It is designed to help admins understand:
What happens when a membership reaches expiry
What “Renewal Due” means
When action is required
How renewal and payment interact
The Core Principle
In sheepCRM:
Renewal = creation of a new membership period.
Renewal does not automatically mean payment has been collected.
Membership records and payment records are separate but connected.
The Three Renewal Models
Renewal Model | Who Initiates Renewal | What Happens at Renewal Due | When Admin Action Is Required |
Manual Renewal | Admin | Nothing happens automatically | Admin must create the renewal |
Self-Service Renewal | Member | Member can renew via sheepApp | Only if member does not renew |
Auto Renewal | System | System generates renewal automatically | Only if payment fails or needs review |
What Happens at Expiry in Each Model
Manual Renewal
Membership reaches Renewal Due
No new period is created automatically
Admin must create the renewal
If no renewal is created:
Membership expires
Status becomes Lapsed
Self-Service Renewal
Membership reaches Renewal Due
Member can log in and renew
When completed, a new membership period is created
If the member does not renew:
Membership expires
Status becomes Lapsed
Auto Renewal
Membership reaches Renewal Due
System automatically generates the renewal
Invoice or payment plan is created
If payment succeeds, the new membership period is created automatically
If payment fails:
Membership may still renew depending on configuration
It may appear in the Unpaid Active Members report
Admin review may be required
What “Renewal Due” Means
“Renewal Due” is a timing status.
It indicates that the membership is approaching its expiry date.
It does not automatically mean admin action is required.
Whether action is required depends on the renewal model.
Renewal and Payment (Important Distinction)
Membership and payment are separate records.
Action | What It Does | What It Does Not Do |
Renewal | Creates a new membership period | Does not confirm payment |
Invoice | Requests payment | Does not activate membership |
Payment | Records financial transaction | Does not create membership period |
This distinction is important when reviewing renewals and unpaid memberships.
Key Admin Checks
When reviewing renewals, admins should check:
Renewal model of the membership plan
Whether a new membership period has been created
Payment status (if applicable)
Unpaid Active Members report (for auto-renew setups)
Summary
Renewal creates a new membership period
Renewal Due signals timing
The renewal model determines who initiates renewal
Payment and renewal are separate records
Monitoring requirements depend on configuration
If you would like a related guide, see:
Membership Terminology Explained