membership campaign form in order to see the promotional price/level.  There is a ten (10) character limit on the promotion code. Promo codes can be alpha-numeric.  Special characters can be used in promo codes.
  • Click Add New Promotion Code.
  • From the dropdown, select the Membership Level that you would like the promo code to apply to.  Promo codes can be assigned to multiple membership levels within a membership campaign.  Also, multiple promo codes can be added to a level.
    • Promo Code is Required for Level to be Visible:  Check this box to require users to enter the promo code to make the membership level visible.  This option makes the membership level hidden by default and visible only when the promo code is used.
      • If this option is not checked, the use of a promo code will cause the price of the membership level to change on the membership form.
  • Discount Amount:  Enter the dollar/other currency amount of the discount in the text box.  This amount will be deducted from the regular membership price for the selected membership level when the promo code is entered. (Percentage off discounts are not supported.)
  • Click Add.
  • Click Done.
  • Add as many promo codes as needed.  Click Close.

22. You will be moved into the membership campaign form.  Continue working with the campaign form to add fields and make modifications to customize your campaign.    Notice that you did not work with the Confirmation/Finish Pages, the Member Confirmation Email, or the Admin Confirmation Email.  You can make updates to those items as needed from the Manage Forms dropdown on this page.  Scheduled Payments can also be configured on this page.

23. Confirmation and Finish Pages: Make the necessary changes (if any) on the tabs for each page and click Save.

24. Member Confirmation Email:  This is the email sent out to people when the campaign form is submitted. Make the necessary changes (if any) and click Save.

25. Admin Confirmation Email:  Edit the email sent out to administrators when a campaign form is submitted. Make the necessary changes (if any) and click Save.

26. Scheduled Payments:  If Scheduled Payments were enabled, you can edit them on this page. (Click on Content Properties if you would like to enable Scheduled Payments.) Select the frequency options and the number of payments allowed for your campaign - keeping in mind your membership level prices and lengths. For example, if memberships have a one year term, you would want to set the maximum number of payments to 12 or less for the campaign’s scheduled payments.

NOTE:  Depending upon how your payment gateway has CVV2 codes configured, you may not want to enable scheduled payments for your membership campaigns. Recurring payments may not be successfully charged.


Membership Emails for Auto-Renewals
  • Admins will receive an email notification if auto-renewal fails for a member (e.g., credit card expires).
  • Members will receive an email notification when their credit card is successfully charged.  (Renewal will be at full price.  Any promo codes used for the initial purchase will not be applied.)
    • For Content Admins with access to the Verbiage Manager, the verbiage alias for the member email is: 


    • The body of the member email is as follows:  Dear ##Full Name##,<br /><br />Your ##imsys_MM_membership_level## membership was recently auto-renewed.<br />Your new ##Form Name## expiration date is ##imsys_MM_expiration_date## (##Click Here## to view).<br /><br /><strong>--- Order Details ---</strong><br /><strong>Membership Price:</strong> ##imsys_MM_purchase_price##[start_confirmation_number]<br /><strong>Confirmation Number:</strong> [Confirmation Number][end_confirmation_number]<br />[List Billing Fields]<br /><br />Thank you for your continued support!<br /><br />Sincerely,<br />##Group Name## Administrators<br />


Importing Data into a Membership Campaign

You can import into a Membership campaign by using the following fields which will put values into the areas on the Admin Only – Membership Tab on the Profile Form:

  • [Membership campaign name] - Membership Level
  • [Membership campaign name] - Purchase Date
  • [Membership campaign name] - Expiration Date
    • The Expiration Date column is a required column, but for Lifetime memberships the value in the column should be left blank.  

    • The system stores the Expiration Date as mm/dd/yyyy X:XX  where this is the Date and Time the membership was originally purchased online.  When you import memberships, the Expiration Date column is populated with mm/dd/yyyy and the system inserts 0:00 for the time.  It is possible to get an error message.  For example, you could break auto-renewals and scheduled payments for a membership because the system thinks you are shortening the term of the membership (via the Expiration Date). You might be importing the Expiration Date as 03/15/2013 0:00 and the system has 3/15/2013 12:00, and because the time is earlier, it sees this as shortening the term even though you really are not.  Shortening memberships manually will also break auto-renewals and scheduled payments (but you will not see an error message).

  • [Membership campaign name] - Status - Valid statuses for Lifetime memberships are current and cancelled; lapsed cannot be imported for lifetime memberships.
NOTE:  The import must include these four fields plus the Constituent ID. If you have changed the default, the column headers for your site would be different.

On the Membership Transaction History on a member's profile, imported memberships will display in the membership transaction list and will show the details for the membership.  The payment history for imported memberships will not show the amount and will not include credit card information.


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