You can allow members to change membership levels themselves, or you can make the change for them.
Changing levels by a member
Whether a member can switch to a different membership level depends on the settings within the Level security options section of the General tab for their membership level.
If a member's current membership level allows level changes, a Change option will appear within their member profile to change their membership level.
Note: The option to change membership levels is not available if the membership status is Pending renewal. Members must first cancel their renewal.
If a member already has an active recurring payment profile and you are using a payment processor other than Wild Apricot Payments/AffiniPay, they cannot change membership levels themselves without first canceling their recurring payments. For instructions on canceling recurring payments by members or administrators, click here. Bundle members cannot change levels unless they are first removed from their bundle, and bundle admins can change the entire bundle to another bundle level, or change to an individual level if they have no bundle members. For more information on changing bundle levels, click here.
When a member changes their membership level, the full price of the new membership term will be billed, and the next renewal date will be calculated based on new level settings and payment date. There is currently no pro-rating based on the previous membership level.
However, you can provide discounts to cushion the impact of a level change. For more information on discounts, click here.
After clicking the Change membership level button, members will be presented with the list of available membership levels.
You can customize this page by modifying the Membership level change system page.
Next, they are given the chance to update their profile. If a discount coupon was enabled for member level changes and the selected membership level, a field will appear where the member can enter the coupon code.
After clicking Update and next, the member is asked to confirm the level changes.
You can customize this page by modifying the Membership renewal system page.
Members click on Confirm to add the invoice to their profile (see Member invoices and payments). After the successful online payment, the membership record will be updated with a new membership level and renewal date. Until the payment is received, notice about the level change is shown on the member's profile, along with the option to view and pay the invoice.
The following emails are sent when a member changes their membership level:
| Email type | Timing | Recipients |
|---|---|---|
| Member level change initiated | When membership level change is initiated (unless online payment is completed within 15 minutes) | Member |
| Member level change succeeded | When the new membership fee has been fully paid | Member and organization contact |
You cannot customize member level change emails, or control who receives them.
If a member upgrades from a membership level without recurring payments to a level with recurring payments enabled, they will follow the recurring payment process as a new member would.
Changing levels by an administrator
To change the membership level for a member, follow these steps:
- Go to their contact record and click the Membership tab.
- Click the Edit button.
- Choose a different level from the Membership level dropdown.
- Change the Membership status to Pending - Level change.
- Click Save to save your changes.
- You will be asked whether you wish to generate an invoice. Click Generate invoice.
- Click Save to save the new invoice.
- From the invoice details for the new invoice, click Email to email the invoice to the member.
- Be sure to include a message about their new level and the outstanding membership fee.
- Click the Send email button to send the message.
From the Membership tab, you'll have the option of activating the level change without payment or recording a payment.
If you click Activate without payment, the member status will be set to Active and the invoice will remain outstanding. If you don't click that button, the level change will take effect once the payment for the membership fee for the new level is recorded.
When a member changes their membership level, the full price of the new membership term will be billed, and the next renewal date will be calculated based on new level settings and payment date. There is currently no pro-rating based on the previous membership level.
