Setting up Organization Joins

Review the Group Type called Primary Membership. Verify that the roles and statuses are what you need for your membership group:

1. Go to Settings > Groups > Roles. For example, create a Company role.
   1. Select add.
   2. Name your Role.
   3. Enter a Description.
   4. Enable System and Active.
2. Go to Settings > Groups > Types. Edit the Group Type called Primary Membership.
   1. In the Roles area select add.
   2. Select Company from the Role drop-down.
   3. Select a Member status of Active.
   4. Click OK.
3. Click Save.
4. Go to Settings > Commerce > Product classes to review the settings for the class you intend to use for dues products (usually the Billing and Subscriptions class). Verify that the settings (especially the default GL accounts) are correct, since these will become the default values for each dues product you create.

📘 Note

Do not make any changes to the Unit of Measure area. Those settings must remain unchanged.

📘 Note

Do not change the tax settings without reviewing documentation on how to set up proper taxation for your country.

5. Go to Community > Add group to create a group that represents a membership in your organization:
   • Group type – Usually the Primary Membership group type is used, but that is not required. If you choose another group type, be sure to select one that is date-limited.
   • Is Member – Select this option, which makes members of this group eligible for discount price for products or events.
6. Create a Join now product for members to purchase online:
   1. From the Staff site, go to Commerce > Add product to create one simple product for each fee to be charged. In our example, that is one simple item product for Company joins. Name the product ORGANIZATION and set the item code as ORG.

   📘 Note

   Discount prices do not currently apply to dues products. Only the Standard price is used for joins.

   2. Check Assign purchaser to a group and select the group you created previously.

   📘 Note

   Assign the correct role to each product.

   3. Review the Accounting tab to ensure that the desired settings apply.
7. Click Save.
8. Go to Community > Find groups to set up your join policy and renewal policies. Select the group and click the pencil icon to edit the group.
   1. Select the group you want to edit.
   2. Click the Edit an item icon to edit the group.
   3. Define the Membership Term or accept the default.
   4. Define a Renewal Policy:
      1. Enable Group Membership is subject to renewal billings.
      2. Enable Include inactive members to also include inactive members when processing renewals. If this is not enabled, only active members of this group will be processed for renewal.

      3. Leave Sync term dates to primary group dates when added at renewal time enabled to sync the term dates for products added during renewal with the primary membership fee dates. Synchronizing term dates ensures all items are billed together in future renewals rather than billed separately. It is not recommended that this option is disabled; however, this option may need to be disabled if any of the products have varying start date policy rules.

         👍 Example

         The member clicks Renew Now and is reviewing the additional products listed in the itemized renewal. They notice two journals they are interested in, so they add the two journal subscription products to their invoice. Upon purchase, the term dates for the two additional products are automatically synced with the primary membership's term dates. When next year's renewals are generated, all three products are picked up and added to the renewal invoice with the same term dates.

      4. In the Roles to be renewed table, add one line per role in this group. Assign a renewal product individually for each role, otherwise members with that role will not be billed for renewals.

         📘 Note

         Do not use the All Roles option when creating a renewal policy.

         1. Click Add.
         2. Select the Role. For this example, select Company Member.
         3. Select the Renewal Product that you have previously created.
   5. Click Save.

Do the following to create a copy of an existing Join Now page:

1. From the Staff site, locate a sample Join Now page and make a copy. For example, go to RiSE > Page Builder > Manage content and select the Join Now content record located under @/iCore/Membership.
2. Open the content record.
3. Configure the General Product Display content item:
   1. In Default product to display, enter the Item code created previously, replacing spaces with underscores.

   📘 Note

   The Item code is used in the URL parameter. You must replace any spaces in the Item code with underscores.

   This is the product code for the organization membership product . For our organization example, enter ORG.

   📘 Note

   You can leave the Default product to display blank and use the same content record for multiple products. The product code (product Item code) should then be included as a URL parameter for iProductCode.

   2. Save and Publish.
4. Create a shortcut from RiSE > Site Builder > Manage shortcuts.
5. Select Add shortcut and provide the required information.
6. Select the URL or Content Record to the copied Join Now page.
7. For the URL Parameters, the iProductCode should equal the product item code. For our organization example, enter iProductCode=ORG.

A wizard has been provided to create an easier workflow for organization joins using the Content Collection Organizer:

1. From the Staff site, go to RiSE > Page Builder > Manage content.
2. Navigate to @/iCore/Contacts and copy the Create Organization with Administrator content record:
   1. Paste the content record in a content folder of your choosing.
   2. Open the content record.
   3. Configure the Contact Account Creator.
   4. For the Type of account to create, select Organization only.

   🚧 Warning

   
   When Organization only is selected, do not enable Hide for authenticated users. The Contact Account Creator will not display to unauthenticated users when configured for organizations.

   5. Enable Assign selected user as administrator for new organizations to automatically assign the logged-in user as the Company Administrator for newly created organizations. If a staff user creates the organization, they will have the ability to choose the Company Administrator.
   6. In the Redirects section, select Redirect to - Do not redirect.
3. Navigate to @/iCore/Membership and copy the Organization Join and Organization Demographics content records.
   1. Paste the content records in a content folder of your choosing.
   2. Open the Organization Join content record.
   3. Configure the Content Collection Organizer.
   4. Verify that Include ContactKey as a URL parameter is selected.

   📘 Note

   This passes the ContactKey of the newly created organization contact to subsequent tabs. It allows you to include a join product or demographics panel in subsequent tabs that will apply to the organization join contact.

   5. Edit the Content to display paths for the Create Organization and Demographics tab to point to the location of the copied content records.
   6. Edit the Content to display path for the Fees tab to point to the location of the previously created shortcut.
4. Click OK.
5. Click Save & Publish.

Process automation provides an alert set out-of-the box to display a Join Now button when the company administrator views the organization’s profile page and the organization is not yet a member. A Join button will remain visible to staff users regardless of the membership status of the organization.

For more information, see Creating and using alerts.