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How To Configure Your Membership Approval Workflow

This article will show you how to customize the Approval Workflow for a Membership Category’s incoming Membership Applications and Renewals!

Edit the Membership Category

Each Membership Category has its own Approval Workflow. The order in which you charge fees, and grant portal access, must be specified in the settings of each Membership Category itself.

1. From the Member365 Administrator Dashboard, click ‘Membership’ at the top of the page.

2. On the page that follows, click ‘Manage’ next to ‘Membership Categories’.

3. Locate the Membership Category whose settings you wish to edit, using the search bar if necessary, then click its name.

Enable Approval

If your Membership Category does not ‘Require Approval’, then all incoming Applications and Renewals will be Approved automatically following a successful submission of payment.

4. Click the tab labeled ‘Configuration’, then click ‘Membership’ from the list of sub-tabs that appears.

Image showing the 'Configuration' tab and 'Membership' sub-tab of a sample Membership Category.

5. Scroll down to the series of options, and locate the toggle for ‘Requires Approval’. Turn this toggle OFF or ON as necessary.

Image indicating the 'Requires Approval' toggle among a series of toggles.

ON or OFF?

Toggled ON (green) – Incoming Membership Applications will require administrator approval before they become Active. Further configuration options will be available.

Toggled OFF (red) – Incoming Membership Applications will become Active automatically when payment is received. No approval is necessary, and you are finished with this tutorial.

Configure the Review Process

If you choose for this Membership Category to require approval, you can then customize the review and approval workflow.

6. Turning ON the toggle in Step 5 will cause a tab labeled ‘Workflow’ to appear. Click this new tab.

Image showing the Workflow Tab for a sample Membership Category.

Collect Payment

For every Membership Category that requires approval in Member365, you can choose when to charge its Membership Dues! There are two options: BEFORE the application is approved, or AFTER the application is approved.

Image showing the Workflow Tab of a sample Membership Category, and indicating the 'Collect Payment' options: With Application / After Approval

Which to choose?

With Application – Applicants to this Membership Category pay when they apply. Once payment is received, their application can then be Approved or Denied by you as an administrator. If denied it will then need to be refunded.

After Approval – Applicants to this Membership Category only pay if they are approved. Prospective Members who you deny will not be charged anything! This is the Pre-Approval workflow.

If you want to charge an Application Fee to all prospective Members, even if they’re denied, choose With Application.

If denied Members should not be charged anything, then choose After Approval.

Member Portal Access

If you want to grant prospective Members Portal Access right away – before they are officially approved – then you can configure that workflow as well!

Image indicating the 'Member Portal Access' field under the Workflow Tab. The options are 'On Approval' and 'After Payment Received'.

Choose whether you want applicants to receive login details to the Member Portal once they pay their Membership Dues, or once their application has been approved.

Approve Renewals

Do you want to approve both Applications and Renewals using the workflow you’ve configured, or should only new incoming Applications be subject to review?

Image indicating the 'Approve Renewals' toggle under the Workflow Tab of a sample Membership Category.

Approve Renewals

Toggled ON (green) – Membership Renewals will be subject to your approval workflow.

Toggled OFF (red) – Membership Renewals will not be subject to your approval workflow, and will be approved automatically.

Save your Changes

To save the approval and review workflow for this Membership Category, click the ‘Publish’ button at the bottom of the screen to confirm everything you have configured.

Image showing the 'Publish' button at the bottom of the screen when editing the Workflow tab of a Membership Category.

Repeat the steps in this article for every Membership Category whose approval workflow you wish to configure!


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