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Memberships ​

The Memberships area is where you view and manage membership records. You can browse, filter, and export by status or level, open a member’s detail, extend an end date, manually create a membership (for example a comp or a correction), and review expired memberships and send them renewal reminders. In the sidebar it is Memberships → Members. Used by: Admin and Super Admin.

Routes: https://admin.uibeta.org/admin/memberships (list), https://admin.uibeta.org/admin/memberships/[id] (detail), https://admin.uibeta.org/admin/memberships/[id]/edit (edit level, dates, subsidy, family slots), https://admin.uibeta.org/admin/memberships/create (manual create), https://admin.uibeta.org/admin/memberships/expired (expired view).

Browsing and filtering memberships ​

  1. Go to Memberships in the sidebar (or https://admin.uibeta.org/admin/memberships).
  2. The list shows memberships with key details (member name, level, dates, status).
  3. To find a particular person, type their name or email into the Search box at the top of the filter panel and press Enter (or click Search). Searching a full name such as Jane Doe works, as does a partial name or any part of the email address.
  4. Use the filters to narrow the list further:
    • Status — Active, Due Soon, Overdue, Expired, or Cancelled (see How membership status changes over time).
    • Level — Gateway Member, Crossroads Collective, or World Horizon Patron.
    • Expiring Within — memberships whose renewal date is coming up in the next 30 or 60 days, and so on.
  5. Search and the filters combine, so you can search a name and still limit the results to, say, active memberships only.
  6. Use the Expired memberships view to see lapsed members (see below).

Exporting a membership roster ​

Click Export CSV (top right, next to Create Membership) to download the memberships you are looking at as a spreadsheet. The export uses the same search and filters you have applied, and includes every page of results, not just the one on screen. So to get a list of all current Patrons, set Level to World Horizon Patron and Status to Active first, then export.

Each row has: First Name, Last Name, Email, Phone, Membership Level, Status, Start Date, Renewal Date, and Account Role (account owner or family member).

What the membership detail page shows ​

When you open a membership (https://admin.uibeta.org/admin/memberships/[id]), you see:

  • Membership Information — Level, status, Start Date, and Renewal Date (with a countdown in days when renewal is within 90 days), plus the Source (for example Stripe for an online purchase, or admin for one created by staff).
  • Created By and Reason for Creation — for a membership created by hand, the staff member who created it (linked to their account) and the reason they gave. Online purchases and older records show Not recorded / No reason recorded.
  • Family & Scholarship — how many family slots are used out of how many were purchased, and any scholarship or subsidy applied.
  • Activity History — each change to the membership (created, edited, extended, status changes, reminders sent), when it happened, and who did it. Staff actions show the person’s name, linked to their account; automatic changes show System.
  • User Information — the member’s name and email (click the email to open their full profile), plus their LGL constituent ID if they have one.
  • LGL Sync — whether this membership has reached Little Green Light (see below).

To change anything, click Edit at the top right.

The LGL Sync card ​

The LGL Sync card shows the membership’s real sync status. When the membership has reached LGL, it shows a green Synced badge and the LGL Membership ID. If it has not synced yet, it says Not synced yet and the button reads Sync to LGL; once synced, the button reads Re-sync.

Check the card before re-syncing

If the card already shows Synced with an LGL Membership ID, there is nothing to do. Syncing happens automatically within a minute or so of a purchase or change. Only use Sync to LGL / Re-sync when the card shows Sync failed or has said Not synced yet for a long time. See LGL Sync.

Editing membership fields (level, dates, subsidy, family slots) ​

For changes that go beyond what you do on the summary detail screen:

  1. Open the membership at https://admin.uibeta.org/admin/memberships/[id].
  2. Click Edit or go to https://admin.uibeta.org/admin/memberships/[id]/edit.
  3. Update level, start or end dates, subsidy settings, or family slots (if your organization uses them).
  4. Enter a Reason for Override — this field is required and is flagged before you can save. The reason is recorded in the audit trail. Save Changes stays disabled until you make a change and provide a reason.

Dates are saved as the exact calendar day you pick. If you choose March 1, the membership shows March 1 everywhere — in the admin, in the member’s portal, and in renewal reminder timing.

Use this page when you need a full edit form instead of a single quick action on the detail view.

Family slots can also come from an offline order

Family slots are added automatically when an offline (check/office) order that includes a family add-on is confirmed — see Offline Payments. Edit the family slots field here only when you need to adjust them manually.

Extending a membership end date ​

When a member renews in person or by check and you have confirmed payment, you can extend their membership in the system:

  1. Open the membership detail page or the edit page (https://admin.uibeta.org/admin/memberships/[id]/edit).
  2. Find the End date (or Expires).
  3. Change the End date to the new expiration date (e.g. one year from the previous end date).
  4. Save. The member’s access continues until the new date. LGL sync will still run so the CRM stays in sync.

For a lapsed member, you can also use Extend on the Expired memberships view.

Manually creating a membership ​

Use this when someone needs a membership with no online purchase behind it, such as a comp, a scholarship, a correction, carried-over credit, or a staff or instructor benefit.

  1. Go to Memberships and click Create Membership (or go to https://admin.uibeta.org/admin/memberships/create).
  2. Under Search User, type at least two letters of the person’s name or email and pick them from the results. They must already have an account.
  3. Choose the Level (Gateway Member, Crossroads Collective, or World Horizon Patron) and, if needed, the Status, Subsidy Tier, Family Slots Purchased, and Source.
  4. Set the Start Date and Renewal Date. They default to today and the same day next year. The day you pick is the day that is saved.
  5. Fill in Reason for Creating (required). Say why this membership exists, for example “Comped for volunteer service at the 2026 gala — approved by Gabriel.” Your name is recorded automatically as Created By.
  6. Click Create Membership. The button stays disabled until you have picked a person and entered a reason. You land on the new membership’s detail page, and it syncs to LGL like any other membership.

If the person already has an Active, Due Soon, or Overdue membership, the form stops you and shows their current level and status. Edit or extend that membership instead of creating a second one.

Write the reason carefully

A manually created membership gives someone member benefits with no payment attached, so the reason is the only record of why it exists. It cannot be added later. If you are unsure whether to create one, check with Andrew or your finance lead.

Recording a payment or a comp as an order instead

If the member paid by cash or check, use Payments & Orders → Offline membership so the payment is recorded too. To record a complimentary membership there, choose a $0.00 product (such as an instructor complimentary membership) and the payment method switches to Waived / comp with the amount locked at $0.00. Cash and check must be more than $0.00. When an offline order is confirmed, the membership starts on the payment date you enter. See Offline Payments.

How membership status changes over time ​

Every night the system checks each membership’s renewal date and updates its status:

StatusWhen
ActiveThe renewal date is more than 30 days away (a shorter window for short memberships).
Due SoonThe renewal date is within the next 30 days.
OverdueThe renewal date has passed, but by 30 days or less. This is the grace period.
ExpiredThe renewal date passed more than 30 days ago. The grace period is over.
CancelledSet by staff. The nightly check leaves cancelled memberships alone.

Each status change is logged in the membership’s Activity History as done by System.

Sending a renewal reminder to a member ​

Automatic reminders go out on their own schedule (see Renewal Reminders). To send one by hand to a lapsed member:

  1. Go to the Expired memberships view (https://admin.uibeta.org/admin/memberships/expired).
  2. Click Remind on the member’s row. The system emails a renewal reminder to the member’s email address and logs it in the membership’s Activity History.
  3. To remind several people at once, tick their rows and click Send Reminders to (the button shows how many you selected). A message tells you how many sent and how many failed.

The expired memberships view ​

The Expired memberships view (https://admin.uibeta.org/admin/memberships/expired) lists memberships with the Expired status, meaning the renewal date passed more than 30 days ago and the grace period is over. Members who are still within the 30-day grace period show as Overdue on the main list instead.

  • Filter by Days Expired (0-30, 30-60, 60-90, or 90+ days) and Membership Level.
  • Each row shows the member, level, when it expired, days past, family members, and LGL sync status.
  • Row actions: Remind (send a renewal reminder), Extend, and View (open the membership).

Extend asks for a number of days and a reason, then adds that many days to the renewal date. The membership moves back to Overdue right away, and the nightly check then sets the right status for the new date. The extension and reason are logged in Activity History.

What to do: Use this list to see who has lapsed and follow up (email, phone, or Remind). To reactivate someone who renews offline, record the payment on the Offline membership page or edit the membership’s dates.

Memberships imported from the old WordPress site

Re-running the WordPress import does not overwrite dates on memberships that already exist here, and it does not bring an old, lapsed membership back to life when the person already has a current one. If an imported record is missing its start date, it is skipped instead of being given a made-up date. Dates you correct by hand stay corrected.

Need help? Contact Andrew.

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