Neon CRM offers three membership types: No Group, Household Group, and Company Group. Household Group Memberships allow a single individual to register as the primary member and add individuals to be sub-members. Each of the sub-members will receive their own separate Neon CRM account, which will be linked to the primary member as a household relation. The sub-members will be able to create their own login names and passwords and receive all the benefits of the membership, such as member discounts on events or store purchases. However, only the primary member will be able to renew or otherwise change the membership for the sub-members.
The most common example of a Household Group Membership is a family membership. For example, dad could be the primary member and mom and the two children could each be sub-members.
To set up a Household Group Membership, go to Global Settings cog Global Settings Levels & Terms (under Memberships), then select New Membership.
On the next page, name your membership and fill out the other information as you like. The different fields on this page are described here. Then, from the Type drop-down, select Household Group Membership. A new field will appear called Max # of Sub-members.
As described in the highlighted note, the Max # of Sub-members field sets a maximum number of sub-members that the primary member can bring along with them. For example, if you wanted to only allow for up to 4 people to register for a family membership, you would enter "3" in the Max # of Sub-members field, because you want to allow the primary member to bring up to 3 sub-members. If you wanted 2 people to be able to join, you would enter "1" in this field. If you leave this field blank, a primary member can bring an unlimited number of sub- members.
Now that you have set up the basic information about your membership, you need to set up the pricing and length. To do this, click New Membership Term next to the Membership Term/Pricing heading.
On the next page, you will be asked to set up a Join and a Renew term for your Household Group Membership. Neon separates these terms so that you can have different pricing for each - for example, it costs $100 for someone to join as a member, but $200 to renew. This guide outlines how to set up Join and Renew terms. This process is the same for all membership types.
Once you have finished setting up the Join and Renew terms, click Submit. You will be returned to the Membership page. There, you will see the terms that you set up with details. The final column will say Group Detail and have links that say Add Sub-member Term.
Additional members will be added to the group as sub-members. Each sub-membership gets recorded as a separate enrollment. This allows the sub-members to receive member benefits and communications and appear on membership reports along with the group parent.
Click Add Sub-member Term under Group Detail to create the terms for sub member enrollment.
You will need to add sub-membership terms for both the Join and Renew parent terms. This will allow sub-members to be added or renewed whether the parent member is joining or renewing their own membership.
On the sub-membership term setup page, you will define the membership level associated with the sub-membership (join and renew) as well as the display name, cost (if any) and duration.
- The Membership field indicates the level of membership that will be assigned to the sub membership. This field will usually default to the last membership level you created. Please check to confirm that the correct membership level is selected.
- Membership views and reports are based on the membership level, not the term. See the example in the image above. The Membership level for this sub-member term is "Additional Family Member". Any sub-member of a "Family Membership" group will show their membership level as "Additional Family Member" on their account and in reports.
- If you need to see the specific sub-membership of individuals in reports and account views, you will need to create a membership level for them, and assign that membership to the sub-member term in this step.
We recommend that you include the cost (if any) of the sub-membership in the Display Name so that the parent member is aware of the additional charges incurred.
Click Submit to save your changes. You will be returned to the Membership screen. Now click Add Sub-member Term for the Renew term and repeat the same process.
Once you finish adding the sub-member term for the Renew term, you will be once again returned to the Membership screen. It will now have both the Join and Renew terms for the primary member and the Join and Renew terms that you set up for the sub-members.
Reporting on Sub-Members
The Membership Term criteria and output allows you to report on members within a specific term within a membership level. For example, you can see just the Family memberships that are paying month-to-month vs. the annual membership.
Now that you have set up your Household Group Membership called Family Membership, it will be available on your online membership forms. You can always retrieve the link for this and other Neon forms under Web Content Form Links & Landing Pages. The membership you set up will be listed using the language that you entered in the Display Term field during setup.
On the first page of the membership form, the primary member will be able to select your Household Group Membership term and enter their information. The information that you collect on this form can be customized by following the directions in this guide. When they click Submit, they will be taken to a second page.
To add a sub-member, click Add Another Household Member. The primary member will then be asked to fill out information about their sub-member. The only option that will be available for the sub-member's membership level is the Add Member Price option that you set up - in this case, Extra Person - free.
At the bottom of this page, the primary member can either click Continue - if they are done adding sub-members - or they can add additional sub-members by clicking Add Another Household Member. This button will appear until the primary member has met the sub-member limit that you set in the Max # of Sub-members field during setup. If you did not set a Max #, the primary member will be able to add as many sub-members as they would like.
Logged-In Constituent Options
If your constituent is logged in while registering and they already have household members associated with their Neon account, Neon will give them the ability to include those household members as sub-members on their Household Group Membership. Households are described in detail in this guide. For example, in this screenshot, we can see that Kay Bailey has two household members: Troy Bailey and Ginny Bailey.
If Kay logs in using the constituent login portal (described here) and goes to the membership registration form, she will be able to choose and purchase the Household Group Membership. Once she has completed her transaction, she can select My Membership in the constituent drop-down.
From this page, she can add her household members to her membership by selecting them and clicking Join.
Now Troy and Ginny have been added as sub-members for Kay's Household Group Membership.
To register an account for a Household Group Membership in the back-end of Neon, go that person's account and select New Membership from the top right corner of the Memberships section.
Select the appropriate Membership Term for your Household Membership and NeonCRM will automatically populate the associated Membership Level, Term Fee and Duration.
Click the Calculate button for NeonCRM to automatically assign a start and end date to this membership according to your Membership Settings, described in this guide. Click Add Membership to continue.
On the following pages, you will be asked to enter payment information and confirm the membership entry.
Once you have completed the entry, go back to the Account Detail page and open the Household Contacts section. If this individual was not already the head of a household, a new household will have been created for them.
To add household members to the purchased Household Group Membership, they will need to be added as contacts with their own Individual accounts. Each account in the Household can be assigned their own membership record and recognized independently as members by the system.
You can add new household members by selecting New Household Contact from the Actions Menu in the top right corner of the Household Contacts section.
Our guide on Households has more details about adding Household Contacts with Individual accounts.
Once all household contacts have been added, go back to the Membership section and open the Actions menu next to the group membership record. Choose Manage Sub-members.
On the Manage Sub-Members page, select the household contact(s) that you want to add to the group (see item 1 below), and then click Add to membership (item 2).
For each sub-membership, select the appropriate Membership Term for your Household Membership and NeonCRM will automatically populate the associated Membership Level, Term Fee and Duration.
For each sub-membership, click the Calculate button for NeonCRM to automatically assign a start and end date to this membership according to your Membership Settings, described in this guide. When all sub-memberships are populated correctly, click Add Membership to continue.
You can now see from the Memberships section of any group member's account who is the primary member, and how many sub members there are.
Your members can renew their membership by logging in to the constituent login portal and selecting My Membership from the login drop-down menu. Note that you have the ability to change this wording by following this guide, so the wording in your drop-down menu may be slightly different.
On this screen, they will see a link to Renew Now next to their membership information.
From here, they will follow the same workflow as when they originally purchased their Household Group Membership, as outlined above.
The behavior for the renewal of the sub-members will depend on how you configured the "When the Primary Members renew, present them the option to renew all sub-members together and make them the same start as the primary membership" setting in Global Settings cog Global Settings Membership Settings. If you have selected the first option "No, the primary member will renew sub-members manually", the primary member will have the option to 1) have Neon renew all of their sub-members along with their primary membership, or 2) be responsible for manually renewing each of their sub-members, just as they had to add them when they originally purchased the membership. If you have selected the second option, Yes, make this the default, Neon will automatically renew their sub-members for them.
To renew a Household Group Membership as an administrator, go to the account of the primary member and open the Memberships section. At the top of the section, open the Actions Menu and select Renew Membership.
Neon will automatically auto-populate the same information from the previous membership, with updated start and end dates for the new term and an Enrollment Type of Renew. You can change the membership level and term if the member has elected to renew their membership at a different level. Select Add Membership to continue.
On the next page, Neon will ask you if you would like to renew the sub-members in the group.
If the household has any contacts that aren't included in the group membership, and there are any sub memberships still available, Neon will ask if you would like to add them as a new sub member.
Select the sub-members using the checkboxes on the left side, and click Next. Review the summary screen, enter payment information, then click Save Payment.