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Open Memberships → Members to find an enrollment. A contact can contain several individuals; select the actual person who should be the primary member.

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Find an enrollment

Tabs across the top narrow the list to Active, Expiring soon, Past due, Lapsed, or Canceled; search and the tier filter narrow it further. The Members column shows how many people each membership covers against what its tier allows—so a household tier sitting at 1 of 2 is easy to spot. Export CSV downloads exactly what the current filters show.

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Add a membership manually

  1. Open the member list and choose the new-member action.
  2. Under Tier & schedule, choose the tier and available schedule options.
  3. Under Primary individual, search by name or email and select the correct person and household.
  4. Add any Additional members permitted by the tier. Check the selected roster rather than assuming every household member is included.
  5. Complete Term details, review the dates and status, then save.
  6. Open the resulting membership to confirm the primary individual, covered members, term, and linked gifts.
If someone you’re adding isn’t in Advocora yet, choose Add someone who isn’t in the CRM yet and enter their name—an email is optional. They’re created in the primary member’s household, so you don’t have to leave and build a contact first. See Couple and family memberships. Manual record entry should not be treated as proof of a collected online payment. Use an enrollment form for supporter self-service payment and verify the payment outcome separately.

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Review an existing membership

Search the member list, open the enrollment, and review its status and term before making changes. Check linked gifts when resolving a payment question. For an externally managed payment subscription, confirm the actual subscription status before telling a member future billing has stopped. A membership record is organised in tabs: Some actions are limited by your role. Cancelling a membership, changing its tier, and granting a complimentary membership all move money, so they’re reserved for administrators; adding or removing covered members and recording an offline payment are not.

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Record a payment that arrived offline

Use Record renewal payment at the top of the membership, or + Record payment on the Billing & renewals tab—both open the same form. Enter the amount, the date the payment arrived, and how it was paid; a check number is kept when the method is Check. The gift is filed against the tier’s designation and account, which is why those are set on the tier. How the payment moves the term end depends on where the membership is: Recording a payment also brings a lapsed membership back to active. If the member has paid before and those gifts simply aren’t attached yet, use Attach existing gift instead—that links the gift to the membership without moving the term. Memberships paid through an externally managed payment subscription renew themselves; record a payment only for offline ones.

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Troubleshooting

  • Person cannot be found: check the contact’s individuals and search email; create the appropriate person first if needed.
  • Too many covered members: compare the roster with the selected tier’s limit.
  • Duplicate enrollment suspected: search the primary individual and review existing memberships before creating another.
  • Dates or payment status do not agree: capture the membership and payment details for Get support; do not delete financial history to correct a display problem.
Use membership reports to review active and expiring enrollments.