GoodCRM offers a great deal of Membership automation, taking care of membership fees, email communications and membership statuses automatically.

This automation relies on our direct integration with payment services allowing us to keep track of who has paid, or not, automatically.

It is therefore not recommended to accept what we call ‘offline payments’ – in other words, payments taken via POS, cheque, transfer, standing order etc. However, we know this is sometimes unavoidable, so this section is designed to help those people who enable offline payments via their membership settings.

If you wish to accept offline payments, first enable this in your membership settings.

Once this setting is switched on, you can also switch on support for the Pay by invoice option in your membership plan settings which allows members to choose this as a payment option instead of card or direct debit when they sign up.

When you configure your memberships to allow offline payments, you will continue to benefit from full automation for all memberships paid directly via GoodCRM (where a card or direct debit payment method is setup via GoodCRM).

However, for members paying via ‘offline’ payment methods GoodCRM will no longer perform the following actions:

As such these functions must be performed manually by your organisation.

Please note however, that membership statuses will continue to update so long as payments are recorded.

If you allow members to pay by offline methods (such as cheques, cash, via your till etc), it is important to record these payments in the system.

1. Navigate to the memberships section

2. From the Memberships Home Page, click on Manage Memberships

3. Search for the member’s name or membership number and click view

4. Find the outstanding invoice and click on the £ button to add a payment

5. Choose the type of payment you have received and click Save.

The Invoice will now display as PAID.

Click on the < Membership button to return to the membership.

The membership status will be updated based on the received payment and the renewal date will be updated accordingly.

We automatically send renewal reminders each month for (by default) four months, before cancelling a membership. However, we do not send these reminders to those members who do not pay via GoodCRM.

For members paying at your till, by cheque, standing order, transfer or cash, it is up to you to:

We provide two key reports to help you with this process which can be found on your Memberships Home Page.

The Manual Renewals – Email report provides a CSV (Spreadsheet) file of all members who pay via an offline method who have an email address. This should be used with Mailchimp or a similar programme to send renewal reminders.

The Manual Renewals – Post report provides a CSV (Spreadsheet) file of all members who pay via an offline method who do not have an email address. This should be used with Word Mailmerge or a similar programme to produce renewal letters.

Other reports removed for clarity.

By default these reports show members due for renewal in the current month. However, you can use the Date Range Selector to find renewals for dates further into the future, or for renewals that are still due from previous months allowing you to send periodic reminders to members with instructions for payment.

People who have been lapsed for four months or more will be automatically cancelled by the system. Should you wish this period to be changed, please contact support.

When you receive payments, don’t forget to record them in the CRM.