Reporting

Total accounts

This tells you the total number of accounts in the system. If you are having trouble finding a member you can click on “total accounts” to pull up all members and then search for the member’s name.

Under the total number you will see a breakdown of accounts.

• Accounts w/ membership are accounts that have a membership level attached to them. This includes both free and paid membership levels.
• Accounts w/o membership are accounts that do not have a membership level attached to them. This could be donors, volunteers, potential members or anyone you’d like to keep in the system. 
• How do I decide what nonmembers should be imported or stored in MembershipWorks?
• If you want to track a nonmember’s interactions with your organization in their Timeline, then it is a good idea to store them in MembershipWorks.
• If someone just attentends an event, purchases an item, or is on your newsletter mailing list there is usually no benefit to storing an account for them in MembershipWorks.

• Current paying members are accounts with a paid membership level attached to them and a next renewal date in the future
• Accounts on lifetime/one-time billing are accounts that have a membership level where the member made one payment and will not need to make anymore payments
• Accounts on free membership are accounts that have a free membership level attached to them
• Accounts with no renewal date are accounts that have a membership level that is supposed to bill at regular intervals, for example monthly or annually, but there is not a renewal date attached to the member’s profile. This means they will not be charged again for membership
  • It is a common error for admins to import or add members to the system without issuing a renewal date and is usually in error. We recommend you check these accounts to be sure you intend for these members to not be due to renew again in the future
• Accounts past due are accounts that have a membership level attached to them and a next renewal date in the past

These are all clickable. So, if you would like to pull up all of your accounts without renewal dates you can click on “Accounts with no renewal date” and it will pull up all of those accounts.

Annual Recurring Revenue is based on:

1. All members with a membership level assigned and a renewal date in the future – ie. it excludes past due members and members that are not assigned a renewal date.
2. The revenue per member is based on their current billing option. If the member is on “manual” billing, the lowest cost (on an annual basis) recurring billing option will be used. It does not include discount codes as there’s no way to know whether or not a discount code would actually be used by your members in the future.

This box gives you a breakdown of how many accounts are on each membership level. See the checkbox at the bottom of the page that can be engaged to exclude data from expired members.

This gives you the breakdown of how many accounts are on each membership level, add-on and label. They are all clickable so you can easily pull up all of the accounts associated with a membership level, add-on or label. This can be useful if you are needing quick access to a certain group of members to email or export.

See the checkbox at the bottom of the page that can be engaged to exclude data from expired members.

With Stats History, you can view a chart that captures the numbers on the following stats over any timeframe. Go to Dashboard > Stats History to view the history for:

• Total Accounts
• Accounts With Membership
• Current Paying Members
• Accounts On Lifetime/One-Time Billing
• Accounts On Free Membership
• Accounts With No Renewal Date
• Accounts Past Due
• Accounts with No Membership
• Annual Recurring Revenue*

Clicking on the various stats (e.g. Annual Recurring Revenue, Current Paying Members, Accounts with No Membership, etc.) will allow you to show or hide the corresponding trendline on the chart.

Notes

• Stats History is a daily snapshot of the Current Stats in your dashboard. So it will not reflect any history of imported members before they were brought into MembershipWorks. Also subsequent edits of a member’s membership status will not change the data in Stats History.
• At this time data reporting does not extend prior to 2017.
• Stats History is only available with paid plans (including suspended plans). Stats History will be deleted and unrecoverable after moving from a paid plan to a free plan.
• Deleted membership levels and folders are included in Stats History.

* Annual Recurring Revenue (ARR) is a calculation of annualized membership dues from your current paying members, the calculation is based on:

1. All members with a membership level and a renewal date in the future. It excludes past due members and members who are not assigned a renewal date. It also excludes members on one-time/lifetime billing.
2. The revenue for each member is based on their current assigned billing option. If the member is on “manual” billing, the lowest cost (on an annual basis) recurring billing option will be used in the calculation.

ARR is not the same as your actual (received) revenue. You can chart your actual revenue under Dashboard > Financial.

Focus To Breakdown By Membership

Focus on one membership related stat (ie. enable only on one stat to chart) to display a stacked area chart breaking down that stat by membership level.

For example focusing only on Current Paying Members, you can see the number of current paying members by membership level. When focusing on Annual Recurring Revenue (ARR), the ARR is broken down by how much revenue is contributed by each membership level and membership add-on.

Note that Total Accounts and Accounts With No Membership do not offer any breakdown.

Show By Folder

You can display stats from a single folder by selecting the folder within the “showing folder” dropdown menu that is near the date range setting. This allows multi-chapter organizations to view stats for each chapter.

Sample Uses For Stats History

• Use the trendline for “Annual Recurring Revenue” to see if recurring dues income is headed in the right direction.
• Focus on “Annual Recurring Revenue” to see how the contributions of different membership levels and add-ons stack up.
• Compare your paying members vs free members to see if you are converting more free members to paying members.

Here is where you can pull up details of the payments your organization has received. You can include the following transaction categories:

• Membership
• Event
• Donations
• Cart
• Other

You can click on a line in the graph to get detailed information and search the transactions included.

You can export transactions to a CSV spreadsheet. It will export the transactions from the time period you set at the top. Here you have the option to include open invoices. You can also aggregate by member so that you can easily see how financially active a member has been with your organization.

You can export your financials to QuickBooks or Xero. To do this you will need to first integrate your Xero or QuickBooks account with MembershipWorks.

• Get Quickbooks setup instructions
• Get Xero setup instructions

This is where you can see what is happening with your memberships. You will be able to see:

• New members
• Member upgrades and downgrades
• Renewals
• Upcoming renewals
• Past due members

Things you can do on this page:

• Set the dates at the top to see information on a specific time frame
• Click on the box header to pull up all of the accounts. You can then send a group email or export to a CSV spreadsheet
• Click on a specific member in a box to pull up their account

This will list the Event activity that has occurred during the dates specified at the top. It will not list events occurring during the set timeframe if not tickets have been sold or registered for during the set dates.

• You can click on the event title to be taken to the event for more details.
• If a registrant is a member you can click on their name to pull up their account

This will list the Forms/Carts/Donation activity that has occurred during the dates specified at the top. It will only list forms that have had activity during the timeframe set at the top.

• You can click on the form title to be taken to the form for more details.
• If a form submitter is a member, you can click on their name to pull up their account.

This area pulls information from all of your members’ Timelines. You can narrow down information by utilizing the following features:

• Display activity from allows you to set the date range you’d like to see information from
• Filter by Tag allows you to pull up entries with a specific tag attached to them
• Filter by Type allows you to filter by the following types
• Note
• Conversation
• Scheduled/Reminder Email
• Renewal Notice
• Contact Change
• Label/Folder Change
• Profile Updated
• Payment Failed
• Billing Updated
• Membership Payment
• Event Payment
• Cart Payment
• Donation
• Other Payment
• Event Activity
• Form Checkout
• Invoice

You can also export the information to a CSV spreadsheet. The export will contain more information on the activity. For example an export of event activity will include the ticket name, event name and date.

Click on the Show Accounts button to pull up all of the accounts listed on the Timeline Dashboard. From there you can export account information or send a group email.

Sometimes renewal emails are not enough to get members to renew. When this happens you may want to create a call list to follow-up with them. Here’s how:

1. Go to Dashboard > Membership
2. Set the dates at the top to time frame of interest
3. Click Past Due at the top of the box to pull up the past due member accounts
4. Click Export
5. Select the information you’d like on the export, for example Account Name and Phone
6. Click Download

There may be times when you can’t find a particular member or you want to pull up members across several folders. Here is the best way to do this.

1. Go to Dashboard > Stats
2. Click on “total accounts” at the top of the page

From here you can search by name or email. You can also click “+ Add Search Criteria” to search by membership level, label, or field.

1. Go to Dashboard > Timeline
2. Adjust the date range as desired
3. Click Filter by type
4. Uncheck everything except “Invoice”
5. From here you will see a list of all invoices created during the date range you selected. Unpaid invoices will be shown in red. 
6. Click Export CSV to download this report to a .CSV file

1. Go to Dashboard > Timeline
2. Adjust the date range as desired
3. Click Filter by type
4. Uncheck everything except “Renewal Notice”
5. From here you will see a list of all renewal notices sent during the date range you selected. 
6. Click Export CSV to download this report to a .CSV file

If you have members on automatic recurring credit card billing you may want to follow up with a phone call or email to those who may have a card on file that is failing. Utilizing the report under Dashboard > Timeline you could locate recently failed payments by following these steps: 

1. Go to Dashboard > Timeline
2. At the top of the page enter a desired date range
3. Click Filter by Type
4. Uncheck everything except “Payment Failed” and you will now see a list of all payment failures that have occurred during the given date range. Click Export CSV to run a report which will include the member’s basic details as well as the reason for the payment failure. 

To figure out the total amount a given member paid during a certain time frame, follow these steps: 

1. Go to Dashboard > Financial
2. First, set the date range at the top of the page as desired 
3. Under “Export Options” check the box next to “Aggregate by Member”
4. Click Export CSV

In this report you will find the following columns: 

• Membership Sub-Total 
• Event Sub-Total
• Donation Sub-Total
• Cart Sub-Total
• Other Sub-Total
• Transaction Total

The subtotal columns will include total amounts received into the given category. For example, the “Membership Sub-Total” column is a total received in membership sales in the date range you selected. 

The Transaction Total column is a total of all payments received by the member in the selected date range.