> For the complete documentation index, see [llms.txt](https://help.peoplevine.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.peoplevine.com/products/control-panel-overview/billing-payments-hub/prepare-renewal-season.md). # How to Prepare for Membership Renewal Season ### Before you begin (Prerequisites) * **Permissions**: You must be an **Administrator**, **Supervisor**, or **Support**. See: [How to Manage Users and Permissions](/products/control-panel-overview/admin-overview/manage-roles-permissions.md). * **Payment Processor**: Your payment processor must be configured and active. See: [How to Link a Payment Processor](/products/control-panel-overview/admin-overview/link-payment-processor.md). ### How Renewal Works Membership renewal in Peoplevine is **automatic**. A daily billing job charges members on their **Next Billing Date** using the payment method on file. When a charge succeeds, the Next Billing Date advances to the next cycle and the **Term Renewal Date** advances one year (on annual anniversaries). The **Term Renewal Date** does not control billing — it is a contractual reference date that auto-advances after a successful renewal. The **Next Billing Date** controls when charges actually happen. Your role in renewal season is **preparation**: ensuring payment methods are current, resolving failures, and communicating with members before the billing engine runs. ### Instructions The primary tool for renewal prep is [**SELL > View Subscriptions**](https://control.peoplevine.com/subscriptions), which has purpose-built quick filter tabs. > **Note (Pro Dash):** Navigate to **Sell > Subscriptions > View Subscriptions**. #### Step 1: Review Upcoming Billing 1. Navigate to [**SELL > View Subscriptions**](https://control.peoplevine.com/subscriptions). 2. Click the **UPCOMING BILLING (NEXT 60 DAYS)** quick filter tab. This auto-filters to the next 60 days with Active, Pending, and Failed Payment subscription statuses. 3. Review the list. Each subscription displays a **payment ready** tag (card on file) or an **invoice** tag (invoice billing). Subscriptions with neither tag will fail when billing runs. 4. Click **EXPORT DATA** to download the list for planning. > Reach out to members without a card on file approximately 30 days before their billing date to give them time to add a payment method via the portal. #### Step 2: Find Members Without a Payment Method 1. On the same page, click the **UPCOMING WITH NO PAYMENT ON FILE** quick filter tab. 2. This shows members due for billing who have no card or payment method on file. Without a payment method, the charge will fail. 3. Contact these members to collect payment information before their billing date. Members can also add a payment method themselves via the Member Portal — see: [How to Update a Member's Payment Method](/products/control-panel-overview/charging-payments-overview/update-member-payment-method.md). #### Step 3: Resolve Failed Payments 1. Click the **FAILED BILLING** quick filter tab. 2. Review members whose recent charges failed. The system automatically retries failed **dues** payments on **Day 3** and **Day 7** after the initial failure. 3. After the Day 3 and Day 7 reattempts, automatic billing is **completely disabled** on the subscription — the system will not charge or reattempt on the next regular billing date. The Next Billing Date remains in the past. Staff must manually charge the subscription to reactivate the member, or the member must pay via the portal paywall. 4. To retry a failed payment on an individual member: open the member's CRM profile, navigate to their unpaid balance section, and take payment on the open invoice. See: [How to Manage Invoices](/products/control-panel-overview/invoices-house-account-overview/manage-invoices.md). > **Important**: Do not take payment directly on the subscription — this creates a duplicate charge and leaves the invoice open. Always take payment on the open invoice. #### Step 4: Check Expiring Credit Cards 1. Click the **EXPIRING CREDIT CARDS** quick filter tab. 2. This shows members whose cards will expire before their next billing date. 3. Reach out to these members to update their card before the charge attempt fails. > **Note**: Stripe automatically updates expiring cards in many cases, so this filter may show fewer results than expected. It is still useful for catching cards that Stripe cannot auto-update (e.g., cards from issuers that do not support automatic updates). #### Step 5: Send Renewal Reminder Communications 1. Set up a renewal reminder campaign by navigating to [**CONNECT > Manage Campaigns**](https://control.peoplevine.com/campaigns) and clicking **CREATE CAMPAIGN**. Select the **Date Campaign** type. > **Note (Pro Dash):** Navigate to **Automate > Campaigns > New Campaign**. 2. Use the **Next Billing Date** as the date trigger. Configure the campaign to send a reminder a set number of days before the billing date (e.g., 30 days before renewal). 3. Include instructions for members to update their payment method in the Member Portal. ### Reference: Term Renewal Date vs Next Billing Date | Field | What it does | | --------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Next Billing Date** | Controls when the next payment is charged. Advances automatically after each successful charge based on billing frequency. This is what the billing engine uses. | | **Term Renewal Date** | Contractual reference date (e.g., annual anniversary). Auto-advances one year after a successful renewal. Displayed to members in the portal. Does not trigger billing or rate changes. | ### Best Practice Start with the **FAILED BILLING** and **UPCOMING WITH NO PAYMENT ON FILE** tabs — these are the members most likely to churn. Use **EXPIRING CREDIT CARDS** to catch problems before they become failures. The **ADJUST BILLING** button on View Subscriptions can batch-push billing dates if you need to align renewal cycles. ### What Happens Next * **On the member side**: Members with valid payment methods are charged automatically on their Next Billing Date. Members can update their payment method via the Member Portal. Failed members see a payment prompt when logging into the portal. * **Next step**: To handle failed payments on individual subscriptions, see: [How to Manage Subscription Billing](/products/control-panel-overview/billing-payments-hub/manage-subscription-billing.md). *Last updated: 2026-05-24* --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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