While some actions for updating the most commonly changed data for a contact can be done in the summary modal actions button, every bit of data sheepCRM has related to the contact record can be viewed, added and updated in the contact record's detailed sidepanel view. Find the contact you wish to edit, bring up the summary modal and click on the view contact button to open up the sidepanel.

The membership tab shows all membership plans - past, present and future - for the current contact. The first panel on the tab shows a summary of all known membership plans tied to the contact. This will show current/active plans by default but can show past/cancelled or future plans by selecting a filter option.

To add a new membership to the current contact, click on the add membership button located in the top right. This will bring up a window with the following fields:

Select a plan for this new membership record. The options in this list are defined in your membership plans in sheepSettings. Please follow this article for more information on how to add new membership plan types.

If required, enter a membership number for the new membership record. If left blank, a number will be automatically generated for you.

Enter a start date for the new membership record. This can be set in the past or future and will act as the day that he membership plan started for the contact - based on the defined duration of the membership plan type, the end date will be automatically calculated, but this can be changed after the membership record has been added.

If required, set a contact as the admin for the membership record. This is generally used for organisation or parent/guardian memberships where the individual managing the membership is different to the entity that the membership is for. If left blank, the current contact will be treated as the admin contact.

If required, set a contact as the financial admin/payer for the membership record. This is generally used for organisation or parent/guardian memberships where the individual managing the membership payments is different to the entity that the membership is for. If left blank, the current contact will be treated as the billing contact.

Underneath the summary panel, each membership plan for the contact will appear in its own card. Click on a card to expand it, showing more information on the membership plan, showing any notices or warnings as well as any payments made for the membership.

Scrolling down to the membership card and expanding it will show the actions button located in the top right of the card. The dropdown has the following options:

Click on this option to change the details of the membership itself. From here you can alter the amount of the membership, change the membership plan type it is based on, set a custom end date to extend or shorten the membership as well as more advanced features outlined below:

Please note that any changes made here are specific to the current contact and do not change the membership plan type it is based on. To make changes to the plan type itself, please see our article on changing membership plan types in sheepSettings.

When registering through sheepApp, additional fields can be added or captured during the process. These can be viewed in their own panel on the membership record and also added or edited manually in sheepCRM. Click on this option to bring up a window with the existing data displayed in a Key: Value format. You can edit the value by changing the data inside the field, but in order to change the key you will need to delete the entire field and create a new key.

Click on this option to cancel the selected membership. This will keep the membership plan and all related data, but change the status to cancelled, denying any membership benefits granted by the membership. Please note that this does not cancel the payment plan and will not remove any pending or future payments - these will need to be cancelled manually.

Click on this option to instantly renew the selected membership. This can be combined with the Membership Renewal settings changing of the membership and payment plan to effectively 'migrate' the membership to a different plan. Please note that depending on the current expiry date for the membership plan, this option may not be available.

Click on this option to duplicate the selected membership into a new plan. The duplicated plan will be immediately active, with the start date being today's date and expiry date will be based on the length of the selected membership. Please note that the duplicated plan will include any changes made to the selected membership - if you want to have a new membership that uses the 'default' settings, please use the add new membership option instead.

Click on this option to add a payment record to the selected membership. This will bring up a window allowing you to add the new payment.

This window will show the following fields:

Raise Invoice to create either a draft/live/paid Invoice. The status of this is automatically determined by the status of the associated Payment.

I.e.

Click on this option to remove any future payments tied to the payment plan for the selected membership. After using this feature, we strongly recommend checking for any pending payments as these may not be cancelable by sheepCRM and will need to be managed by the payment provider.

Click on this option to view or download a PDF of the member certificate for the selected membership. This can then be printed or emailed as needed.

Click on this option to view or download a PDF of the membership card for the selected membership. This can then be printed or emailed as needed.

Click on this option to delete the selected membership. This will completely remove the membership plan which can result in links to any related data being broken - for this reason we strongly recommend cancelling the membership plan instead. Please note that this does not cancel the payment plan and will not remove any pending or future payments - these will need to be cancelled manually.

Unfortunately, you can not edit an Invoice already raised.
You should cancel the existing one and create a new one to reflect the required information.

Each membership plan will have a status based on their current data. Listed below are the different statuses available for a membership plan, along with any notes or suggestions for resolving issues:

The membership plan was successfully created and has a start and end date which contains the current date - alternatively this could be a life membership plan without a date. Please note that an active membership plan can be unpaid - whether the plan has been paid or not will not affect whether the status is considered active.

The membership plan was successfully created, but the end date is set to a date before the current date, resulting in an expired membership status. The end date can be extended if needed, but generally the membership plan should be renewed.

The membership plan was successfully created, but the start date is set to a date after the current date, resulting in a future membership status. If this membership plan needs to be active now, changing the start date to the current date will resolve this.

The membership plan was manually cancelled by a staff member. This membership plan can not be reactivated, so a new membership plan will need to be created - alternatively, you can use the action option to copy as a new membership plan to create an active plan.

The membership plan was not successfully created - this is generally due to the self-service app user not finishing the sign-up process. The user can return to the membership plan in the self-service app, or a staff member can manually finish the membership plan in sheepCRM if needed.

The membership plan has a valid payment record associated with it, covering the price of the membership plan. Please note that this does not affect whether the membership plan will be considered an active plan, as this is handled by other criteria.

The membership plan does not have any valid payment records associated with it - or the total paid by associated payment records is less than the membership plan price. Please note that this does not affect whether the membership plan will be considered an active plan, as this is handled by other criteria.