Bombay YMCA - Membership Renewal Configuration Guide

📘 Membership Renewal Configuration Guide

This guide explains how to configure and control Membership Renewals in ERPNext.

With this setup, you can decide which membership types can be renewed, until when, or block renewals completely — without needing any developer help.

🎯 Why This Is Needed?

Some memberships (e.g., Student, Youth, Associate) may not be renewable, or may only be renewable for a limited time.

Using this configuration, you can:

1. Block renewals for selected membership types.
2. Allow renewals only till a specific date.
3. Continue to allow renewals for other membership types.

🛠 Steps for Configuration

1️⃣ Open Membership Type

1. Go to: Membership → Membership Type
2. Open the membership type record you want to configure (e.g., Metropolitan Membership, Student Membership).

2️⃣ Configure Renewal Rules

Each Membership Type record now has two new fields:

1. 🔲 Block Renewals
2. Tick this checkbox if renewals should never be allowed for this membership type.
3. Example: Student Membership → Blocked completely.
4. 📅 Allow Renewals Till
5. Select a date until which renewals are allowed.
6. After this date, renewals will automatically be blocked.
7. Example: Associate Membership → Allowed till 31-12-2025.

👉 You can use either Block Renewals or Allow Renewals Till, depending on your policy.

👉 If both are left empty → renewals are allowed without restriction.

3️⃣ Effect on Membership Creation

1. When creating a new Membership:
2. If the type has Block Renewals enabled → the system will not allow you to save it as a renewal.
3. If the type has Allow Renewals Till set and the date is expired → the system will block the renewal.
4. Existing renewals created earlier will remain unaffected.

🔒 Important Notes

1. This restriction applies only to new renewals being created.
2. Existing renewal memberships remain valid and can be updated.
3. If you try to create a restricted renewal, the system will show an error message and block saving.

✅ Summary for Users

1. Open the Membership Type you want to configure.
2. Tick Block Renewals if no renewals are allowed.
3. OR set a date in Allow Renewals Till if renewals are allowed only up to a certain time.
4. Save. Done! 🎉
5. Users will now be automatically restricted when creating new renewals.