Overview
Knowlix Members creates and manages membership programs with subscription products, status tracking, invoicing integration, and member directories. Sell annual memberships, professional associations, loyalty programs, or premium access tiers with automated renewals and member benefits. The membership system integrates with Sales for order processing and Accounting for invoice generation. Configure tiered membership levels with different pricing and durations, track member status through lifecycle stages, and publish member directories on your website for networking and community building. Membership products function as time-bound subscriptions with defined start and end dates. Automatic status updates move members through stages from application through renewal, with expired memberships flagged for follow-up outreach. Integration with contact records maintains complete member history including purchase dates, payment status, and membership tier. Key capabilities:- Configurable membership products with durations
- Automated status tracking through membership lifecycle
- Sales order and invoice integration
- Published member directories on website
- Comprehensive membership analytics and reporting
Important: Membership programs require clear terms of service, renewal policies, and cancellation procedures. Communicate benefits explicitly and handle membership data according to privacy regulations.💡 Pro Tip: Ask Your Knowlix for membership tasks: “Create an annual membership product for $299” or “Show me all active members”
Membership Products
Configure subscription offerings with pricing and duration settings.Creating Membership Products
Navigate to Members → Configuration → Membership Products and click New. Product configuration: Product Name: Descriptive title for membership tier (e.g., “Gold Annual Membership”, “Professional Association Dues”). Membership Duration: Time period covered by membership purchase. Define start and end dates for validity period.Note: Membership products require start and end dates to determine member status. Products can be sold before their active start date for future-dated memberships.Pricing: Set member cost for product. Different membership tiers can have different price points based on benefits provided. Membership products appear in sales orders and can be invoiced as standard products or recurring subscriptions. 💡 Your Knowlix: “Create a premium membership for 50”
Activating Memberships
Grant membership status to contacts through purchase or complimentary assignment.Purchase-Based Activation
From contact record:- Navigate to Contacts and open contact form
- Click Membership tab
- Click Buy Membership
- Select membership product from dropdown
- Configure member price
- Click Invoice Membership
- Complete invoice confirmation
Complimentary Membership
Grant free memberships without purchase requirement. To provide complimentary access:- Open contact form
- Navigate to Membership tab
- Enable Free Member checkbox
- Save contact
Membership Status
Track member lifecycle through automated status updates.Status Levels
Current Membership Status displays on contact’s Membership tab: Non Member: Contact has not applied for or purchased membership. Waiting Member: Application submitted but invoice not yet generated. Invoiced Member: Invoice created but payment pending. Paid Member: Membership fee paid and membership active. Old Member: Membership end date has passed. Eligible for renewal. Cancelled Member: Member requested cancellation before expiration. Status automatically updates based on invoice status and membership dates. System flags expired memberships for renewal outreach campaigns.Member Directory Publishing
Showcase active members on public-facing website pages.Directory Setup
Install Online Members Directory module to enable member listing functionality. Add /members page to website navigation through menu editor.Publishing Individual Members
Make specific member profiles visible on website. Publication workflow:- Navigate to CRM → Sales → Customers
- Select member contact card
- Click Go to Website smart button
- Click Edit to access page builder
- Customize member profile page
- Click Save
- Toggle Unpublished to Published
Membership Analytics
Analyze membership sales and trends through comprehensive reporting.Accessing Reports
Navigate to Members → Reporting for membership analysis dashboard. Default display: Bar chart measuring membership quantity against revenue generated. Data grouped by salesperson and membership start month.Report Filtering
Group By options: Salesperson: User responsible for member relationship (from Salesperson field on contact’s Sales & Purchase tab). Associated Partner: Contact listed as Associated Member on membership tab. Membership Product: Tier or type purchased (includes both paid and complimentary). Current Membership State: Status category (paid, invoiced, old, etc.). Company: Purchasing organization (multi-company databases only). Month: Membership commencement month.View Options
Graph views: Bar chart, line chart, pie chart for visual trend analysis. Pivot table: Multi-dimensional analysis with multiple measures, monthly breakdowns, and status comparisons. Switch views using icons in upper-right corner. Measures available: Quantity: Number of memberships sold. Revenue Done: Total income from membership sales.Membership Best Practices
Communicate Value Clearly
Explicitly list member benefits on product descriptions and marketing materials. Members renew when value exceeds cost.Automate Renewal Reminders
Send automated emails 60 days, 30 days, and 1 week before membership expiration. Early reminders improve renewal rates.Offer Early Renewal Incentives
Discount early renewals or provide bonus months for renewal before expiration. Reduces lapsed memberships.Track Churn Metrics
Monitor cancellation rates and expired memberships that don’t renew. Survey non-renewals to identify improvement areas.Segment Member Communications
Different membership tiers receive different communications. Premium members receive exclusive content and benefits.Maintain Current Member Data
Regularly update contact information, company affiliations, and member preferences. Accurate data improves engagement.Create Member-Only Content
Provide exclusive resources, events, or discounts for active members. Tangible benefits justify membership investment.Simplify Renewal Process
One-click renewal or automatic payment processing removes friction. Make staying a member easier than canceling.Troubleshooting Common Issues
Status Not Updating Automatically
Possible causes:- Invoice not confirmed
- Payment not reconciled
- Membership dates incorrect
Member Directory Not Displaying
Possible causes:- Online Members Directory module not installed
- /members page not added to navigation
- Members not published individually
Membership Invoice Missing
Possible causes:- Buy Membership process not completed
- Free Member checkbox enabled instead
- Invoice generation failed
Related Documentation
- CRM - Contact and customer management
- Sales - Sales order processing for memberships
- Subscriptions - Recurring membership billing
Need Help?
Ask Your Knowlix:- “Create a professional membership tier for $199 annually”
- “Show me all members expiring this month”
- “Give Sarah Johnson a complimentary membership”
- “Generate membership renewal reminders for expiring members”
- “What’s the renewal rate for gold memberships?”