Let Organizations Manage Their Own Memberships and Batch Renewals
Associations serving companies, institutions or other organizations manage membership for several people at once.
Members Village gives the organization a place to maintain their roster, manage renewals and make payments directly. With two different membership structures:
Batch memberships: each person holds their own individual membership, while the organization renews several people at once.
Organization memberships: the organization holds one membership, and the people on its roster receive membership privileges.
Let's explore further depending on the organization memberships you support:
Give the Organization Manager Control of Their Roster
The organization manager can maintain the people connected to their organization through the Member Portal.
They can add new contacts, update existing contacts and remove people who are no longer part of the organization. That keeps the roster in the hands of the organization that knows it best.
The way membership applies to each person depends on whether your association uses batch memberships or an organization membership.
How Batch Membership Renewals Work
With batch memberships, every person has their own individual membership. The organization manager manages those people together and can renew several memberships through one transaction.
The manager reviews their organization roster
The manager sees the individuals connected to their organization and selects which members they want to renew.
They do not have to renew every person on the roster.
They select the appropriate membership for each person
Your association controls the membership options available through a renewal path.
For example, someone who is a Regular Member in 2026 could be eligible to renew as a Regular Member or move to an Affiliate membership for 2027.
A membership type outside the approved renewal path, such as Student in this example, would not be offered as a renewal option.
The organization manager sees the choices your association has already approved.
Members Village calculates each membership and its applicable tax
Each person in the batch can have their membership calculated individually.
Members Village uses the member's province of operation to calculate the applicable provincial tax for that membership.
An organization could therefore renew members operating in several provinces through the same batch while each membership receives the appropriate tax calculation.
The organization pays for the selected memberships
The selected memberships are brought together for payment.
The organization can use the payment methods your association supports.
Once completed, each person's membership record reflects their own membership and expiry date.
Provincial Tax Is Calculated for Each Member in the Batch
A national organization may have staff working across Canada.
The billing organization may be located in Ontario while the individual members it is renewing operate in Alberta, Nova Scotia or several other provinces.
Members Village calculates the applicable tax for each individual membership based on that member's province of operation.
Those individually calculated memberships can then be paid together as part of the batch.
Your staff does not need to manually calculate different provincial tax amounts before processing the organization's renewal.
Control Which Memberships Someone Can Renew Into
Renewal paths give your association control over what happens from one membership period to the next.
Your administrator defines which membership types are available based on the member's current membership.
For example:
2026 Regular Member
can renew as:
2027 Regular Member
or
2027 Affiliate Member
Membership options that are not part of that approved path do not appear as renewal choices.
This lets the organization manager choose the appropriate membership while keeping the available choices within the rules your association has established.
Offer Renewal Rates That Are Only Available to Existing Members
Your association can also define pricing specifically for renewal.
For example:
New membership: $100/year
Member renewal: $75/year
The $75 renewal option can be available to eligible existing members without displaying it as a public membership option for someone joining for the first time.
The member's status and renewal path determine which options are available when it is time to renew.
Batch Renewals Can Run Automatically
Some associations know in advance how each membership should continue into the next membership period.
When your administrator has defined the renewal path, an eligible batch can automatically renew using the organization manager's saved payment method.
The renewal path determines where each membership progresses.
The memberships are processed together and the individual membership records receive their new expiry dates.
This is available for both calendar-based and anniversary-based membership structures.
What Happens If Someone Leaves the Organization?
With a batch renewal, each person holds their own individual membership.
If the organization manager removes someone from the organization roster after their membership has been paid, that person's membership remains active until its expiry date.
At that point, the individual can renew their own membership if they want to continue.
Their membership belongs to them for the membership period that has already been purchased.
How Organization Memberships Work
An organization membership uses a different structure. The organization itself holds the membership and pays one membership fee.
The people associated with that organization receive their member privileges through the organization's active membership.
The organization holds the membership
The membership belongs to the organization rather than to each individual contact.
Your association defines the organization membership and its price.
The organization maintains the roster
The manager adds the people who belong to their organization through the Member Portal.
There is no set limit on the number of contacts who can be added to the organization roster.
People receive member privileges
When an eligible contact is added to an organization with an active organization membership, that person receives the associated member privileges.
The organization manager does not need to purchase a separate individual membership for every person they add.
The organization renews its membership
Organization memberships can use calendar-based or anniversary-based renewal cycles.
They can also renew automatically when an eligible saved payment method is available.
The organization continues to hold the membership and the contacts on its roster continue to receive the associated privileges.
Membership Privileges Follow the Organization Roster
With an organization membership, access is tied directly to your association database and the organization's active membership and roster.
When someone joins the organization
The organization manager adds them to the roster.
They receive the member privileges associated with the organization's membership.
When someone leaves the organization
The organization manager removes them from the roster.
The membership privileges they received through that organization are removed.
When the organization's membership expires
The contacts receiving privileges through that organization also lose those membership privileges.
When the organization renews, its active membership once again determines the privileges available to the people on its roster.
Which Membership Model Fits Your Association?
Your association can configure its membership structure around the model it actually uses.
Members Village also supports offering individual batch and organization memberships at the same time.
Batch memberships
Use batch memberships when:
- Each person needs their own individual membership.
- The organization pays for several individual memberships together.
- The organization manager chooses which people are being renewed.
- Individual members may have different membership types.
- Different provincial tax calculations may apply within the same batch.
- A person should keep their paid individual membership if they later leave the organization.
Organization memberships
Use an organization membership when:
- The organization itself is the member.
- The organization pays one membership fee.
- People receive member privileges because they belong to that organization.
- The organization manager controls who is on the roster.
- You do not need to charge separately for every person added to the organization.
- Member privileges should follow the person's relationship with the member organization.
What Changes for Your Organization Managers and Your Staff?
| Organization managers | Your association |
|---|---|
| Maintain their own roster | Less roster administration |
| Choose which individual members to renew | Fewer renewal requests for staff |
| Select from approved renewal paths | Membership rules remain controlled by your association |
| Renew several members together | One batch can cover multiple individual memberships |
| Pay using your supported payment methods | Provincial tax is calculated for each membership |
| Manage members operating in different provinces | Zero administrator action for successful automatic renewals |
| Add and remove organization contacts | Member privileges update with the organization roster |
The organization manager handles the membership work they are responsible for while your association defines the membership rules behind it.
Available With City Builder and Nation Builder
Batch renewals and organization memberships are available with City Builder and Nation Builder.
Both plans support associations that need organizational membership structures and more advanced membership renewal workflows.
Connected to Member Management and the Member Portal
Organization memberships and batch renewals use the same member and organization database your association already manages in the interconnected software suite.
Member Management
Configure individual and organization membership types, renewal cycles, renewal paths, member records and organization relationships
Member Portal
Give organization managers secure access to maintain their roster, manage memberships, complete payments and access their organization's information.
Credit-Card Payments
Process supported membership payments through your association's payment setup without Members Village adding its own percentage-based transaction fee.
Common Questions About Batch Renewals and Organization Memberships
Associations structure organization-based memberships in different ways.
These answers cover how Members Village handles batch renewals, organization rosters, renewal paths, provincial taxes and membership privileges.
Applicants and members will be able to pay for membership fees by credit card. E-transfer, cheque and bank transfer are other optional methods.
While we offer a preferential rate plan through Elavon other payment gateways for member payments which are supported, and carry no additional cost, include:
- Authorize.net
- Braintree
- Global Payment
- iATS
- Moneris
- Paypal
- Square
- Stripe
- WorldLine
We regularly add new gateways as they become available.
E-transfer, cheque and bank transfers are accounted for manually once they appear in your bank account.
The member options which are supported out-of-the-box are:
- Annual or anniversary based
- Individual membership
- Group memberships
- Multi-year memberships
- Applications/renewal with approval process
Members Village is built with the ability to run concurrent membership cycles with their own member options and pricing. These cycles run independently to offer you multiple paths for membership and/or certification.
For example, your association could run a yearly membership cycle and a certification cycle which renews every 3 years.
Volume discounting is available at no additional cost and built right into the member management module of Members Village.
Your association also has the option to implement a preferential group pricing model via discount codes.
Let Organizations Handle Their Membership Administration
Tell us how organizations participate in your association today.
They may pay for several individual members, hold one membership for the entire organization, manage staff across several provinces, or need a combination of membership rules.
We'll review the way your memberships work and show you how Members Village can support the renewal, roster, payment and member-access workflow within our association management software.