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Create and Manage Memberships
Memberships in Nonprofit Success Pack represent an individual or household giving a donation to join a group or organization, much like a subscription. Learn how to create and manage memberships with Nonprofit Success Pack.
- Overview
Memberships in Nonprofit Success Pack represent an individual or household giving a donation to join a group or organization, much like a subscription. It is up to the organization to decide the length and level of membership based on the donation amount. - Create a Membership
Creating a Membership for an Account or Contact is just like creating any other type of donation. Simply use the New Membership option on a Contact or the New button on an Account. - Membership Fields
Keep in mind that Membership fields are calculated nightly by an automated process. Any manual update to the Membership fields on a Contact or Account will be overwritten by the nightly automated process. - When do Membership Values Roll Up?
The value of membership opportunity records rolls up to the related account or contact when certain criteria are met.
Overview
Memberships in Nonprofit Success Pack represent an individual or household giving a donation to join a group or organization, much like a subscription. It is up to the organization to decide the length and level of membership based on the donation amount.
In NPSP, memberships are tracked through the Opportunity object. Memberships can't exist on an Account or Contact without an Opportunity, as any membership-related data on the Account or Contact is driven by that Opportunity. Any manual update to the Membership fields on a Contact or Account are overwritten by the nightly automated process.
- Some info about Membership Rollups
In addition to standard functionality on the Membership Opportunity that you might expect, such as Membership start and end dates and Membership Level (Gold, Silver and Bronze), NPSP Memberships provide an additional rollup capability. The rollup collects donation information from related Membership Opportunities and aggregates it on a Household Account or Contact.
Some info about Membership Rollups
In addition to standard functionality on the Membership Opportunity that you might expect, such as Membership start and end dates and Membership Level (Gold, Silver and Bronze), NPSP Memberships provide an additional rollup capability. The rollup collects donation information from related Membership Opportunities and aggregates it on a Household Account or Contact.
For example, if a Contact has two Memberships with two different groups, the Contact would have two Opportunities showing the amount donated to become a member (let's say $100 each). Those two amounts would be added together and appear in the Membership Information section on the Contact record.
Create a Membership
Creating a Membership for an Account or Contact is just like creating any other type of donation. Simply use the New Membership option on a Contact or the New button on an Account.
- Search for the Contact or Account for this Membership.
- On a Contact, click
at the top right
corner of the record, then click New Membership.
On an Account, click New in the Opportunity related list, and select the Membership record type.
- Fill in the required fields:
- Opportunity Name: Filled in by default, but you can change it if you like.
- Close Date: The date you want to recognize the donation amount.
- Stage: Set to Closed Won if you want to recognize the money on the first day of the membership. This will also generate a Payment for the amount entered.
- Enter a donation Amount, Membership Start Date, Membership End Date, Member Level, and Membership Origin. Entering this information ensures that the Contact record will show complete rollup information.
In this example, since the close date of the Opportunity is 10/2/2020 and the Stage is Closed Won, a Payment was generated.
Membership Fields
Keep in mind that Membership fields are calculated nightly by an automated process. Any manual update to the Membership fields on a Contact or Account will be overwritten by the nightly automated process.
- Contact Membership Fields
The values of the membership and Opportunity fields are rolled up to the Contact and Household Account records. - Account Membership Fields
Accounts include the same fields as the Contact, as well as two additional fields. The primary difference between the Contact and Account fields is that for Household Accounts, the fields show membership information in aggregate for all Household members.
Contact Membership Fields
The values of the membership and Opportunity fields are rolled up to the Contact and Household Account records.
These membership fields show up on the Contact:
- Membership End Date: The most recent Membership End Date value from a Closed and Won Opportunity (Donation) defined as a membership type.
- Last Membership Level: The most recent Membership Level from a Closed and Won Opportunity (Donation) that is defined as a membership type
- Total Membership Amount: The aggregate sum total of the Amount from Closed and Won Opportunities (Donation) defined as a membership type.
- Last Membership Date: The most recent Close Date from a Closed and Won Opportunity (Donation) that is defined as a membership type
- Last Membership Origin: The most recent value from the Membership Origin field from a Closed and Won Opportunity (Donation) defined as a membership type.
- Membership Join Date:The oldest Membership Start Date value from a Closed and Won Opportunity (Donation) defined as a membership type.
- Last Membership Amount: The most recent Amount from a Closed and Won Opportunity (Donation) that is defined as a membership type
- Number of Memberships: The total count of the number of Closed and Won Opportunities (Donations) defined as a membership record type.
Account Membership Fields
Accounts include the same fields as the Contact, as well as two additional fields. The primary difference between the Contact and Account fields is that for Household Accounts, the fields show membership information in aggregate for all Household members.
The additional fields on the Account are:
- Membership Span: A formula field that takes the value of the year of the Membership End Date field and subtracts the year of the Membership Join Date field. (In the screenshot above, this is 2021-2019 = 2)
- Membership Status: A formula field using this formula: If the Membership End Date is earlier than today, Salesforce looks to see if the end date is older than 31 days from today. If so, it will show Expired. If less than 31 days, it will show Grace Period. If the Membership End Date has no value, this field will be blank. If the Membership is still active, the value will be Current.
When do Membership Values Roll Up?
The value of membership opportunity records rolls up to the related account or contact when certain criteria are met.
- For new Membership records, all of the following must be true:
- Amount field must a have a value ($0 is an acceptable value).
- Opportunity Stage must be a Closed/Won type (Posted, or some other user-defined stage value that has the Type set to Closed/Won).
- For updates to existing membership records, one of the following must be true:
- The Stage must change from an Open or Closed/Lost stage type to a Closed/Won stage type.
- The Amount value must change.
- The Close Date must change.
- The Account Name value must change.
