Membership agreements

Membership contracts

Membership contracts

The memberships of your provider, e.g. “Full member” or “Supporting member”, with monthly fee, interval and the number of current members.

You find the page in the main menu under “Membership contracts”. The module is switched on per provider (Administration → Variables, MITGLIEDSCHAFT). If it is off, the menu item, pages and the “Member” badge disappear – memberships, members and invoices remain stored.

A customer can be in several memberships at the same time. Billing is a monthly fee every x months or a one-time fee, by invoice or direct debit.

Create membership

Create a membership with title, monthly fee and interval; then add customers in the “Members” tab.

The interval determines how often an invoice is created: every 1, 3, 6 or 12 months or any other number up to 24. The invoice is for monthly fee times months.

Edit membership

Edit membership

On the left is the content as with a course, on the right you define fee, billing and term. You add members in the “Members” tab.

The number is freely selectable but must be unique within your provider. A membership with members cannot be deleted – set it to “not active” instead, then no new members join.

Further texts

Additional sections with their own heading as with a course, e.g. benefits, statutes or contact persons. With “Add row” you add a section, with the arrow you drag it to another position.

Sections without heading and without text are skipped on saving. With the red button you remove a section; it is only deleted after saving.

When copying a membership, all texts are copied too.

Fee

Ongoing: a monthly fee, billed every x months (1 = monthly, 3 = quarterly, 12 = yearly or any other number up to 24). One-time: a one-time fee at the start of billing.

Every invoice is for monthly fee times months, e.g. €10.00 every 3 months = €30.00. For each member you can set a different interval and a surcharge or discount per month.

Genuine membership fees are usually not subject to VAT (0 %) – please have this checked for tax purposes.

Billing

With “bill automatically” due fee invoices are created by themselves and sent out by email; without the tick you bill at the push of a button in the “Billing” tab.

The invoice is created as many days before the start of a period as stated under “Invoice this many days before start” (default 14) – for direct debit it is at the same time the pre-notification.

The automation runs once a day: it creates the due fee invoices, closes them and emails them; afterwards the invoice-copy address (otherwise your provider's address) receives a summary. It does not bill members with more than two open periods but reports them there for review. You still create the SEPA file yourself in the “Billing” tab. If the module is switched off, the automation rests.

“Align to calendar”: the periods begin on the first of the month or at the start of a quarter, half-year or year; the first period is then billed pro rata. Without the tick the periods run from the member's billing start.

Term

Notice period and minimum term are hints: if you enter an earlier end for a member, Kursimple draws attention to it. “Not active” means: no new members.

Current memberships continue to be billed even if the membership is no longer active.

delete

Deletes the membership including texts and pictures – after confirmation. This is only possible as long as it has no members.

If the membership has members (also ended ones), a grey “deleting not possible” is shown – hover over it to see the reason: its fees and invoices depend on it. Then set it to “not active” under “Term” so that no new members join.

cancel

Discards unsaved changes and returns to the overview of the membership contracts.

Members, pictures and invoices are not affected – they are saved in their own tabs.

create / save

Creates a new membership or applies your changes. Afterwards you stay on the page.

After creating, the tabs “Members”, “Pictures”, “Billing” and “Lists” appear. If a required field is missing, nothing is saved and the field is marked red.

Pictures of the membership

Pictures of the membership

Pictures as with a course: choose a file per row (JPEG, PNG, GIF, WebP or SVG) and state the author. Title and description are optional.

With “Add row” you add a picture, with the arrow you drag it to another position, with the red button you remove it. Rows without a file and without details are skipped.

The pictures are publicly accessible so that they can later appear in the booking area. Therefore only upload pictures you are allowed to publish. From SVG files Kursimple removes scripts and links before saving.

Save pictures

Only with “save” are new pictures uploaded, changes applied and removed pictures deleted together with their file.

If the author is missing for a picture, nothing is saved – the row is then marked red. The size of a file is limited by the server settings.

cancel

Discards unsaved changes to the pictures and returns to the data of the membership.

Pictures that are already saved remain unchanged.

Members

Members

All members of this membership with membership number, start, end, fee, payment method and status. At the top you add new ones, with the buttons on the right you edit, end or remove a member.

“current” shows ongoing and future members, “ended” the former ones. A customer can be in several memberships at the same time and begin the same one again later – then they appear several times in the list.

Ending suggests the end of the current period as the end; from the day after, nothing is billed any more. Removing is only possible as long as nothing has been billed yet, and deletes the membership application too.

“Mandate missing”: for direct debit the IBAN or consent is missing in the customer record (for participants, in the record they belong to).

Add members

Search customers by name, company, email or membership number – also participants such as children – and add several at once with the same start.

Every new member gets a membership application: an order on which all fee invoices are later collected. On first joining, Kursimple assigns the membership number of the record; it applies in all memberships.

“Billing from” empty means: from “Member since”. For existing members you enter e.g. “Member since 2015” and, as “Billing from”, the next start of the year. Participants pay via their customer record. Direct debit only works with a SEPA mandate (IBAN and consent) in the customer record – otherwise invoice is entered and you get a notice.

Edit member

Edit member

Period, interval, surcharge or discount, payment method and invoice recipient of a member. Changes apply to all periods that have not yet been billed.

If an end falls within the notice period or the minimum term of the membership, Kursimple shows a hint – it is saved anyway, the decision is yours.

Period

“Member since” is for lists and honours, “Billing from” starts the fee periods. An end can also be set in advance; from the day after, nothing is billed any more.

If the membership ends in the middle of a period, it is billed pro rata up to the end (full months, the partial month to the day). An end at the end of the current period avoids a pro-rata invoice – the page names the day below the fields. Once billing has taken place, “Billing from” is fixed.

End before “billed until”

If the end lies before what has already been billed, Kursimple suggests: delete drafts, cancel invoices lying completely after the end and, for the partial period, a credit note for the part after the end.

The amounts calculated back then are used. Credit notes are created as drafts; send them under “Billing”. If payment has already been made (also by direct debit), you refund the amount yourself.

Fees

How many fee invoices there are, the total so far, with an end the total up to the end, and when the next invoice comes with what amount – including the calculation.

The same overview is in the membership application (order). The next invoice is created as many days before the start of the period as the lead time of the membership specifies.

Fee and payment

Own interval (empty = like the membership), a surcharge or discount per month with reason, invoice or direct debit, and who receives the invoice.

The surcharge or discount appears as its own line on the invoice; you enter a reduction as a discount with a minus. The customer record (for participants) and its invoice recipients are available as invoice recipients.

Direct debit needs a SEPA mandate in the customer record (for participants, in the record they belong to): IBAN and “direct debit consent given”. The debit is always taken from this account; another invoice recipient only receives the invoice.

cancel

Discards unsaved changes and returns to the members of the membership.

Fees and invoices that have already been calculated remain unchanged.

save

Applies the changes to the member. They apply to all periods that have not yet been billed.

If the end lies before “billed until”, the page then suggests cancellation and credit note. Direct debit without a SEPA mandate in the customer record is rejected with a message.

Billing

Billing

Here you bill the fees at the push of a button: select due periods, “bill now”, check the drafts and then close and email. For direct debits you then create the SEPA file.

Every fee invoice is attached to the member's membership application (one order per member). Number sequence, PDF, email with copy to the invoice-copy address, payment status and dunning are the same as for course invoices.

Each period is billed exactly once. If you delete a draft or cancel a fee invoice by hand, the period becomes due again.

Cut-off date

A period is due as soon as its start reaches the cut-off date. The default is today plus the lead time of the membership – so the invoice is created in good time before the start of the period.

With a later cut-off date you already bill the periods after next, with an earlier one only what has already begun.

Due fees

Per member the due periods with calculation and amount. All are selected; remove the tick if you do not want to bill a member yet.

Full months cost the monthly fee, a partial month is calculated to the day. A surcharge or discount appears as its own line on the invoice.

“Periods open – please check”: more than two periods are outstanding, e.g. after an old billing start. The later automatic billing skips such members; at the push of a button you bill them deliberately. “Mandate missing”: for direct debit the IBAN or consent is missing in the customer record.

Fee invoices

All fee invoices, cancellations and credit notes of this membership. Drafts are preselected: “Close and email” sends them to the members, “Combined PDF” prints the selection, “SEPA file” creates the direct debits.

Without an email address the invoice is closed and reported – then send it by post (combined PDF). For direct debit the invoice email is the pre-notification; only sent invoices therefore go into the SEPA file. What does not go in (draft, IBAN or consent missing, already exported) is shown afterwards as a notice above the page. The mandate reference is the customer number.

Lists

Lists

Member list as PDF or Excel, signature list for the general meeting and an email to all members – each with the members on a cut-off date.

A member on the cut-off date is anyone whose start has been reached and whose end has not been passed. You build further evaluations (e.g. by year, postcode or age) in the statistics builder with the row type “Member”.

Member list

Landscape PDF with number, name, address, contact, start, end, fee and payment method; Excel with all fields plus date of birth, “billed until” and outstanding amount.

Sorted by name or membership number. Bank details appear in no list. The Excel file opens with a double-click with umlauts intact; membership number, postcode and phone remain as text (leading zeros).

Signature list

For the general meeting: title, date and place, the members on the cut-off date with number and name and a column for signing, plus empty rows for additions.

If you tick further memberships (e.g. all voting members), their members are on the list too – anyone in several only once.

Email to all members

Opens the bulk email sending with everyone who is a member today – e.g. for the invitation to the meeting. Nothing is sent until you approve it on the sending page.

Participants without their own email address (e.g. children) are reached via the address of their customer record. Deactivated records receive no email, nor do participants without their own address whose customer record is deactivated.

Memberships of the customer

Memberships of the customer

The memberships of this record and its participants with status, fee and membership application.

Editing, ending and removing work as in the “Members” tab of the membership. The fee invoices appear here as soon as billing takes place.

Add membership

Choose an active membership, who becomes a member (the record or a participant), the start and the payment method.

You set billing start, end, interval and surcharge or discount afterwards on the member. If the record is already a member in this membership, Kursimple rejects a second, simultaneous entry.