How Members Pay Dues

To pay member dues, members will access a link.  This link will be the same for all members, so that it can be distributed through all of your communication channels, including email blast, news item on the member portal, and through social media. When the member accesses the link, she is taken to the dues payment landing page. If she is not logged into the portal, she will be prompted to login first. This page will show the dues options that are available for that member, based on her member status (e.g. Active, Provisional, Sustainer). This is why the member must be logged into the portal. Note, since members are required to log into their portal, they must create their portal username and password before paying dues.  Use the Invitation Codes administration tool to view members that have not yet created their username, and to resend their email invite. 


The dues options can fall into one of three payment types:

  • Single Payment - The member pays the total dues in a single payment.
  • Payment Plan - The member pays some number of payments over defined intervals (e.g. monthly) until paid.  The member's credit card is automatically charged for each payment.  
  • Recurring - The member signs up for yearly automatic dues payment.  The member's credit card is charged for the full dues amount automatically each year. 

Only the payment types that have been setup for your League, for each member status, will show.  When a member selects a payment type, she is then presented with the different options that have been defined for that payment type.  For example, you may offer Active members multiple payment plans, with different number of payments, paid over different intervals.  Or you may offer dues options that include an additional donation, or include a surcharge to cover credit card transaction fees. 


Here is an example of a member paying her dues.  In this example, options for single payment, and a payment plan have been defined.  Also, the member has the option to pay just her dues, or to pay her dues with an additional donation to the League.  Note, that links to the payment landing page are published in a News and Alert item, and in the Quick Links. 


 


Setting Up Dues

  1. Set the Dues Period Span for the League year for which you are collecting dues. 
    1. In the Dues Listing tool, go to the Dues Definition Listing tab. 
    2. Click Set Dues Period Span, and select the League year. Dues Definitions from the previous year will be copied to the new year.
  2. Create the Dues Definitions. See the article Creating a Dues Definition and download a copy of this Dues Grid Excel sheet as a guide. 

    There are three types of dues definitions, here are some video tutorials that covers ea:
    1. Single Payment 
    2. Payment Plan 
    3. Recurring 
       
  3. Assign each Dues Definition to the applicable member status(es).  When a member goes to the dues payment landing page, she will see the dues definitions that have been assigned to her member status. See the article Assigning Dues Definitions to a Status.

    Note, for members who will be transitioning to a new member status in the coming  League year (e.g. Active to Sustainer), assign their new status with an effective date of the first day of the upcoming League year.  The dues system displays dues options based on the member's status for the League year for which dues are collected.  For example, if a member will be transitioning from Active to Sustainer in 2021-2022, and you are collecting dues for 2021-2022, assign the Sustainer member status effective the first day of League year 2021-2022.  

  4. Copy the link to the dues landing page to publish in an email blast, member portal News and Alerts, Quick Links, etc. All members use the same link to access the dues landing page.
    1. In the Dues Listing tool, go to the Dues Definition Listing tab. 
    2. Right-Click (Ctrl-Click on Mac) View Stripe Dues Payment Landing Page, to copy the link address to the clipboard.

Testing the Dues Setup

Test your dues setup by impersonating a member and accessing the dues landing page.

  1. Copy to the clipboard (the link to the dues landing page). See the previous step.

  2. Impersonate a member. Make note of the member status of the member you are impersonating. See the article Impersonating a Member.

  3. Paste the link into the address bar of your browser.

  4. Make sure the proper payment type options are showing for the status of the impersonated member.

  5. Go into each payment type option and make sure the proper dues definitions are showing for the impersonated member (based on her member status).

  6. Repeat this test for a member of each of the member statuses, including any local or custom member statuses you have defined for your League.  

  7. If an expected payment type option, or dues definition is not showing for a particular member status, try the following:
    1. From the Dues Definition Listing page, click Set Dues Period Span, and select the League year.  This will ensure the dues definitions are assigned the proper year. 
    2. Verify that each Dues Definition has been assigned to the applicable member status(es).  See the article Assigning Dues Definitions to a Status


Communicating Dues Collection to Members

In order to pay their dues, members will need access to the link to the dues payment landing page.  

1. Copy the link to the dues landing page to publish in an email blast, member portal News and Alerts, Quick Links, etc. All members use the same link to access the dues landing page.

  1. In the Dues Listing tool, go to the Dues Definition Listing tab.
  2. Right-Click (Ctrl-Click on Mac) View Stripe Dues Payment Landing Page, to copy the link address to the clipboard.


2. Publish an announcement in the News and Alerts section of the member portal home page. See the article Creating a News and Reminder Item. We recommend you point out that new options may be available for members, including payment plans, and automatic renewals. You may choose to point members to an article that briefly explains the dues payment process for members; this can be found here -> http://support.jl.org/support/solutions/articles/61000281129-paying-your-member-dues



 3. Publish a Quick Link to the dues landing page. See the article Creating Quick Links


4. Publish the link to the dues landing page in your all-member eblast, with additional instructions. 


Collecting Payments Off-Line

For members that do not pay their dues on-line, please provide instructions in your communication channels (e.g. email blast, etc.) on your process for submitting those payments.  

Once you receive the payment, you can follow the instructions in the article Making a Dues Payment on a Member's Behalf to enter a check payment. Before you mark them paid via check, make sure you create a new dues definition without the surcharge like Sustainer Dues by Check: ADMIN ONLY. It will still be visible to your members, but provide instructions in the description that this is an Admin Only option.

In addition, if a member gives you their credit card number to make a dues payment, the same article can be used to enter the payment on her behalf. 


Tracking Dues Payments

To track dues payments:

  • Run dues reports from the Query Tool.  
    • Access the Query Tool through Member Management, and select the Dues Summary Report, which displays all active members. 
    • To see who has paid dues, find Completed Amount, which shows the total amount the member paid (including payment plans)
    • To see members marked "Paid" by an Administrator, find the Payment_Type column
      • Manual - the payment was made by the Administrator on behalf of a member, and a common example is when the league receives a check for dues payment. The Administrator will impersonate a member and mark their account as paid. 
      • Manual Requirement Fulfillment - if your league uses requirements, the Pay Membership Dues (2021-2022) was fulfilled and is reflected in this report
      • Blank column - the member paid via Stripe regularly through the Dues Landing page.
    • To contact members by phone, check the Phone number column. The cell phone is included first, but if that isn't in the system, it tries the home phone. If that is also missing, it includes the work phone. 

  • View transactions and payment plans using the Stripe Admin tool.  
    • View the Transactions tab to view all Transactions
    • Use the Reconcile tab to download payments for a given time period (for example, for monthly reconciliation to your accounting system).
    • View the Recurring tab to see payment plans and automatic renewal plans.  
    • View the Failed Renewals to see automatic renewal plans that have failed because of a credit card issue. If a member's credit card gets declined, she will be automatically sent a renewal link via email. See Failed Renewals for more info.

  • (Coming soon) Use the Requirements reports to view progress with the Dues Requirements.  

Linking Dues Payments to Member Requirements

To link dues payments to requirements, use the Pay Membership Dues requirement. This is a built in requirement that links to Dues Listing and is already created. It is not visible under the Manage tab, but can be found under the Assign and Fulfill tabs. IMPORTANT: Please do not create your own Pay Membership Dues requirement. It will not be automatically linked.

More information can be found here: Assign Dues Requirement to Members