MP and Event Book, Volunteer - add conditional fees based on external activity

Hello OSTeam:

Our client is setting up a membership system.  They are also looking how to solve this problem possibly by using Event Booking. Members are required to volunteer once a year to so a service.

• Their membership system is set up to a fixed date annually.
• They have a one-time "set-up" cost unless they expire, then they have to pay the "set up" cost again.

The challenge is tracking and then charging folks that do not show up to volunteer.  If they don't volunteer, there is an additional charge in the next membership cycle.  The only way they know now who has volunteered is documenting those that show up for the event.

I am hoping there is a way to automate the billing of those who have not volunteered using EB and MP.  Am sure there will have to be some manual labor but, let me know of any ideas you may have.
My solution, but do not know to implement:

• Somehow they are counted in Events Booking then...
• Runs a query before renewal (July 1–31)
• Checks if each member has at least one event attendance record in Events Booking for the current calendar year (Sep 1–Aug 31)
• If no volunteer activity found: Adds a fee to their renewal membership
• Updates Membership Pro, Applies the fee so it appears on their renewal invoice for one year

Thank you.

Channing


 

Hi Channing

So basically, adding some fee to normal membership if they are not found as registrants in Events Booking during the period? If it is just that, it should be possible to implement but need details discussion

Maybe try to setup things first (subscription plan, event) and then we can discuss further ? For example, we will need to know the fee needs to be added, will it only be added to renewal or also for new subscriptions...

Regards,

Tuan

Hello Tuan:

You bring up good questions.

EB would likely have to be connected to use the same registrants from MP. The client would use EB for any event they might have, but the Volunteer event is specific to the payment for Volunteering.

New registrants get the first year free for Volunteer fee.
The fee is only added to Renewal
After first year, each member is required to either volunteer, which has to be verified, or have to pay the fee of $150.

Channing

Hello Tuan:

You bring up good questions.

EB would likely have to be connected to use the same registrants from MP. The client would use EB for any event they might have, but the Volunteer event is specific to the payment for Volunteering.

New registrants get the first year free for Volunteer fee.
The fee is only added to Renewal
After first year, each member is required to either volunteer, which has to be verified, or have to pay the fee of $150.

Channing

Any thoughts on this idea?

Hi channing

So basically, when someone renew his subscription:

- If he is not volunteer in Events Booking, he will be charged the renewal fee as normal
- If he is volunteer in Events Booking, he won't be charged. Or will he get a fixed discount ?

Also, this is applied to all subscription plans or just a single subscription plan ?

Regards,

Tuan

Hi Tuan:

-If they did not volunteer by registering through EB, they would be charged the fee
-If they did volunteer, no charge.
-Applies to only one plan at this time
-Note: membership sign up happens once a year during the same dates. Not trying to make this difficult but think you need to know workflow.
-The volunteer fee only happens to renewing members who did not volunteer
-new members don't pay when they subscribe. However, if during that first year they do not volunteer, then the fee applies to the next year membership.

This then brings up the question about determining if they volunteered.
-Since this is monitored at the event to make sure that those who did sign up to volunteer did come to event,
-and those that may not have signed up through EB, but came to the event
-the administrator of the site could make any corrections in either EB or MP.

Thanks sir, appreciate your help.

Channing

Hi Channing

So the final issue/discussion is decide if a user is volunteer if they come to the event but did not sign up via EB. In this case, I guess administrator will need to add him as a registrant of the event manually. Not sure if that works ?

Regards,

Tuan

Ah, one more thing. We need to determine how to know if an event is used to check if it's registrants are volunteer for the year. I guess you will need to create new event each year and maybe put them to certain category ?

Regards,

Tuan

Thanks Tuan. I will get back to you when I speak with client about your concept.

Channing