How to Use MonkeyPod's Member HQ App

Manage your member-based organization with MonkeyPod's Member HQ app! It integrates seamlessly with your MonkeyPod to make your membership management effortless.

How do I install the Member HQ app in my MonkeyPod?

From the main menu, choose Apps & Integrations > Membership Management and select the option to learn more about the Member HQ app.

Follow the onscreen instructions to install the app. Once installed, the Install button changes to Manage /Update Settings. Click that to have MonkeyPod walk you through the initial setup, described below.

Once Member HQ is installed, it can be accessed directly in the Apps & Integrations menu under "My Apps & Integrations".

What steps are involved in setting up a membership?

During the initial setup, MonkeyPod walks you through the setup of one membership level. Follow the onscreen documentation as a guide.

To set up a membership in your Member HQ app, you need to configure three main things:

• Membership Levels (for example Standard Membership, Premium Membership, etc.)
• Payment Options (monthly vs annually; fee-for-service or donation based)
• Billing (Fully-automated, semi-automated, or manual options are available.)

We'll go over each of those sections below.

Setting up membership levels

MonkeyPod asks for the following information when setting up your membership levels:

• Name: the name of your membership level. For example: Standard Membership, Premium Membership, etc.
• Description (optional): Although it is optional, it helps to include a detailed description about the membership level.
• What type of membership is this? You have two options here that relate to the accounting for the membership payments:
  • Fee-for-service: Choose this option if you consider your membership income as earned income—for instance if you offer the membership in exchange for services (as dues).
  • Donation-based (including partially-deductible): Choose this option if your membership income is considered contributed income, for example, if you offer a membership in exchange for donations.
• What role corresponds to this membership level? Choose which relationship role should be associated with people who join at this level (e.g. Premium Member). You may also create a new role, if necessary.

Click Save when finished.

Setting up payment options

After setting up your membership levels, you'll move on to configuring your payment options. Choose whether members have the option to pay monthly, annually, or either.

Next, select the associated payment options. This step is different for fee-for-service memberships (dues) vs. donation-based memberships.

• Fee-for-service membership payments are accounted for as sales, so they require an "item" for each membership level you offer. In MonkeyPod, "items" are things you sell on a regular basis.
• Donation-based memberships are accounted for as donations rather than sales since the payments are considered contributed income. As a result, their setup does not involve items that you sell. Instead these donation-based memberships are associated with donation options in MonkeyPod.

If you don't already have your sales items or donation options setup, click the Create a new item.. or Create a new donation option... link to set them up now.

Once your payment options are set, click Save to continue.

Set up billing options for memberships

After configuring your membership levels and payment options, select the Billing tab of your Membership Dashboard for instructions to walk you through billing setup.

MonkeyPod's Member HQ app offers three levels of billing.

1. Fully-Automated: *Recommended* Fully-automated billing works through your integrated Stripe account so that Stripe and MonkeyPod handle everything for you. From membership cancellations to upgrades, choose this option to fully automate your billing!
2. Semi-Automated: This option also works with Stripe, but you have the ability to handle some options manually, such as cancelations etc.
3. Fully Manual: This option provides no automation at all. You are responsible for recording payment transactions and membership information on the member record.

If you don't already have Stripe setup for billing, see How to Configure Stripe for Transaction Processing.

How do I add more membership levels?

The initial setup process walks you through how to create your first membership level. You then repeat this process for each of the levels needed in your membership program.

To setup additional membership levels, start by making sure you have your "items" or "donation options" created that you'll associate as payment options for these new membership levels. Remember, this step is different for fee-for-service memberships (dues) vs. donation-based memberships.

• If you're working with fee-for-service memberships: Add a new "item" for the membership level by choosing Finance > Items from the main menu, and click "Add Item". See this article for details about setting up items.
• If you're working with donation-based memberships, add a new "donation option" for the membership level by choosing Fundraising > Donation Options from the main menu. See this article for details about donation options.

Once you have your "items" or "donation options" ready, return to your Memberships Dashboard by choosing Apps & Integrations from the main menu, and selecting Membership from under "My Apps & Integrations".

Choose the Membership Levels tab, then click Add a Membership Level at the bottom of the page to create the new membership level.

Enter the details as described above for the initial setup and save your new membership level. For example, let's say you've already created a Standard membership level, and now you want to create a Partner level membership tier that is donation-based only. You'd fill out the form like this with the name, optional description, donation-base option selected, and the Member role selected:

Click Save and the new membership level appears in the Membership Levels tab, where you can complete the setup by selecting the corresponding payment option for each available billing cycle (monthly and/or annually). Remember that the payment options that appear in the menu are your sales items (for fee-for-service memberships) or donation options (for donation-based memberships).

If your donation options are available on fundraising pages, or donation embeds, then that information will automatically be displayed in this form.

Where can I view my organization's members?

All members are listed in the Members tab of Member HQ. Use the tools available on the page to help you focus on specific relationships:

• Use the search option at the top of the list to find a member by name.
• Filters in the column headers can be used to refine the list by membership level, status, or payment method.
• And click-sort options in the headers also provide options for sorting by member name or starting/ending dates of the memberships.

To dive into the details behind a membership, use the following options:

• Click a member's name to view their relationship record in your MonkeyPod.
• Click the billing type to view the transaction that paid for the membership.

For memberships paid via a Stripe subscription, you'll have additional options at the end of each row:

• Click the Stripe icon to view the transaction in your Stripe dashboard.
• Click the Sync icon to sync the membership dates with the Stripe subscription

Exporting membership lists

Use the Export Members List button to generate a CSV file of the currently displayed memberships. You will also have the option of including additional relationship details like contact information, giving totals, or custom attributes.

Where can I modify someone's membership?

All membership management is done in the Members tab of Member HQ.

Icons at the end of a row for a membership provide a variety of options for modifying the membership.

• Edit membership: To modify the membership level, billing frequency, or "paid through" date of a membership, select the membership's edit icon. Make the necessary changes, and click Save.
• Extend free months: Select the calendar icon to extend free months for a membership.

Select the 3-dot icon at the end of a row for additional options:

• Cancel membership: For active memberships only.
• Re-activate membership: For inactive members only.
• Reassign membership: Change a membership from one relationship to another.
• Community Portal: Copy the link for the members community portal to send it to them so they can manage changes themselves. (See the following section for details!)

How can members manage their memberships directly?

If you'd like for your organization's members to use the MonkeyPod Community Portal to manage their memberships on their own, choose the Settings tab in Member HQ and select the "Yes" option.

Once that option is enabled, members can log into their portal to view details about active or expired memberships, along with options to:

• cancel an auto-rebilled membership
• update payment information for an auto-rebilled membership
• pay/renew a manually managed membership
• download a membership card including a QR code for verification

You can direct members to their portal by copying their member-specific link by choosing the 3-dot icon at the end of the row for their membership and selecting Community Portal Link.

How can I set up reminders for renewals?

MonkeyPod can send emails to your annually-billed members when their membership is scheduled to renew—all you need to do is to turn on this setting in Member HQ and choose an email template to use for the messages.

In Member HQ, go to the "Renewal Reminder Emails" section in the Settings tab.

• For auto-rebilled memberships, the email is a reminder that they'll be charged in 7 days.
• For manually managed memberships, the email is a renewal reminder with a link to renew.

Choose the Yes option to turn on either or both of these reminder emails for your members. Then choose from the list of available templates for the email. To preview or edit a template, select the Edit Template button.

What options do we have for membership cards or QR codes for member verification

If you'd like for your members to have access to membership cards or a QR code that can be used for your team to verify their membership, the Community Portal can provide that! Be sure you've turned on the setting in Member HQ to allow access to membership self-service tools in the Community Portal. Then, when they go to the portal they'll see an option to download a membership card that will include their membership status and a QR code that can be scanned to verify that they're an active member!

Can my MonkeyPod help me manage membership email lists as well?

Yes! One of the most amazing things about the Member HQ app is the ability for MonkeyPod to not only manage your membership levels and their payments, but also to manage your communications with them through Smart Subscriptions to our Email Lists.

In the Membership Dashboard, click the Email Lists tab to view the email lists that can be automatically added to your MonkeyPod. You can create a list for:

• All active members
• All inactive members
• All active members for any specific membership level
• All inactive members for an specific membership level

Click the Create List to create a corresponding list.

Click Manage/Send for any list you've created to go to that list's Email List settings where you can see subscribers and configure the options for the list.

Frequently Asked Questions

What happens in my MonkeyPod when someone pays for their membership?

When using the fully-automated billing option, when someone pays through the Stripe payment link a few things happen:

1. If they were not in your MonkeyPod, they are added.
2. If they were already in your MonkeyPod, their record is amended to show the new membership information.
3. The member is assigned the role you choose when you setup the membership level.
4. The sale of their membership is recorded as a transaction on their record.

What happens when a member clicks the payment link generated by the fully automated billing option?

Glad you asked! Below is a screenshot of the Stripe payment link that gets sent to your member's email when it is time to renew!

Is there a option to send automatic emails to those that have an expired membership?

Yes! MonkeyPod integrates with Stripe to manage your memberships so together they will automatically send an email to the member when their membership expires. In addition, a member receives a receipt every time they are charged and they can cancel their membership at any time. You can easily identify and email lapsed / canceled members using MonkeyPod's smart email lists that dynamically update based on membership status.

Can we have specific emails go out automatically each time there is a new membership, donation, recurring (renewal) membership and expired membership?

Yes! Using MonkeyPod's Email Automation app, you can send out automated emails for a variety of triggers that you can define. You can create as many automated email campaigns with customizable logic as you need.

Can these emails be tailored to have the user's name, amount, membership level, when it expires, when it expired, etc...?

Yes! You can personalize emails with a person's name, membership level, membership start date, and membership paid through date using merge tags!

How can I delete a membership level?

Go to the Membership Dashboard by choosing Apps & Integrations > Member HQ from the main menu. Select the Membership Levels tab. Then click the trash can icon associated with the level you want to delete.