Groups & Memberships allow you to organize your donors into meaningful groups of people.

  • Create groups for quick filtering and messaging.
  • Assign accounts to multiple groups and automate their start date and their end date.
  • Create memberships to manage people who belong to different membership levels.
  • Assign members to a membership level through an item purchase, donation, opt-in form or manually through the admin interface.
  • Create groups as memberships that have have optional expiry dates, renewals and automated payments.
  • Create optional directories where people in groups or memberships can look each other up.
  • Create private content (pages, product, categories, events, etc) only available to specific groups of donors or membership levels.
  • Create automatic discounts for those who belong to specific groups or membership levels.
  • Configure automated group or membership specific email notifications.

What are Groups & Memberships

A Group or Membership is just a collection of GiveCloud user accounts.  You can configure what each Group's name is, how long people can be assigned to the group and what being assigned to that group means (special access, special discounts, special welcome page, etc).

Working with Simple Groups

You can create a grouping of accounts that you manage manually.  For example, perhaps you want to group a handful of high-volume givers into a "High Volume" group so you can easily report on all your "High Volume" accounts.

Renaming the "Groups" Feature

Why would I do this? Your groups might be geared towards something specific, like classes for your members to join. Renaming this feature allows the product to be more customized to your situation. So instead of "Groups", the feature would be called "Classes" and instead of "Members" your participants could be called "Students".

  1. Click on Settings & Admin from the left side menu.
  2. Click General > Advanced from the settings panel.
  3. Under the Synonyms header, you will see four options related to groups: Group, Groups (Plural), Group Member, Group Members (Plural)
  4. You can use these options to rename the "Groups" feature to whatever suits your purposes. For instance, groups could be called "Memberships" or "Classes".

Creating a Group

  1. Click Settings & Admin from the left side menu.
  2. Click Accounts > Memberships from the settings panel (Note: if you've changed the name of the groups feature, "Memberships" will actually be replaced with your synonym).
  3. Give the Group a Name.
  4. Click the Save button in the top right corner.

Manually Adding an Account to a Group

  1. Select Accounts from the left menu and click the magnifying glass next to the account you want to add to the group.
  2. Near the bottom of the Account Screen, find the Memberships panel and click the + Add Group button. (Note: if you've changed the name of the groups feature, "Memberships" will actually be replaced with your synonym).
  3. Select the Group you created and click save.

Working with Memberships

Memberships are simply Groups with additional parameters for tracking memberships.

Creating a Membership Level

Just the same way you might create a group:

  1. Click Settings & Admin from the left side menu.
  2. Click Accounts > Memberships from the settings panel (Note: if you've changed the name of the groups feature, "Memberships" will actually be replaced with your synonym).
  3. Follow the on-screen prompts to setup your Membership Level the way you need.  For paid memberships, you'll follow a second set of instructions below.
  4. Click the Save button in the top right corner.

Setting Up Paid Memberships

In order for someone to pay to become a member in a Membership, they must purchase an item that is linked to a Membership.  To do so, you must first create the Membership Level (above), then link it to an item that is purchasable from your GiveCloud site.

To link the membership level:

  1. From the left menu, select Sell & Fundraise > Items.
  2. From the list of items, either select the item you want to link to the membership level you created, or add a new item using the green + Add button.
  3. Once you have the item screen open, look for the Options (or Stock & Variants in older versions) section.  Select the option you want to link with the Membership Level.  In the settings panel for that individual option, select the appropriate membership level.
  4. Click Save in the top right corner.

Now, anytime someone pays for this item (whether through a one-page form or a shopping-cart checkout), they'll be assigned to this membership level.

Manual Membership Renewals

Members can manually renew their membership by logging in and clicking the "Renew" link under their membership profile.  When setting up the membership, be sure you link to the correct "Renew" URL (the link where your members must manually renew their membership).

The instructions to your members would be:

  1. Login to your Account
  2. Click on "My Profile"
  3. Under Membership, you can see your current membership level as well as when it expires.  To manually renew your membership, click the "Renew" button.

Automatic Membership Renewals

You can setup automatic membership renewals by linking a membership to an item that has an automatic recurring amount.  Each time the amount is processed, the membership renewal is processed.  When linking your membership to an item, be sure to select a variant option that is configured for recurring payments.

Free Memberships or Opt-ins

Create simple opt-in forms that allow people to join or opt-in to a group or membership.  If you have the Template selector in your page editor, look for the Sign-Up snippet.

Here's the snippet for reference:

[signup group="Gold Member"]
<!-- form fields here (first_name, last_name, email [password, city, state, zip, country, email_opt_in]) -->

Here's an example of a basic name & email signup form for a specific group that should work in most of our themes.

[signup group="Gold Member"]
<div class="row">
<div class="form-group col-xs-6"><input class="form-control" name="first_name" required="" type="text" value="" placeholder="First Name" /></div>
<div class="form-group col-xs-6"><input class="form-control" name="last_name" required="" type="text" value="" placeholder="Last Name" /></div>
<div class="form-group"><input class="form-control" name="email" required="" type="email" value="" placeholder="Email" /></div>
<div class="form-group">
<div class="checkbox"><label> <input name="email_opt_in" type="checkbox" value="1" /> Also send me general news and updates. </label></div>
<div class="form-group text-center"><button class="btn btn-info btn-lg" type="submit">Sign Me Up!</button></div>

In both examples above, be sure to replace "Gold Member" with the name of the group you've created.

Automated Notifications

Member Notifications

GiveCloud can automatically communicate with your members as their membership nears its expiry.

  1. Click Settings & Admin from the left menu.
  2. Click Emails.
  3. Near the bottom of the screen, look for Custom Emails > New Email.
  4. Under Trigger, select Membership Expired.  You can also specify the number of days before or after the expiration date.
  5. Compose your message.  Be sure that To: [[bill_email]].
  6. Click Save.

Staff Notifications

You can also use automated notifications to alert your staff when memberships are expiring.  When following the steps above, simply replace the To: field with any email address.

Upcoming Improvements

  • Batch Group Assignments
    Link multiple accounts to a group at once.
  • Dynamic Group Assignments
    Have GiveCloud assign accounts to groups for you based on metrics like items purchased, lifetime donation amount, children sponsored, year-to-date donation amount, and so on.
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