The Auto Renewal program allows you to renew Pass Memberships and/or Rental Items in bulk. Passes and/or Rental Items with an Active or Expired status will be renewed. Suspended, Cancelled and/or Future status Passes/Rental Items are not renewed.
This program applies fees accordingly and also accounts for Installment Billing Templates when performing the renewal, in the event you use Installment Billing. If renewing Punch Passes, the system will assign default punches with the renewal.
Notes: This program will renew all Passes/Rental Items for the type and date range entered. After running this program, you may have to cancel selected renewals for any members who elected not to renew their Passes/Rental Items.
IF running this program for Primary and Secondary Pass Types (i.e. Family Passes), you must run the renewal twice: first for the Primary Pass Type and then for the Secondary Pass Type. This is due to Family Pass logic which disallows renewal of a Secondary Pass prior to the Primary Pass being renewed.
See Also: Topic Doc - Family Pass Memberships.
RecTrac Process and Reporting screens offer numerous fields and widgets that allow you to filter the data for which your process or report is being run. RecTrac Widgets provides definitions and examples to show you how these work.
To Run the Auto Renewal Program
- Select the Module for which you wish to run the program.
- Select items from the DataGrid OR select the Use <Module> Range option and select a range of items from the fields that appear.
Note: You must make a selection either in the DataGrid or in the Range (or both). Leaving the Range option de-selected and making no selections in the DataGrid will result in NOTHING being selected.
- Use a Wildcard if desired.
- Use the Date Select fields to enter Expiration Dates (and in the case of Rental Renewals, a Renewal Date range). These are mandatory fields for this process.
- Select other options as needed. Use the "i" and "?" icons for field descriptions, if needed.
- Click Process when ready. The process will run on the AppServer and you will be notified when it completes.
From the bottom of the screen…
Click Process to run the Auto Membership Renewal. The process will run on the AppServer and you will be notified when it completes.
Core Criteria
Passes (PMPass_PassCode_DataGrid)
This field is applicable for the Pass Module only when running this program.
Select individual pass codes or a range of pass codes from the DataGrid if desired. The passes you select will be included in the process you are running.
OR
Make no selections in the browser and opt to Use Pass Range to select a range of passes to include in this process if desired.
Note: You must make a selection either in the DataGrid or in this range (or both). Leaving the Use Pass Range option deselected and making no selections in the DataGrid will result in no pass codes being selected.
Rental Items (RNRentalItem_RentalItemCode_DataGrid)
This field is applicable for the Rental Module only when running this program.
Select individual Rental Items or a range of Rental Items from the DataGrid if desired. The Rental Items you select will be included in the process you are running.
OR
Make no selections in the browser and opt to Use Rental Item Range to select a range of Rental Items to include in this process if desired.
Note: You must make a selection either in the DataGrid or in this Range (or both). Leaving the Use Rental Item Range option de-selected and making no selections in the DataGrid will result in NO RENTAL ITEMS being selected.
Module (AutoMembershipRenewal_ProcessOption)
Expand the Drop-down list to select your Process Option.
- Pass - You will run this program for Pass Memberships.
- Rental - You will run this program for Rental Items. Generally speaking, this option will be used for renewals of long-term rentals, such as mooring slips, RV lots, community garden plots, etc…. However, your use of this program may vary.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Use Pass Range (PMPass_PassCode_UseRange)
This field appears in numerous programs. Its functionality may vary.
Select this option to limit your selection to a range of passes.
THEN
Enter the range of pass codes.
OR
Leave this option deselected to skip the pass code range check and make selections from the DataGrid if applicable.
- If there is a DataGrid for this program - In instances where you have a DataGrid and corresponding range a selection in one or the other (or both) is required. Selecting nothing from the DataGrid and nothing from the range yields a blank report or process.
- If there is not a DataGrid for this program - In instances where you do not have a DataGrid a selection here is not required. Leaving this option deselected skips this filter and results in all codes being included.
Begin Pass (PMPass_PassCode_Begin)
This field is applicable only if you opt to Use Pass Range.
Select the beginning and Ending pass codes for their respective fields. Pass codes within the range entered will be included in the process.
DeleteEnd Pass (PMPass_PassCode_End)
This field is applicable only if you opt to Use Pass Range.
Select the beginning and ending pass codes for their respective fields. Pass codes within the range entered will be included in the process.
DeletePass Code Wildcard (PMPass_PassCode_Equals)
Select the pass code you wish to use a base for your wildcard.
THEN
Choose your Wildcard Equals Option, if applicable.
See also: RecTrac Wildcarding.
DeleteWildCard Option (PMPass_PassCode_Equals_Option)
This field is applicable only if you opt to use a wildcard.
Select your Wildcard Option for this process:
- Equals - The process will return a list of all records that equal the value entered. This must be an exact match. For Example: If this was a list of Family Members entering 'Grace Somersby' would find 'Grace Somersby' because it is an exact match but it would NOT find 'Grace J. Somersby' because it is not an exact match.
Note: When running Reports you can use a comma-delimited list (with no spaces) in the corresponding Wildcard field when your Wildcard Option is Equals. This applies to Reports only. For Example: Entering "48116 5851 88003" in a Zip Code Wildcard field on a Report and using the Equals Option would yield results from those three separate Zip Codes.
- Begins - The process will return a list of all records that begin with the value entered. Wildcarding asterisks/periods are not needed. For Example: If this was a list of Family Members entering 'Gr' would find all members whose name begins with 'Gr ' such as Grace Somersby but it would NOT find Ginny Weasley because her name begins with 'Gi.'
- Ends - The process will return a list of all records that end with the value entered. Wildcarding asterisks/periods are not needed. For Example: If this was a list of Family Members entering 'by' would find all members whose name ends with 'by ' such as Grace Somersby but it would NOT find Sam McGee because his name ends with 'ee.'
- Matches - The process will return a list of all records where a value match can be found. Wildcarding and asterisks/periods must be used. For Example: If this was a list of Family Members entering '*om*' (asterisks must be included) would find Grace Somersby and Tom Sawyer because "om" appears in both names but it would NOT find Felicity Lemon because "om" does not appear anywhere in her name.
Note: See also: RecTrac Wildcarding.
Use Rental Item Range (RNRentalItem_RentalItemCode_UseRange)
This field appears in numerous programs. Its functionality may vary.
Select this option to use limit your selection to a range of Rental Items.
THEN
Enter the range of Rental Item Codes.
OR
Leave this option de-selected to skip the Rental Item Code Range check and make selections from the DataGrid if applicable.
- If there is a DataGrid for this program - In instances where you have a DataGrid and corresponding Range a selection in one or the other (or both) is required. Selecting nothing from the DataGrid and nothing from the Range yields a blank report or process.
- If there is NOT a DataGrid for this program - In instances where you do NOT have a DataGrid a selection here is NOT required. Leaving this option de-selected skips this filter and results in ALL Codes being included.
Note: If opting to use multiple filters in this group all Rental Items must fall within their proper hierarchy to be included. For Example: If your Class Range is "Kayak" and Rental Item Code range is "Mountain Bike 1 - Mountain Bike 6 then report will yield 0 results because the Mountain Bikes are not in the Kayak Rental Class.
Begin Rental Item Code (RNRentalItem_RentalItemCode_Begin)
This field is applicable only if you opt to Use Rental Item Range.
Select the Beginning and Ending Rental Item Codes for their respective fields. Rental Item Codes within the range entered will be included in the process.
DeleteEnd Rental Item Code (RNRentalItem_RentalItemCode_End)
This field is applicable only if you opt to Use Rental Item Range.
Select the Beginning and Ending Rental Item Codes for their respective fields. Rental Item Codes within the range entered will be included in the process.
DeleteRental Item Code WildCard (RNRentalItem_RentalItemCode_Equals)
Select the Rental Item you wish to use a base for your Wildcard.
THEN
Choose your Wildcard Equals Option, if applicable.
See also: RecTrac Wildcarding.
DeleteRental Item Code Option (RNRentalItem_RentalItemCode_Equals_Option)
This field is applicable only if you opt to use a Wildcard.
Select your Wildcard Option for this process:
- Equals - The process will return a list of all records that equal the value entered. This must be an exact match. For Example: If this was a list of Family Members entering 'Grace Somersby' would find 'Grace Somersby' because it is an exact match but it would NOT find 'Grace J. Somersby' because it is not an exact match.
Note: When running Reports you can use a comma-delimited list (with no spaces) in the corresponding Wildcard field when your Wildcard Option is Equals. This applies to Reports only. For Example: Entering "48116 5851 88003" in a Zip Code Wildcard field on a Report and using the Equals Option would yield results from those three separate Zip Codes.
- Begins - The process will return a list of all records that begin with the value entered. Wildcarding asterisks/periods are not needed. For Example: If this was a list of Family Members entering 'Gr' would find all members whose name begins with 'Gr ' such as Grace Somersby but it would NOT find Ginny Weasley because her name begins with 'Gi.'
- Ends - The process will return a list of all records that end with the value entered. Wildcarding asterisks/periods are not needed. For Example: If this was a list of Family Members entering 'by' would find all members whose name ends with 'by ' such as Grace Somersby but it would NOT find Sam McGee because his name ends with 'ee.'
- Matches - The process will return a list of all records where a value match can be found. Wildcarding and asterisks/periods must be used. For Example: If this was a list of Family Members entering '*om*' (asterisks must be included) would find Grace Somersby and Tom Sawyer because "om" appears in both names but it would NOT find Felicity Lemon because "om" does not appear anywhere in her name.
Note: See also: RecTrac Wildcarding.
Begin Expiration/Reservation End Date (AutoMembershipRenewal_BeginExpirationDate)
Expand the Drop-down list and select the Begin and End Expiration/Reservation End Dates for the Auto Renewal process. This is a Mandatory field. in the Standard VSI Design. Your design may vary.
- For Passes - This is the range of expiration dates for which you are renewing Passes. Passes with an expiration date within this range will be renewed.
- For Rentals - This is the range of reservation ending dates if renewing Rentals. Rentals with a reservation ending date within this range will be renewed.
THEN take appropriate action in the right-hand column to specify the actual date you wish to select.
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
snippets/step_by_step.html>DeleteEnd Expiration/Reservation End Date (AutoMembershipRenewal_EndExpirationDate)
Expand the Drop-down list and select the Begin and End Expiration/Reservation End Dates for the Auto Renewal process.
- For Passes - This is the range of expiration dates for which you are renewing Passes. Passes with an expiration date within this range will be renewed.
- For Rentals - This is the range of reservation ending dates if renewing Rentals. Rentals with a reservation ending date within this range will be renewed.
THEN take appropriate action in the right-hand column to specify the actual date you wish to select.
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
This is a mandatory field.
DeleteRenewal Begin Date (AutoMembershipRenewal_FromDate)
This field is applicable for the Rental Module only when running this program.
Expand the Drop-down list and select the Begin and End Renewal Dates for the Auto Renewal process. These are the dates you wish to assign to the rental item when the renewal is complete.
THEN
Take appropriate action in the right-hand column to specify the actual date you wish to select.
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
This is a mandatory field.
For Example: You rent mooring slips in four month intervals. You run this program on 30 April and entering 01 May 20xx to 31 August 20xx in these fields. Upon completing the process the mooring slip rental items would be renewed and valid for the four months from May through August.
DeleteRenewal End Date (AutoMembershipRenewal_ToDate)
This field is applicable for the Rental Module only when running this program.
Expand the Drop-down list and select the Begin and End Renewal Dates for the Auto Renewal process. These are the dates you wish to assign to the rental item when the renewal is complete.
THEN
Take appropriate action in the right-hand column to specify the actual date you wish to select.
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
This is a mandatory field.
For Example: You rent mooring slips in four month intervals. You run this program on 30 April and entering 01 May 20xx to 31 August 20xx in these fields. Upon completing the process the mooring slip rental items would be renewed and valid for the four months from May through August.
DeleteCharge Required Fees (AutoMembershipRenewal_ChargeRequired)
Select this option if you want to charge Required fees, if any, for all of the passes/rentals within your range and browser settings. You may select this option and the Non-Required option at the same time, if desired.
De-select this option to skip the charging of Required fees.
Whether a fee is required is determined by the Fee Required option setting on the Fee linked to the item. A Required fee must be charged during a normal transaction.
DeletePrint Log (AutoMembershipRenewal_PrintLog)
Select this option to print the Auto Renewal Journal as a byproduct of this process. The journal lists the memberships/rental items that were renewed and the fees that were charged, if any.
Click Here to See a Sample Report
De-select this option to skip the printing of the journal.
DeleteCharge Non-Required Fees (AutoMembershipRenewal_ChargeNonRequired)
Select this option if you want to charge Non-Required fees, if any, for all of the passes/rentals within your range and browser settings. You may select this option and the Required option at the same time, if desired.
De-select this option to skip the charging of Non-Required fees.
Whether a fee is required is determined by the Fee Required option setting on the Fee linked to the item. A Non-Required fee does not have to be charged during a normal transaction.
DeleteRenew Install-Billed Only (AutoMembershipRenewal_RenewIBOnly)
Select this option if you wish to renew only those passes/rental items that are linked to an installment billing plan. Be sure to select a Charge Fees option (Required, Non-Required or both).
IF you do NOT select a Charge Fees option (Charge Required Fees, Charge Non-Required Fees, or both), new installment bills will NOT be created and patrons will NOT be charged fees.
For Example: You charge an initial fee of $10 for an annual membership and then installment bill for that membership at $15/month. If you select this option only (i.e. if you do NOT select a Charge Fees Option), when you run this program, the passes will get renewed, BUT the initial fee will NOT be charged, and the installment billing records will NOT be created.
Note: Installment Billing records intentionally set to $0.00 are never renewed when running this program regardless of your Charge Fees option.
Treat Manual As Auto (AutoMembershipRenewal_TreatManualAsAuto)
This field is applicable ONLY if you use Installment Billing with Manual Installment Billing Templates.
Select this option to have a Manual Installment Billing Templates treated like an Auto Installment Billing Templates for purposes of the renewal.
- If this option is selected New Installment Bills will be created based on the rules of the Template.
- If this option is disabled: New Installment Bills will NOT be created.
If you select this option determine whether you wish to Use Previous Billing Date.
DeleteUse Previous Billing Date (Monthly Only) (AutoMembershipRenewal_PreviousDate)
This field is applicable ONLY if the Treat Manual as Auto option is selected.
Select this option to have the system renew Installment Bills based on the last billing date regardless of whether the date is different from the date specified on the Installment Billing template.
Note: This option is valid only for MONTHLY Installment Bills that are billed on the same day each month (i.e. Monthly on the 1st Monthly on the 15th etc…).
For Example: Patrons in your database whose last name starts with a letter A-L are billed on the 5th of each month. Patrons whose last name starts with a letter M-Z are billed on the 20th of each month. With this option selected when passes/rental items are renewed and new bills created the system will use the same billing date for the new installment bills that it used for the previous bills; so Penny Lane who was being billed on the 5th will continue to be billed on the 5th and Billy Shears who was being billed on the 20th will continue being billed on the 20th.
De-select this option to have the system create new bills based on the monthly start date on the Template.
DeleteCarry Over Existing Punch Visits (AutoMembershipRenewal_CarryOverVisits)
This field is applicable for the Pass Module only when running this program.
Select this option to have the system "roll over" any remaining/unused punches on Punch passes. When this option is enabled the expiration date of the original punch pass will be extended to match the expiration date of the renewed pass so effectively the patron will the unused punches will be added to whatever punches are created as a result of the renewal. For Example: A Punch Pass gets 20 punches at renewal. Strawberry Fields has five (5) unused punches remaining on her pass. When this program is run Strawberry will have 25 punches on her pass.
De-select this option to void any remaining/unused punches at the time of renewal and allot only the new punches when this program is run.
DeleteRemove Remaining Guest Visits (AutoMembershipRenewal_RemoveGuestVisits)
This field is applicable for the Pass Module only when running this program.
Select this option if you want to void all remaining/unused guest visits on the passes you have selected to renew.
De-select this option if you want remaining/unused guest pass visits to be rolled over to the renewed pass.
DeleteStart Rentals Now (AutoMembershipRenewal_StartRentalNow)
This field is applicable for the Rental Auto Renewal program only.
Select this option to have the system start rentals as a byproduct of running this program. With this option selected auto-renewed rental items will have a rental status of "In Use."
De-select this option to required further action to begin a rental after the auto renewal process. With the option de-selected auto-renewed rental items will have a status of "Pending" and patrons will have to complete the Check Out process.
DeleteOverride Warning Messages (AutoMembershipRenewal_OverridePMWarnings)
Select this option to have the system override any warning messages linked/associated to passes/rentals during the renewal process. This allows the Auto Renewal program to continue in the event of a Rule violation.
Note: This option takes the user's Permissions into account. Rules set to the override option of Warning will be bypassed automatically with this option enabled. Rules that the User running this program would normally be able to override will be bypassed as well. Rules that the user running this program cannot normally override and/or Rules set to Deny will NOT be bypassed.
Include Suspended Record Status (AutoMembershipRenewal_IncludeSuspended)
This field is applicable for the Pass Module only when running this program.
Select this option to include passes with a Suspended status when running this program. This option allows you to renew member passes that are currently under suspension. When the suspension is lifted the pass will revert to Active status.
De-select this option to skip passes with a Suspended status when running this program. This option vacates the renewal for members whose pass is under suspension. When the suspension is lifted the pass (most likely) will be Expired and the member will have to renew manually.
DeleteFeatures To Exclude (AutoMembershipRenewal_FeaturesToExclude)
Click the Combo Box icon to select Family Member Feature Codes as desired. This list determines which Family Members Features you wish to EXCLUDE (i.e. skip") when running the Auto Renewal program. Any family member linked to at least one (1) code in this list will be skipped during the renewal process.
Family Member Feature Codes are maintained in System Code Management.
DeleteInstallment Billing Option (AutoMembershipRenewal_BillingOption)
This field Is applicable only for items are Installment Billed and only if you are opting to charge fees on those items.
Expand the Drop-down list and select your Installment Billing Option:
- Extend Installment Bill with Original Amount - Select this option to use the original fee amount that you charged when extending installment bills for passes/rentals. This option looks at the existing bills for a pass or rental item and charges that amount when extending the bill. This is a good option if you have not increased fees since your last renewal period.
- Extend Installment Bill with Pass/Item Fees - Select this option to use the fees linked to the applicable pass codes/rental items when extending installment bills. This option looks at the fees linked to the pass/rental item and charges the applicable ones when extending the bill. This is a good option if you have increased/decreased fees since the last renewal period.
Non Installment Billing Option (AutoMembershipRenewal_FeeOption)
This field Is applicable for items are NOT Installment Billed and only if you are opting to charge fees on those items.
Expand the Drop-down list and select your Non-Installment Billing Option:
- Use Original Amount - This option uses the original fees charged for the extended renewal dates.
- Use Pass\Item Fees - This option will look at current item fees and charge those for the extended renewal dates. This option makes more sense for those items which have had their fees updated.
Household Category (AutoMembershipRenewal_hhCategories)
Expand the Combo Box icon to select the Household Categories you wish to include.
OR
Leave this field at its default (0) Selected to include all Household Categories.
Household Categories are maintained in System Code Management; Type = Category (Household/Family Member/Team).
DeleteHH Fee Code (AutoMembershipRenewal_hhFeeCodes)
Select this option to filter by Household Fee Codes
THEN
Expand the Drop-down list and select the corresponding Match Option.
OR
Leave this field at its default (0) Selected to skip the HH Fee Code check.
RecTrac Process and Reporting screens offer numerous fields and widgets that allow you to filter the data for which your process or report is being run. RecTrac Widgets provides definitions and examples to show you how these work.
Fee Codes are maintained in System Code Management. Type = Fee.
DeleteHH Fee Code Match Option (AutoMembershipRenewal_hhFeeCodesMatchOption)
This field is applicable only if you are including HH Fee Codes.
Expand the Drop-down list and select the corresponding Match Option.
Note: Code and Match option fields appear on numerous reports and processes in RecTrac. Depending on the report or process you are running some Match Options listed below may not appear in the Drop-down list. However the Match Options described here work the same way regardless of the field name. 'Fee Code' is being used in the following as an example only.
- Match Any - If there are options selected at least one (1) match is needed though multiple matches would be acceptable. For Example: This field might be for Fee Code and the Fee Codes you selected might be Resident Non-Resident Non-Profit Senior and Student. In order to appear on the report or process a Household would need to be linked to at least one of those Fee Codes though it could be linked to more than one such as Resident and Senior.
- Match All - If there are options selected ALL options must be linked to appear on the report or process. For Example: This field might be for Fee Code and the Fee Codes you selected might be Resident and Senior. In order to appear on the report or process a Household would need to be linked to all of those Fee Codes though it could be linked to more such as Resident Senior and Non-Profit.
- Match Exact - If there are options selected an EXACT MATCH is required for inclusion on the report or process. For Example: This field might be for Fee Code and the Fee Codes you selected might be Resident Non-Profit and Senior. In order to appear on the report or process a Household would need to be linked to only those Fee Codes. It has to be an exact match. A Household linked to Senior and Non-Profit would not appear nor would a household linked to Resident Non-Profit Senior and Veteran.
- Match 1 (and up) - If there are options selected the Match number threshold must be met in order for inclusion on the report or process. For Example: This field might be for Fee Code and the Fee Codes you selected might be Resident Non-Profit and Senior. Your Match Option is "2." In order to appear on the report or process a Household would need to be linked to two (2) of the three (3) Fee Codes though it could be linked to more.
- Match None - If there are options selected no matches must be found in order to be included on the report or process. For Example: This field might be for Fee Code and the Fee Codes you selected might be Resident and Senior. In order to appear on the report or process a Household would need to be linked to no Fee Codes or to Fee Codes that are NOT Resident and Senior such as Non-Resident and Student.