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Reporting on Memberships and Member Benefits: https://help.pm.leapevent.tech/a/1385849
PatronManager Memberships are a great way to grant discounts and early access to your patrons. If you've started using the feature, you no doubt would like to report on your members, upcoming renewals, membership sales, and more. You're in the right place!
In this article, we'll show you how to build:
- A CRM Snapshot renewals report to see patrons whose memberships are expiring soon or have recently expired and quickly generate an outreach list
- A soon-to-lapse report, to get regular emails detailing which patrons are coming up for renewal in the next 30 days
- A membership summary report, to see how many memberships are active and at what Levels
- A total members report, to see how many Contacts are currently covered by a membership (both Individual and Household members)
- A perks report, to see which members have had their special perks fulfilled and when
- A sales report, to see how many memberships you've sold and how much money you've earned from them
- A Lapsed Members to Deactivate CRM Snapshot, to find lapsed members who still have Portal logins so that you can deactivate their logins and free up licenses
Finally, we have some Frequently Asked Questions (FAQs).
Of course, you can customize these reports in so many more ways - these are just some great basic starting points!
1. CRM Snapshot renewals report
CRM Snapshots make reports easy-to-run with a guided interface. Within the CRM Snapshots tab, there is a Membership tab with a growing list of reporting tools to help you report on your members.
1.1. Go to the CRM Snapshots tab
One of the best ways to get there is from the PatonTicket Hub!
1.2. In the Memberships tab, select Find patrons with memberships to renew
1.3. Fill out the criteria for your Snapshot
- Description: Provide a name for your CRM Snapshot; we suggest something descriptive
- Minimum expiration date: The earliest expiration date for a Benefit that you'd like to see in this report
- Maximum expiration date: The latest expiration date for a Benefit that you'd like to see in this report; optional
- Current or most recent benefit level: Select the Benefit Level(s) that you want to report on; hold down ctrl to select more than one
-
Excluded Account Type: Select any Account Types that you want to leave out of this report, such as bucket Accounts
- Note that Account Type is not the same as Account Record Type - if you're not sure what this means, skip over this option in the Snapshot.
- Contact Filters
- Email Address: Check if you plan to use this report for an email list
- "Confirmed Opt-in" Email Status: Check if you plan to use this report for an email list
- Complete Mailing Address: Check if you plan to use this report for a direct mailing list
- "Do Not Mail" equals false: Check if you plan to use this report for a direct mailing list
- Exclude deceased Contacts: Check if you want to ensure that no Contacts marked as "Deceased?" will appear in this report
- When you're done, click Create Snapshot
1.4. Once your Snapshot is done running, click View Report
1.5. Here's your beautiful Snapshot report!
Depending on what you need this information for, you can either use this report as-is, customize it, or use this CRM Snapshot result as a cross-filter on a Contacts report.
To avoid issue when running future CRM Snapshots, make sure to "Save As" before making any changes to this report!
If your Snapshot report gives an error message that looks like this: No reports exist with DeveloperName:MembershipRenewal, the CRM Snapshot template has been saved over or accidentally deleted. You can fix this using the steps in our article No Reports Exist With Developer Name: How to Fix Your CRM Snapshot.
If your Snapshot report shows 0 results, then either your criteria returned no results, or your filters have been locked. You can fix locked filters using the steps in our article How to Unlock your CRM Snapshots and Door List Reports.
2. Soon-to-lapse members report
This will show you which patrons are coming up for renewal in the next 30 days. While the Snapshot above can get you the same information in a more intuitive way any time you'd like, the advantage of building this as a report is that you can subscribe to it, giving your membership manager an automatic monthly list.
2.1. Go to the Reports tab
2.2. Click New Report
2.3. Find and select the Contacts with Benefits and Benefit Level report type, then click next
2.4. Clear out columns/fields until you just have these:
You'll find these fields/columns the most useful:
- First Name
- Last Name
- Account Name
- Phone
- Mobile
- Benefit: Name
- Benefit Level: Benefit Level
2.5. Flip to the Filters tab and make sure the two pre-built filters look like this
- Show Me: All Accounts
- Last Activity: All Time
2.6. Add an Expiration Date filter
2.7. For the filter parameters, choose "greater or equal" then click Use Relative Date
2.8. Enter TODAY, then click Apply
With this filter, we're saying "only give me members who have an Expiration Date in the future".
2.9. Now add another Expiration Date filter
2.10. This time, choose "less or equal" and click Use Relative Date again
2.11. Enter NEXT 30 DAYS, then click Apply
Now we're saying "only give me members who's Expiration Date is in the next month or so"
2.12. Now use the drop-down to add a cross filter
2.13. Set the filter up to read "Contacts without Benefits", then click Apply
2.14. Add a filter to this cross-filter; search for and click on Expiration Date
2.15. Choose "greater than" and click Use Relative Date
2.16. Now enter NEXT 30 DAYS and click Apply
This cross filter we just created is saying "but don't include anyone who has already renewed their membership".
2.17. Check that your report looks like this, then click Save & Run
2.18. Fill out the pop-up and click Save
- Name: Members Lapsing Soon, or something similar
- Unique Name: autofills based on the Name you choose
- Description: write something you and your colleagues will recognize later
-
Folder: put it somewhere you'll be able to find it
- Note: use the Create New Folder button if you can't find an appropriate place!
- Click Save!
2.19. Done!
You can return to the report any time, or adjust it further as necessary. For example, you could:
- Adjust the date filters to catch anyone who expired
- Add a Benefit Level filter to only catch members at a certain level
- Add email and Contact ID columns to use for a marketing email
- Add Mailing Address fields to send a thank you letter
3. Membership summary report
This will show you how many Active Member Benefits exist and at what Levels. It's a great way to visually see how lively your memberships program is, and perfect to add to any dashboards you're using.
3.1. Go to the Reports tab and click New Report
3.2. Find and select the Contacts with Benefits and Benefit Level report type, then click next
3.3. Clear out columns/fields until you just have these:
You'll find these fields/columns the most useful:
- First Name
- Last Name
- Benefit: Name
- Benefit Level: Benefit Level
3.4. Now drag the Benefit Level: Benefit Level field from the Columns section and drop up in the Group Rows section
3.5. Your report is now grouped by Benefit Level; let's flip to the Filters tab
3.6. Make sure the two pre-built filters look like this
- Show Me: All Accounts
- Last Activity: All Time
3.7. Add an Expiration Date filter
3.8. For the filter parameters, choose "greater or equal" then click Use Relative Date
3.9. Enter TODAY, then click Apply
With this filter, we're saying "only give me members who have an Expiration Date in the future".
3.10. Now click Add Chart
3.11. Click the gear, and choose Donut
3.12. Does your report look like this? Time to Save & Run
3.13. Fill out the pop-up and click Save
- Name: Membership Summary Report, or something similar
- Unique Name: autofills based on the Name you chose
- Description: write something you and your colleagues will recognize later
-
Folder: put it somewhere you'll be able to find it
- Note: use the Create New Folder button if you can't find an appropriate place!
- Click Save!
3.14. Done!
You can return to the report any time, or adjust it further as necessary. For example, you could:
- Add a Benefit Level filter to only catch memberships at a certain level
- Add email and Contact ID columns to use for a marketing email
- Add Mailing Address fields to send a thank you letter
4. Total Members Report
While the Membership Summary Report above will show you how many active Memberships you have, the Total Members Report will show you how many individual humans are covered by an active Membership. For example, if you're doing grant reporting on the total people accessing member benefits at your organization, this is the report to use!
Q: Wait - why would the number of Memberships be different from the number of members? Shouldn't those things be the same?
A: Not necessarily, especially not if you're selling Household Memberships! Since a Household Membership covers all Contacts in an Account, you could have one Membership that covers two or three or four different members.
4.1. Go to the Reports tab and click New Report
4.2. Find and select the Contacts & Accounts report type, then click next
4.3. Adjust the columns as follows:
You'll find these fields/columns most useful:
- First Name
- Last Name
- Account Name
- Latest Contact Membership
- Latest Membership Expiration
- Member Role
4.4. Now drag the Latest Contact Membership field from the Columns section and drop up in the Group Rows section
4.5. Your report is now grouped by Latest Contact Membership; let's flip to the Filters tab
4.6. Make sure the two pre-built filters look like this
- Show Me: All Accounts
- Created Date: All Time
4.7. Add a "Has Active Benefits" filter
4.8. For the filter parameters, leave as "True" and click "Apply"
4.9. Optional: if you use Benefits to track more than just Memberships, include or exclude certain Levels
If you only use Benefits with Memberships, you can skip this step. If you also use Benefits for other things, like granting comp tickets automatically to staff or artists, you'll want to exclude those internal Benefit Levels with a filter like so:
- Add a filter for Latest Contact Membership
- For the Operator, choose "does not contain"
- In the input field, enter the names of your internal Benefit Levels, separated by commas. Note that the Name is case sensitive.
- Click "Apply"
4.10. Does your report look like this? Time to Save & Run
4.11. Fill out the pop-up and click Save
- Name: Total Current Members, or something similar
- Unique Name: autofills based on the Name you choose
- Description: write something you and your colleagues will recognize later
-
Folder: put it somewhere you'll be able to find it
- Note: use the Create New Folder button if you can't find an appropriate place!
- Click Save!
4.12. Done!
You can return to the report any time, or adjust it further as necessary. For example, you could:
- Add a Benefit Level filter to only catch members at a certain level
- Add email and Contact ID columns to use for a marketing email
- Add Mailing Address fields to send those perks
- Filter to only see members with the perk date = blank, so you only see folks who haven't had the perk fulfilled
5. Perks report
This will show you which members have had their special perks fulfilled and when those perks were fulfilled. When we say "special perks", we mean outside of any discounts or early access as defined by the Benefit Level; here, we're talking about sending swag bags, merchandise, etc.
You'll need to have set up your custom fields to track these perks before you can build this report!
5.1. Go to the Reports tab and click New Report
5.2. Find and select the Contacts with Benefits and Benefit Level report type, then click next
5.3. Clear out columns/fields until you just have these:
You'll find these fields/columns most useful:
- First Name
- Last Name
- Account Name
- Benefit: Name
- Benefit Level: Benefit Level
5.4. Search for and add your first perk field
Can't find your perk field? You'll need to create the custom field first with this article.
5.5. Repeat until you've got all the perks you want to see in the report
5.6. Now drag the Benefit Level: Benefit Level field from the Columns section and drop up in the Group Rows section
5.7. Your report is now grouped by Benefit Level; let's flip to the Filters tab
5.8. Make sure the two pre-built filters look like this
- Show Me: All Accounts
- Last Activity: All Time
5.9. Add an Expiration Date filter
5.10. For the filter parameters, choose "greater or equal" then click Use Relative Date
5.11. Enter TODAY, then click Apply
With this filter, we're saying "only give me members who have an Expiration Date in the future".
5.12. Does your report look like this? Time to Save & Run
5.13. Fill out the pop-up and click Save
- Name: Perks Fulfillment Report, or something similar
- Unique Name: clear this out if it has text in it; then it will autofill based on the Name you chose
- Description: write something you and your colleagues will recognize later
-
Folder: put it somewhere you'll be able to find it
- Note: use the Create New Folder button if you can't find an appropriate place!
- Click Save!
5.14. Done!
You can return to the report any time, or adjust it further as necessary. For example, you could:
- Add a Benefit Level filter to only catch members at a certain level
- Add email and Contact ID columns to use for a marketing email
- Add Mailing Address fields to send those perks
- Filter to only see members with the perk date = blank, so you only see folks who haven't had the perk fulfilled
6. Membership sales report
This will show you how many memberships you've sold and how much money you've earned from them. A good way to make sure your sales are commensurate with the Benefits members are receiving!
6.1. Use the App Launcher to go to Membership Setup
Or use the tile on the PatronTicket Hub!
6.2. Click Membership Inventory
6.3. Click the Membership program you want to see sales for
6.4. Click View Performance Report
6.5. You can filter for a specific date range at the top of the page...
6.6. ...and see sales breakdown by Benefit Level at the bottom of the page
6.7. Done!
This report is a normal Performance Report.
7. Lapsed Members to Deactivate in Portal CRM Snapshot
CRM Snapshots make reports easy-to-run with a guided interface. Within the CRM Snapshots tab, there is a Membership tab with a growing list of reporting tools to help you report on your members.
7.1. Go to the CRM Snapshots tab
One of the best ways to get there is from the PatonTicket Hub!
7.2. In the Memberships tab, select Find patrons with memberships to renew
7.3. Fill out the criteria for your Snapshot
- Description: Provide a name for your CRM Snapshot; we suggest something descriptive.
- Min/Max Expiration Date: Set the earliest and latest expiration date for a Benefit that you'd like to see in this report. We'll set the earliest expiration date to a year ago, and the latest expiration date to today's date. You could set the latest date to a month ago, for example, if you want to give members a 30-day grace period to renew after their membership expires.
- Current or most recent benefit level: Select the Benefit Level(s) that you want to report on; hold down ctrl to select more than one. Or leave this blank to include all Benefit Levels.
- When did they last log in? Optional: you can set the date range of the most recent Portal login date if you only want to see patrons who have logged in recently. Keep in mind that setting a date here will exclude members who have never logged in.
-
Excluded Account Type: Select any Account Types that you want to leave out of this report, such as bucket Accounts
- Note that Account Type is not the same as Account Record Type - if you're not sure what this means, skip over this option in the Snapshot.
- Contact Filters
- Email Address: Check if you plan to use this report for an email list
- "Confirmed Opt-in" Email Status: Check if you plan to use this report for an email list
- Complete Mailing Address: Check if you plan to use this report for a direct mailing list
- "Do Not Mail" equals false: Check if you plan to use this report for a direct mailing list
- Exclude deceased Contacts: Check if you want to ensure that no Contacts marked as "Deceased?" will appear in this report
- When you're done, click Create Snapshot
7.4. Once your Snapshot is done running, click View Report
7.5. Here's your beautiful Snapshot report!
Depending on what you need this information for, you can either use this report as-is, customize it, or use this CRM Snapshot result as a cross-filter on a Contacts report.
The report includes a number of useful columns, and there are more available to add in the Edit pane. By default, you'll see:
- Contact ID, First Name, Last Name, and Email
- The last time the patron logged in to Portal (if blank, they have never logged in)
- Their Latest Contact Membership (Level and Type)
- Their Latest Membership Expiration Date
- Their Account Subscriber Status badge (if any)
- The Amount Donated This Fiscal Year for their Account
- Their Account's Lifetime Donation Amount
- Their Account's Ticket Order Count in the last N days (define N in PatronTicket Settings, otherwise defaults to 365)
To avoid issue when running future CRM Snapshots, make sure to "Save As" before making any changes to this report!
If your Snapshot report gives an error message that starts with: No reports exist with DeveloperName:[reportname], the CRM Snapshot template has been saved over or accidentally deleted. You can fix this using the steps in our article No Reports Exist With Developer Name: How to Fix Your CRM Snapshot.
If your Snapshot report shows 0 results, then either your criteria returned no results, or your filters have been locked. You can fix locked filters using the steps in our article How to Unlock your CRM Snapshots and Door List Reports.
Frequently Asked Questions (FAQs)
If a badge is built on the Contact object, then you can bring it into the renewals, member summary, and perks reports.
The built-in Member Status badge is already available to add to any report using the Contacts with Benefits and Benefit Level report type.
If you want to add any custom badges that you built to these reports, you'll need to clone the relevant report type and add your custom fields to the cloned version. We have instructions to guide you through this process.