Setting Up a Company Group Membership
Adding Sub-Member Terms
Reporting on Sub-Members
Registering for a Company Group Membership Online
Registering for a Company Group Membership from the Constituent Login Portal
Entering a Company Group Membership as an Administrator
Renewing a Company Group Membership Online
Renewing a Company Group Membership as an Administrator
Neon CRM offers three membership types, described here: No Group, Individual Group, and Company Group. Company Group Memberships allow a company to register as the primary member and add individual employees 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 company contact. 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 Company Group Membership is a corporate membership. For example, the company could be the primary member and five of its employees could be sub-members.
To set up a Company Group Membership, go to Global Settings cog Global Settings Membership Settings Levels & Terms, 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 Company Group Membership.
Upon selecting Company Group Membership type, two new fields will appear:
- Max # of Sub-members - designate a maximum number of sub members that the primary member can bring along with them. For example, if you wanted to allow a company to bring up to 5 employees as part of their corporate membership, you would enter "5" in the Max # field.
- Sub-membership available to - choose which company contacts can be added to an employee group membership; all contacts or only those marked as current employees.
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.
On the next page, you will be asked to set up a Join and a Renew term for your Company Group Membership. Neon separates these terms so that you can have different pricing for each - for example, it costs $200 for someone to join as a member, but $180 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.
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 below. The Membership level for this sub-member term is "Corporate Membership - Two Year - $200". Any sub-member in this group will show their membership level as "Corporate Membership - Two Year - $200" 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.
On this screen, the Display Name should say what (if any) extra cost there will be per sub-member. The Fee is that cost. Click Submit to complete the setup. 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 Member Price 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 company and the Join and Renew terms that you set up for the employees.
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 Company Group Membership called Corporate 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.
Note that Company Group Memberships will only display on the Company version of your membership form, which is accessible by clicking the Company User? button on your membership form, described here. 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 company will be able to select your Company 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 to the corporate membership, click Add a Sub-member. The primary member - the company - will then be asked to fill out information about the sub-member. The only options that will be available for the sub-member's membership level are the Sub-member Terms that you set up.
At the bottom of this page, the company can either click Continue - if they are done adding sub-members - or they can add additional sub-members by clicking Add Another Sub-member. This button will appear until the primary member has met the sub-member limit that you set in the Max # field during setup. If you did not set a Max #, the company will be able to add as many sub-members as they would like.
If the company is logged in while registering and they already have employees associated with their Neon account, Neon will give them the ability to include those employees as sub-members on their Company Group Membership. Company Contacts are described in detail in this guide.
The company contacts available to add to a group membership depends on what option you selected for the "Sub-membership available to" setting. Note that employees do not automatically become members when their company purchases a membership. The constituent must add the employees they want as sub-members to the group.
If a representative of the company member logs in using the constituent login portal and goes to the membership registration form, they will be able to choose and purchase the Company Group Membership. The My Membership option in the constituent drop-down will show details.
From this page, company contacts can be added as sub-members by selecting them and clicking Join.
Additionally, clicking Add will create a new individual account as a company contact of this company in your NeonCRM, but will not automatically grant them membership. After you've created them, add them to the group membership by selecting them and clicking Join.
To register an account for a Company Group Membership in the back-end of Neon, open the Memberships section on the company account and select New Membership.
Select the appropriate Membership Term and Neon will automatically populate the fields for Membership Level, Term Fee and Term Duration.
Click Calculate and Neon will automatically assign a start and end date to this membership according to your Membership Settings, described in this guide. Then click Add Membership.
On the following page, you will be asked to confirm what acknowledgments (email or letter) you wish to send and enter payment information.
Once you have completed the entry, go back to the company's account page. If any sub members that you wish to add to the purchased Company Group Membership aren't already on the Contacts list, open the Company Contacts section of the account detail page, click New Company Contact and complete the form.
Once all of the contacts you need have been added, return to the Memberships section of the account, open the Actions menu next to the active membership, and select Manage Sub members.
Select the contact that you wish to add to the Company Group Membership and click Add to membership.
The contacts that appear as available for sub membership will be restricted to current employees only if that's the option you selected for the "Sub-membership available to" setting.
Select the appropriate Membership Term(s) and Neon will automatically populate the fields for Membership Level, Term Fee and Term Duration.
Click Calculate for each sub membership and Neon will automatically assign a start and end date to this membership according to your Membership Settings, described in this guide. Then click Add Membership.
On the following page, you will be asked to confirm what acknowledgments (email or letter) you wish to send and enter payment information (if necessary). Complete the form and save your changes to finish adding your sub members.
Your members can renew their membership by logging in to the constituent login portal and selecting My Membership (potentially renamed) from the login drop-down menu.
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 Company 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 Membership Settings, as described here.
To renew a Company Group Membership as an administrator, go to the company's account 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 any existing sub-members in the group. Select the sub-members using the checkboxes on the left side, and click Next.
If there are any company contacts that are not yet part of the group, Neon will allow you to select them and join them as new sub members. Check the box next to any contacts you'd like to add and click Next.
Review the summary screen, enter payment information, then click Save Payment.