The Member Expiry Process

The Member Bulk Load process does not remove any members from the database, they are initially deactivated, meaning they can no longer log into the website or receive emails from the committee. This means that if they re-join the group after leaving they can just be reactivated. The Member Bulk Load process doesn't automatically deactivate members as some degree of leeway is given (e.g. a maximum of three months) to renew their membership before they are remove them from mailing lists. We've found through experience that the Ramblers membership renewal process has quite a bit of "lag" in it, especially around the speed that Ramblers collect renewal payments and get that information to us. So to accommodate this in as gentle way as possible we go through this process:

• When membership Expiry date is 2 months in the past, a Membership Expiry Warning email is sent to members.
• When membership Expiry date is 3 months in the past, a Membership Expiry email is sent to members.

To run either of the above Membership expiry processes, access the Send Emails facility as you did in the Welcome emails section.

• To see whether any members need a 2 month overdue reminder, choose the Membership Expiry Warning email type from the dropdown.
  • Any members that have an membership Expiry date more than 3 months in the past will automatically be selected in send box.
  • Click Send Membership Expiry email to send an email to each of these members.
  • One sent, their membership records will be updated so that they are no longer a group member and they will be removed from all mailing lists.
  • Any members that have an membership Expiry date more than 2 months in the past will automatically be selected in send box.
  • Click Send Membership Expiry Warning email to send an email to each of these members.
• To see whether any members need a 3 month overdue deactivation, choose the Membership Expiry email type from the dropdown.
  • Note that their membership record is not deleted, just the membership is deactivated to achieve the above. If they re-join, the bulk load will automatically reverse the above. You can see whether a member is activated or not by clicking the edit button against a member and then looking at the Privileges tab and looking at the Approved Group Member checkbox which should be unchecked:

Note that NGX-Ramblers system doesn't currently automatically track which emails have been sent to which members, but the Member Selection settings in the email configurations can be used to auto-select members based on their creation, expiration dates or whether they are missing from the last Bulk Load. See the Member Selection and Actions section of Email Configurations for more information on this.