Renew Membership

Use Renew Membership when a member's current plan needs to continue for another period. Renewal uses the member's current Membership Plan, calculates the next start and expiry dates, and records the change for audit and renewal history.

Screenshot To Add

Add screenshots of the member row action menu, Renew Membership confirmation popup, current plan/expiry preview, and renewal success message in desktop and mobile layouts.

Who Can Renew

The Renew action is available only when the staff role has permission to update members. If the action is hidden, ask an admin to review the staff role permissions.

Renew One Member

1. Open Member Manager > Members.
2. Search for the member by name, Member ID, email, phone, or another visible column.
3. Open the row action menu.
   • On desktop/tablet, you can right-click the row.
   • You can also scroll to the action column when it is visible.
4. Click Renew Membership.
5. Review the confirmation popup.
   • Current member.
   • Current plan.
   • Current expiry date.
6. If the current Membership Plan has a renewal fee and your role can record payments, choose whether to Collect renewal fee now.
7. When collecting, choose one of the member's assigned libraries, select the payment method, and enter a payment reference when available.
8. Click Renew.

Libcodesk updates the member's membership period and refreshes the row.

The confirmation popup is intentionally short. It should show enough information for a safe decision without becoming an accounting screen:

Confirmation Item	Why It Matters
Member name / Member ID	Confirms the correct row.
Current plan	Renewal uses this plan's duration.
Current expiry	Shows whether the member is already expired or still active.
New expiry preview	Lets the librarian confirm the result before applying.
Renewal fee	Comes from the current Membership Plan and appears only when a fee is configured.
Collection library and method	Required only when the fee is collected during renewal.

How Dates Are Calculated

Renewal uses the current Membership Plan duration.

Situation	Renewal Start
Current expiry is today or a future date	The day after current expiry.
Current expiry is already past	Today.
Member has no expiry yet	Today.

The new expiry is calculated by adding the plan duration days to the renewal start date.

Auto Renewal

If the Membership Plan has auto renewal enabled, Libcodesk can extend expired memberships automatically according to the plan rule. Manual renewal is still useful when a librarian wants to confirm a specific member before extending access.

Auto renewal is a membership-period update and does not silently collect money. Manual renewal can collect the configured renewal fee when an authorized staff member confirms the payment; the resulting financial record is managed in Accounts Manager.

Renewal History

When a member is created, changed to a new plan, manually renewed, batch renewed, or auto renewed, Libcodesk records a membership period. This makes it possible to inspect:

• Plan used.
• Start date.
• Expiry date.
• Renewal source.
• Who performed the action where available.
• Timestamp.

Batch Renewal

When several members need the same renewal operation:

1. Select members in the table.
2. Click Batch Edit.
3. Choose Renew memberships.
4. Preview.
5. Apply.

See Batch Edit Members for the full batch workflow.

Do And Don'ts

Do

• Check the current plan before renewing.
• Confirm the expiry date if the member says their access is still active.
• Confirm the receiving library and actual payment method when collecting a renewal fee.
• Use batch renewal only after filtering and checking the selected count.

Don't

• Don't renew a member only to change their plan; edit or batch change the Membership Plan instead.
• Don't type a different renewal amount at the desk; the amount comes from the Membership Plan.
• Don't record the same renewal payment again in Accounts Manager.
• Don't renew the wrong row when the table is horizontally scrolled; use Member ID and name to confirm.

FAQ

Does renewal change the member's plan?

No. Renewal uses the member's current Membership Plan. Change the plan separately if the member is moving to another policy.

What if the membership already expired?

The renewal starts from today and creates a new expiry based on the plan duration.

What if the membership has not expired yet?

The renewal starts after the current expiry date, so the member does not lose remaining days.

Is payment collected during renewal?

It can be. When the current plan has a renewal fee and your role may record payments, the confirmation popup lets you collect it during renewal. Accounts Manager stores the resulting invoice, payment, transaction, and printable document.