How to configure membership fees

How to configure membership fees

Communities all have different membership fee polices and ways they determine a membership's exact exact membership fee.  
Depending on your community's style, choose a support article from the list below to help configure your membership fee calculations.  
Membership fees based on membership type
In this example, a facility is owned by Foxwood HOA.  They allow residents to use the facility for free.  They allow the neighboring HOA (Greenside) to use the facility for a discounted rate.  They also allow anybody to purchase seasonal memberships.  This community will have 3 membership types.
  1. Foxwood Resident: $0
  2. Greenside Resident: $200
  3. Outside Membership: $500
GO TO: CONSTANTS TAB

Step 1 (repeat step 1 for each membership type)
Create or confirm the constants that determine each membership type's fee.
  1. Constant Name: 
    1. We recommend: MEMBER_TYPE_FEE_1
    2. We recommend: MEMBER_TYPE_FEE_2
    3. We recommend: MEMBER_TYPE_FEE_3
  2. Value (enter the fee):
    1. In this example, we entered: 0
    2. In this example, we entered: 200
    3. In this example, we entered: 500
  3. Description
    1. We recommend: Enter the fee if the 1st membership type is selected.
    2. We recommend: Enter the fee if the 2nd membership type is selected.
    3. We recommend: Enter the fee if the 3rd membership type is selected.

Step 2 (repeat step 1 for each membership type)
Create or confirm the constants that sets each membership type's name.
  1. Constant Name: 
    1. We recommend: MEMBER_TYPE_NAME_1
    2. We recommend: MEMBER_TYPE_NAME_2
    3. We recommend: MEMBER_TYPE_NAME_3
  2. Value (enter the names):
    1. In this example, we entered: "Foxwood Resident"
    2. In this example, we entered: "Greenside Resident"
    3. In this example, we entered: "Outside Membership"
  3. Description
    1. We recommend: Enter the name of the 1st membership choice (in quotes).  
    2. We recommend: Enter the name of the 2nd membership choice (in quotes).  
    3. We recommend: Enter the name of the 3rd membership choice (in quotes).  


GO TO: CALCULATIONS TAB

Step 3 (repeat step 3 for each membership type)

Confirm, add, or adjust the calculation that determines IF the membership fee is selected...
  1. Result Name: 
    1. We recommend: MembershipFeeIfType1
    2. We recommend: MembershipFeeIfType1
    3. We recommend: MembershipFeeIfType3
  2. Expression:
    1. Use: if(str(type)==#MEMBER_TYPE_NAME_1 , number(#MEMBER_TYPE_FEE_1), 0 )
    2. Use: if(str(type)==#MEMBER_TYPE_NAME_2 , number(#MEMBER_TYPE_FEE_2), 0 )
    3. Use: if(str(type)==#MEMBER_TYPE_NAME_3 , number(#MEMBER_TYPE_FEE_3), 0 )


Step 4
Confirm, add, or adjust the calculation that determines the type based membership fee.  Be sure to include all your membership choices.  Choice 1, 2, 3, 4, 5, 6, etc.  
  1. Result Name: 
    1. We recommend: MembershipFeeTypeBased
  2. Expression:
    1. This example uses 3 choices, use: {MembershipFeeIfType1}+{MembershipFeeIfType2}+{MembershipFeeIfType3}
    2. If you have 4 choices, use: {MembershipFeeIfType1}+{MembershipFeeIfType2}+{MembershipFeeIfType3}+{MembershipFeeIfType4}
Step 5
Confirm, add, or adjust the calculation that determines the final or total membership fee...
  1. Result Name: 
    1. We recommend: MembershipFeeTotal
  2. Expression:
    1. Use: {MembershipFeeTypeBased}
Note: Steps 3,4, & 5 can be combined into one large calculation but we recommend breaking up into smaller steps.  

Step 6
Most communities already have a calculation that includes Membership Fees into your community's Total Fees.  It is often called:  {TotalFeesWithoutProcess}
Confirm, add, or adjust the calculation...  
  1. Result Name: {TotalFeesWithoutProcess}
  2. Expression: Be sure the Step 5's result is included in Step 6's expression.  


GO TO: FORM TAB
Step 7
Most communities already have a SELECT FIELD called:  type 
Unhide, add, or adjust the field...
  1. Field Name: type 
  2. Add instruction: Select your membership type
  3. Field Label: Membership Type
  4. Required for Patron: Checked
  5. Modifiable after Submit: Checked
  6. Synchronized: Checked
  7. Select Choices (Important: These must be the same exact choices as step 2)
    1. Foxwood Resident
    2. Greenside Resident
    3. Outside Membership

Step 8
Use a CALCRESULT FIELD field to display the membership fees.   
Unhide, add, or adjust the field...
  1. Field Name: DisplayMembershipFeeTotal
  2. Field Label: Membership Fees: $
  3. Calculation Result Name: MembershipFeeTotal
  4. Decimal Places: 2

Note: Copy & Repeat Step 8 in your membership section, payment section, or as needed.  This step is not critical, it simply shows the fees for your members so they know what they are paying.  

Membership fees based on membership type & use AGS's RENEW feature
In this example, a facility is owned by Foxwood HOA.  They allow residents to use the facility for free.  They allow the neighboring HOA (Greenside) to use the facility for a discounted rate.  They also allow anybody to purchase seasonal memberships.  This community will have 3 membership types.
  1. Foxwood Resident: $0
  2. Greenside Resident: $200
  3. Outside Membership: $500
We're using the same example as the previous help article.  Steps 1-8 will be exactly the same except the formula used in step #3. 
We'll also add the following additional steps.  
  1. Add an error messages if an unknown membership type is detected (Learn More)
    1. 1 error calculation
    2. 2 rich text fields
  2. Guidance to modify your application using #APP_IS_RNEW (Learn More)

GO TO: CONSTANTS TAB

Step 1 (repeat step 1 for each membership type)
Create or confirm the constants that determine each membership type's fee.
  1. Constant Name: 
    1. We recommend: MEMBER_TYPE_FEE_1
    2. We recommend: MEMBER_TYPE_FEE_2
    3. We recommend: MEMBER_TYPE_FEE_3
  2. Value (enter the fee):
    1. In this example, we entered: 0
    2. In this example, we entered: 200
    3. In this example, we entered: 500
  3. Description
    1. We recommend: Enter the fee if the 1st membership type is selected.
    2. We recommend: Enter the fee if the 2nd membership type is selected.
    3. We recommend: Enter the fee if the 3rd membership type is selected.

Step 2 (repeat step 1 for each membership type)
Create or confirm the constants that sets each membership type's name.
  1. Constant Name: 
    1. We recommend: MEMBER_TYPE_NAME_1
    2. We recommend: MEMBER_TYPE_NAME_2
    3. We recommend: MEMBER_TYPE_NAME_3
  2. Value (enter the names):
    1. In this example, we entered: "Foxwood Resident"
    2. In this example, we entered: "Greenside Resident"
    3. In this example, we entered: "Outside Membership"
  3. Description
    1. We recommend: Enter the name of the 1st membership choice (in quotes).  
    2. We recommend: Enter the name of the 2nd membership choice (in quotes).  
    3. We recommend: Enter the name of the 3rd membership choice (in quotes).  


GO TO: CALCULATIONS TAB

Step 3 (repeat step 3 for each membership type)

Confirm, add, or adjust the calculation that determines IF the membership fee is selected...
  1. Result Name: 
    1. We recommend: MembershipFeeIfType1
    2. We recommend: MembershipFeeIfType1
    3. We recommend: MembershipFeeIfType3
  2. Expression:
    1. Use: if(str(type)==#MEMBER_TYPE_NAME_1 || #APP_RNEW_MTYPE == #MEMBER_TYPE_NAME_1 , number(#MEMBER_TYPE_FEE_1), 0 )
    2. Use: if(str(type)==#MEMBER_TYPE_NAME_2 || #APP_RNEW_MTYPE == #MEMBER_TYPE_NAME_2 , number(#MEMBER_TYPE_FEE_2), 0 )
    3. Use: if(str(type)==#MEMBER_TYPE_NAME_3 || #APP_RNEW_MTYPE == #MEMBER_TYPE_NAME_3 , number(#MEMBER_TYPE_FEE_3), 0 )


Step 4
Confirm, add, or adjust the calculation that determines the type based membership fee.  Be sure to include all your membership choices.  Choice 1, 2, 3, 4, 5, 6, etc.  
  1. Result Name: 
    1. We recommend: MembershipFeeTypeBased
  2. Expression:
    1. This example uses 3 choices, use: {MembershipFeeIfType1}+{MembershipFeeIfType2}+{MembershipFeeIfType3}
    2. If you have 4 choices, use: {MembershipFeeIfType1}+{MembershipFeeIfType2}+{MembershipFeeIfType3}+{MembershipFeeIfType4}
Step 5
Confirm, add, or adjust the calculation that determines the final or total membership fee...
  1. Result Name: 
    1. We recommend: MembershipFeeTotal
  2. Expression:
    1. Use: {MembershipFeeTypeBased}
Note: Steps 3,4, & 5 can be combined into one large calculation but we recommend breaking up into smaller steps.  

Step 6
Most communities already have a calculation that includes Membership Fees into your community's Total Fees.  It is often called:  {TotalFeesWithoutProcess}
Confirm, add, or adjust the calculation...  
  1. Result Name: {TotalFeesWithoutProcess}
  2. Expression: Be sure the Step 5's result is included in Step 6's expression.  


GO TO: FORM TAB
Step 7
Most communities already have a SELECT FIELD called:  type 
Unhide, add, or adjust the field...
  1. Field Name: type 
  2. Add instruction: Select your membership type
  3. Field Label: Membership Type
  4. Required for Patron: Checked
  5. Modifiable after Submit: Checked
  6. Synchronized: Checked
  7. Select Choices (Important: These must be the same exact choices as step 2)
    1. Foxwood Resident
    2. Greenside Resident
    3. Outside Membership

Step 8
Use a CALCRESULT FIELD field to display the membership fees.   
Unhide, add, or adjust the field...
  1. Field Name: DisplayMembershipFeeTotal
  2. Field Label: Membership Fees: $
  3. Calculation Result Name: MembershipFeeTotal
  4. Decimal Places: 2

Note: Copy & Repeat Step 8 in your membership section, payment section, or as needed.  This step is not critical, it simply shows the fees for your members so they know what they are paying.  

GO TO: CALCULATIONS TAB

Step 9 
Confirm, add, or adjust the calculation that creates an error message if the existing membership type (#APP_RNEW_MTYPE) is not a membership type listed on your application. 
In this example, if a membership type is "Board Member".  "Board Member" is not 1 of the 3 allowed membership types.  This membership cannot be renewed.  
  1. Result Name: MembershipTypeRenewErrorMessage
  2. Expression:
    1. This example uses 3 choices, use: #APP_IS_RNEW&&((#APP_RNEW_MTYPE != #MEMBER_TYPE_NAME_1)*(#APP_RNEW_MTYPE != #MEMBER_TYPE_NAME_2)*(#APP_RNEW_MTYPE != #MEMBER_TYPE_NAME_3))
    2. If you have 4 choices, use: #APP_IS_RNEW&&((#APP_RNEW_MTYPE != #MEMBER_TYPE_NAME_1)*(#APP_RNEW_MTYPE != #MEMBER_TYPE_NAME_2)*(#APP_RNEW_MTYPE != #MEMBER_TYPE_NAME_3)*(#APP_RNEW_MTYPE != #MEMBER_TYPE_NAME_4))
    3. If you have 5 choices, use: #APP_IS_RNEW&&((#APP_RNEW_MTYPE != #MEMBER_TYPE_NAME_1)*(#APP_RNEW_MTYPE != #MEMBER_TYPE_NAME_2)*(#APP_RNEW_MTYPE != #MEMBER_TYPE_NAME_3)*(#APP_RNEW_MTYPE != #MEMBER_TYPE_NAME_4)*(#APP_RNEW_MTYPE != #MEMBER_TYPE_NAME_5)
  3. Attribute: We're sorry.  Something went wrong.  You can not renew your membership.  Please submit a new application.  Error Type: Membership Type Mismatch.
GO TO: FORM TAB

Step 10
Most communities already have a RICHTEXTHTML FIELD called:  RenewMembershipHelpText.  This help text appears when the application is eligible for renew.  
Add or adjust the field...
  1. Field Name: RenewMembershipHelpText
  2. Initially Hidden: Checked
  3. Hide/Unhide Calculation: #APP_IS_RNEW&&{MembershipTypeRenewErrorMessage}!=1
  4. Rich Text: Enter any text you wish.  We recommend something simar to the below...
You are electing to submit a shorter application to renew your existing membership.
  • If you need to add, remove, or change people, submit a new application.
  • If you need to request classic passes, submit a new application.
  • If you need to change your membership type, submit a new application.
  • If you need to change your membership fees, submit a new application.
To submit a new application, click here: (link coming soon)


Step 10
Most communities already have a RICHTEXTHTML FIELD called:  DisplayMissingMembershipTypeErrorMessage.  This help text appears when the application is not eligible for renew.  i.e. there is a membership type miss-match error.    
Add or adjust the field...
  1. Field Name: DisplayMissingMembershipTypeErrorMessage
  2. Initially Hidden: Checked
  3. Hide/Unhide Calculation: {MembershipTypeRenewErrorMessage}
  4. Rich Text: Enter any text you wish.  We recommend something simar to the below...
We're sorry. Something went wrong. You can not renew your membership. Please submit a new application.
To submit a new application, click here: (link coming soon)
Step 11
Any field you wish to hide if the application is a renewal, enter #APP_IS_RNEW into the hide/unhide calculation.  Leave Initially Hidden unchecked.  
For example,
  1. Enter #APP_IS_RNEW in all the membership fields you wish to hide.  (members will not be selecting their membership type)
    1. MembershipInformationHeader
    2. MembershipInfoText
    3. type 
  2. Enter #APP_IS_RNEW in all the fields in the household section.  
  3. Enter #APP_IS_RNEW in all the fields in the members section. 

GO TO: PREVIEW TAB

Step 12
Preview & Test your application using the preview tab.
1.  APP_IS_RNEW: Enter 1 to simulate a RENEW application.  Enter 0 to simulate an original application. 
2.  APP_RNEN_MTYPE: Enter your membership types in quotes.  Enter an incorrect membership type to test your error messages.  
3.  Click Update Preview and scroll down to view your application.  

Membership fees based on member count
In this example, a swim club sells memberships based on family size. 
  1. Single Membership (1 member): $100
  2. Couples Membership (2 members): $200
  3. Family Membership (3-6 members): $400
  4. Add additional members (above 6): $50 each
GO TO: CONSTANTS TAB

Step 1 (repeat step 1 for each member count scenario)
Create or confirm the constants that determine the fees.
  1. Constant Name: 
    1. We recommend: MEMBER_COUNT_FEE_1
    2. We recommend: MEMBER_COUNT_FEE_2
    3. We recommend: MEMBER_COUNT_FEE_3_ABOVE
    4. We recommend: MEMBER_COUNT_FEE_ADD_MEMBER
  2. Value (enter the fee):
    1. In this example, we entered: 100
    2. In this example, we entered: 200
    3. In this example, we entered: 400
    4. In this example, we entered: 50
  3. Description
    1. We recommend: Enter the membership fee if the membership count is 1.
    2. We recommend: Enter the membership fee if the membership count is 2.
    3. We recommend:  Enter the membership fee if the membership count is 3 and above.
    4. We recommend:  Enter the fee for additional members above 6.

GO TO: CALCULATIONS TAB

Step 2
You'll need a calculation that counts the number of members.  Some communities already have this calculation.  
Confirm, add, or adjust the calculation that determines the number of members.  
  1. Result Name: MemberCount
  2. Expression: children(patronsgroup)

Step 3 (repeat step 3 for each member count scenario)
Confirm, add, or adjust the calculations that determines IF the membership count is X then the fee is the constant in step 1.
  1. Result Name: 

    2. We recommend: MembershipFeeIfCount1
    3. We recommend: MembershipFeeIfCount2
    4. We recommend: MembershipFeeIfCount3Above
    5. We recommend: MembershipFeeAddMember
  2. Expression:
    1. Use: if({MemberCount}==1, #MEMBER_COUNT_FEE_1,0)
    2. Use: if({MemberCount}==2, #MEMBER_COUNT_FEE_2,0)
    3. Use: if({MemberCount}>2, #MEMBER_COUNT_FEE_3_ABOVE,0)
    4. Use: if({MemberCount}>6, ({MemberCount}-6)*#MEMBER_COUNT_FEE_ADD_MEMBER,0)

Step 4
Confirm, add, or adjust the calculation that combines all the count based scenarios.  1, 2, 3+, Additional Member, etc.  
  1. Result Name: MembershipFeeCountBased
  2. Expression: This example uses 4 senecios, we used: {MembershipFeeIfCount1}+{MembershipFeeIfCount2}+{MembershipFeeIfCount3Above}+{MembershipFeeAddMember}

Step 5
Confirm, add, or adjust the calculation that determines the final or total membership fee...
  1. Result Name: MembershipFeeTotal
  2. Expression: {MembershipFeeCountBased}
Note: Steps 3,4, & 5 can be combined into one large calculation but we recommend breaking up into smaller steps.  

Step 6
Most communities already have a calculation that includes Membership Fees into your community's Total Fees.  It is often called:  {TotalFeesWithoutProcess}
Confirm, add, or adjust the calculation...  
  1. Result Name: {TotalFeesWithoutProcess}
  2. Expression: Be sure the Step 5's result is included in Step 6's expression.  


Step 7 (optional)
Confirm, add, or adjust the calculation that creates an error message if the membership type does not match the member count.   
In this example, if a membership type is "Single"(option 1) and two members are added, this is not allowed. 
Your logic will be different, use the below examples as a guide.      
  1. Result Name: MemberCountVsTypeErrorMessage
  2. Expression: if(({MemberCount}==1&&type!=1)||({MemberCount}==2&&type!=2),1,0)
  3. Attribute: The number of members does not match your membership type.  Please select a different membership type.


GO TO: FORM TAB

Step 8
Use a CALCRESULT FIELD field to display the membership fees.   
Unhide, add, or adjust the field...
  1. Field Name: DisplayMembershipFeeTotal
  2. Field Label: Membership Fees: $
  3. Calculation Result Name: MembershipFeeTotal
  4. Decimal Places: 2

Note: Copy & Repeat Step 8 in your member section, payment section, or as needed.  This step is not critical, it simply shows the fees for your members so they know what they are paying.  
Membership fees based on member count & using AGS's RENEW feature
In this example, a swim club sells memberships based on family size. 
  1. Single Membership (1 member): $100
  2. Couples Membership (2 members): $200
  3. Family Membership (3-6 members): $400
  4. Add additional members (above 6): $50 each
We're using the same example as the previous help article.  Steps 1-8 will be exactly the same except the formula used in step #2. 
We'll also add the following additional steps.  
  1. Add 1 rich text field to give your member's help text
  2. Guidance to modify your application using #APP_IS_RNEW (Learn More)

GO TO: CONSTANTS TAB

Step 1 (repeat step 1 for each member count scenario)
Create or confirm the constants that determine the fees.
  1. Constant Name: 
    1. We recommend: MEMBER_COUNT_FEE_1
    2. We recommend: MEMBER_COUNT_FEE_2
    3. We recommend: MEMBER_COUNT_FEE_3_ABOVE
    4. We recommend: MEMBER_COUNT_FEE_ADD_MEMBER
  2. Value (enter the fee):
    1. In this example, we entered: 100
    2. In this example, we entered: 200
    3. In this example, we entered: 400
    4. In this example, we entered: 50
  3. Description
    1. We recommend: Enter the membership fee if the membership count is 1.
    2. We recommend: Enter the membership fee if the membership count is 2.
    3. We recommend:  Enter the membership fee if the membership count is 3 and above.
    4. We recommend:  Enter the fee for additional members above 6.

GO TO: CALCULATIONS TAB

Step 2
You'll need a calculation that counts the number of members.  Some communities already have this calculation.  
Confirm, add, or adjust the calculation that determines the number of members.  
  1. Result Name: MemberCount
  2. Expression: if(#APP_IS_RNEW, number(#APP_RNEW_MEMBER_CNT) , children(patronsgroup))

Step 3 (repeat step 3 for each member count scenario)
Confirm, add, or adjust the calculations that determines IF the membership count is X then the fee is the constant in step 1.
  1. Result Name: 

    2. We recommend: MembershipFeeIfCount1
    3. We recommend: MembershipFeeIfCount2
    4. We recommend: MembershipFeeIfCount3Above
    5. We recommend: MembershipFeeAddMember
  2. Expression:
    1. Use: if({MemberCount}==1, #MEMBER_COUNT_FEE_1,0)
    2. Use: if({MemberCount}==2, #MEMBER_COUNT_FEE_2,0)
    3. Use: if({MemberCount}>2, #MEMBER_COUNT_FEE_3_ABOVE,0)
    4. Use: if({MemberCount}>6, ({MemberCount}-6)*#MEMBER_COUNT_FEE_ADD_MEMBER,0)

Step 4
Confirm, add, or adjust the calculation that combines all the count based scenarios.  1, 2, 3+, Additional Member, etc.  
  1. Result Name: MembershipFeeCountBased
  2. Expression: This example uses 4 senecios, we used: {MembershipFeeIfCount1}+{MembershipFeeIfCount2}+{MembershipFeeIfCount3Above}+{MembershipFeeAddMember}

Step 5
Confirm, add, or adjust the calculation that determines the final or total membership fee...
  1. Result Name: MembershipFeeTotal
  2. Expression: {MembershipFeeCountBased}
Note: Steps 3,4, & 5 can be combined into one large calculation but we recommend breaking up into smaller steps.  

Step 6
Most communities already have a calculation that includes Membership Fees into your community's Total Fees.  It is often called:  {TotalFeesWithoutProcess}
Confirm, add, or adjust the calculation...  
  1. Result Name: {TotalFeesWithoutProcess}
  2. Expression: Be sure the Step 5's result is included in Step 6's expression.  


Step 7 (optional)
Confirm, add, or adjust the calculation that creates an error message if the membership type does not match the member count.   
In this example, if a membership type is "Single"(option 1) and two members are added, this is not allowed. 
Your logic will be different, use the below examples as a guide.      
  1. Result Name: MemberCountVsTypeErrorMessage
  2. Expression: if(({MemberCount}==1&&type!=1)||({MemberCount}==2&&type!=2),1,0)
  3. Attribute: The number of members does not match your membership type.  Please select a different membership type.


GO TO: FORM TAB

Step 8
Use a CALCRESULT FIELD field to display the membership fees.   
Unhide, add, or adjust the field...
  1. Field Name: DisplayMembershipFeeTotal
  2. Field Label: Membership Fees: $
  3. Calculation Result Name: MembershipFeeTotal
  4. Decimal Places: 2

Note: Copy & Repeat Step 8 in your member section, payment section, or as needed.  This step is not critical, it simply shows the fees for your members so they know what they are paying.  

GO TO: FORM TAB

Step 9
Most communities already have a RICHTEXTHTML FIELD called:  RenewMembershipHelpText.  This help text appears when the application is a renew.  
Add or adjust the field...
  1. Field Name: RenewMembershipHelpText
  2. Initially Hidden: Checked
  3. Hide/Unhide Calculation: #APP_IS_RNEW
  4. Rich Text: Enter any text you wish.  We recommend something simar to the below...
You are electing to submit a shorter application to renew your existing membership.
  • If you need to add, remove, or change people, submit a new application.
  • If you need to request classic passes, submit a new application.
  • If you need to change your membership type, submit a new application.
  • If you need to change your membership fees, submit a new application.
To submit a new application, click here: (link coming soon)
Step 10
Any field you wish to hide if the application is a renewal, enter #APP_IS_RNEW into the hide/unhide calculation.  Leave Initially Hidden unchecked.  
For example,
  1. Enter #APP_IS_RNEW in all the membership fields you wish to hide.  (members will not be selecting their membership type)
    1. MembershipInformationHeader
    2. MembershipInfoText
    3. type 
  2. Enter #APP_IS_RNEW in all the fields in the household section.  
  3. Enter #APP_IS_RNEW in all the fields in the members section. 

GO TO: PREVIEW TAB

Step 11
Preview & Test your application using the preview tab.
1.  APP_IS_RNEW: Enter 1 to simulate a RENEW application.  Enter 0 to simulate an original application. 
2.  APP_RNEN_MEMBER_CNT: Enter a # of members to test your membership count formulas and fees.   
3.  Click Update Preview and scroll down to view your application.  

Membership fees based on membership type & member count
Coming Soon 

Coming Soon
Coming soon