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How to Report on Membership Auto-Renewals: https://help.pm.leapevent.tech/a/1989710
Membership auto-renewals are an easy way to help ensure that your members' Benefits don't lapse and that they continue their membership with your organization. After you enable auto-renewals, how can you track them?
The answer: reporting! In this article, we'll cover:
- Finding Benefits that will auto-renew
- Creating custom reports for auto-renewals
Let's jump into the wide world of reporting!
How to find Benefits that are set to renew automatically
You can find all active Benefits that are set to auto-renew but haven't yet by using the built-in Auto-renewing Benefits report in the Reports tab.
This report will show all Benefits and their related Contact where:
- The Benefit is active - in other words, no canceled Benefits will appear
- The Benefit is set to auto-renew
- The Benefit has not yet been renewed
The report also groups the Benefits by Expiration Date to show if the auto-renewal is in the past or upcoming. This allows you to quickly see which auto-renewing benefits have an expiration date in the past and failed to auto-renew so that you can investigate them.
Help! I can't find this report!
That's okay! Make sure that you're in "All Reports" and searching for the name "Auto-renewing Benefits."
If the report still isn't there, make sure to check the Recycle Bin for the report, just in case someone accidentally deleted it.
And just in case the report isn't in the Recycle Bin either, here's how to rebuild the report.
1. From the Report Tab, click New Report
2. Click "All" and find and select Contacts with Benefits
3. Click Start Report
4. Adjust the columns
The columns we want are:
- Benefit: Name
- First Name
- Last Name
- Account Name
- Membership Type
- Benefit Level
- Expiration Date
- Renewal Ticket Order
Don't know how to do this? Check out Basic Reporting Customizations.
5. Add Row-Level Formula
6. Create the Row-Level Formula Column
- Column Name: Expiration Date Past/Upcoming
- Formula Output Type: Text
-
Formula:
IF(PatronTicket__Benefit__c.PatronTicket__ExpirationDate__c >= TODAY(),'Upcoming','Past') - Apply
7. Move the Expiration Date Past/Upcoming Column to Group Rows
8. Adjust the filters
Set the filters to:
- Show Me All accounts
- Last Activity All Time
- Renewed By equals ""
- "" here means to leave the field blank
- Auto-renew equals True
- Status equals Active, "" (No selection)
Don't know how to do this? Check out Basic Reporting Customizations.
9. Save & Run
10. Fill in report details and Save
- Report Name: Auto-renewing Benefits
- Report Description: Member Benefits that are set to auto-renew, but have not yet been renewed. Note that renewal Ticket Orders are created automatically 30 days prior to auto-renewal.
- Folder: PatronTicket Reports 3.0
- Save
It's like the report was never even missing!
How to create custom reports on auto-renewals
Fields that track memberships that are set to auto-renew are available on the following objects:
- Ticket Order Items
- Benefits
Because of this, you can create custom reports about membership auto-renewals using report types that are based on these objects. This includes, but is not limited to, the following report types:
- Contacts with Benefits
- Contacts with Benefits and Benefit Level
- Contacts with Benefits and Donation
- Contacts with Benefits and Ticket Order
- Contacts with Benefits and Ticket Order Item
- Contacts with Ticket Order and Ticket Order Item
- Ticket Orders and Ticket Order Items
- Ticket Orders with Ticket Order Items
- Ticket Orders with Ticket Order Items and Contact
Additionally, you can create custom report types from Setup based on Ticket Order Items or Benefits if you'd like even more reporting options!
Have a great idea for a digital membership card report that you think would be great for other organizations too? Make sure to submit a Product Idea!