Manually Set Membership Levels and Dates
Quick Start
📅 Need to update membership info? Manually adjust membership levels and dates when automatic processes need correction.
- Find member account → 2. Open latest membership opportunity → 3. Update dates & level → 4. Recalculate rollups
What you'll accomplish: Manually update a member's level and membership dates by editing their opportunity record and refreshing account rollups in about 8 minutes.
🚀 Quickstart
- Navigate to the member's account and open Membership tab
- Find the most recent "Closed Won" membership opportunity
- Update Membership Start Date, End Date, and Member Level fields
- Return to account and recalculate rollups to apply changes
⚠️ Before You Start
📋 Prerequisites Checklist
- You have permission to edit opportunity records
- Member has at least one "Closed Won" membership opportunity
- You understand your organization's membership level structure
- NPSP rollups are configured and active in your org
- You know the correct dates and level for this member
💡 Understanding Manual Membership Updates
When to Use Manual Updates:
- Correction needed for automated membership processing
- Special circumstances not handled by standard workflows
- Data migration or cleanup activities
- Retroactive adjustments for membership history
How Membership Data Flows:
- Opportunity fields store the source membership information
- NPSP rollups calculate summary data on the account
- Account fields display current membership status
- Recalculation updates account when opportunity changes
📘 Detailed Instructions
Step 1: Navigate to Member Account
- Use the Global Search bar to find the member account
- Type the account name or member name
- Click on the correct account to open the record
- Navigate to the Membership tab
Step 2: Locate the Membership Opportunity
- Click the Related tab under the Membership section
- Find the Memberships related list
- Identify the most recent "Closed Won" opportunity
🎯 Finding the Right Opportunity
Look for:
- Stage: "Closed Won" (completed membership)
- Date: Most recent close date
- Type: Membership or membership-related record type
If Multiple Opportunities Exist:
- Choose the most recent closed won opportunity
- Verify it represents the current membership period
- Check that it's the right membership type/level
- Click on the Opportunity Name to open the record
Step 3: Update Membership Information
- Navigate to the Membership tab on the opportunity
- Locate the membership fields that need updating:
📝 Membership Fields Reference
| Opportunity Field | Maps to Account Field | Purpose |
|---|---|---|
| Membership Start Date | Last Membership Date | When membership began |
| Membership End Date | Membership End Date | When membership expires |
| Member Level | Last Membership Level | Current membership tier |
Additional Fields (if applicable):
- Membership Status - Active, Inactive, Pending
- Renewal Date - Next renewal due date
- Member Category - Type or classification
-
Update the required fields:
- Membership Start Date - Set the correct start date
- Membership End Date - Set the expiration date
- Member Level - Select the appropriate level
-
Click Save to apply the changes
Step 4: Recalculate Account Rollups
- Navigate back to the member's account record
- Locate the dropdown menu at the top right of the screen (next to Edit, Membership Billing Wizard, etc.)
- Click the dropdown arrow
- Select "Recalculate Rollups"
- Wait for the recalculation to complete
Rollup Processing Time
Rollup recalculation may take a few moments. Large accounts with many opportunities may take longer to process.
Step 5: Verify Changes
- Refresh the account page to see updated information
- Check the membership fields on the account:
- Last Membership Date
- Membership End Date
- Last Membership Level
- Verify the changes match what you entered on the opportunity
✅ How to Know It Worked
Success Indicators:
- ✅ Account membership fields show updated values
- ✅ Membership tab displays correct current information
- ✅ Member level and dates match opportunity updates
- ✅ No error messages during rollup recalculation
Verification Steps:
- Check account membership section for updated data
- Compare dates between opportunity and account
- Verify membership level is correctly reflected
- Review membership status if applicable
🆘 Troubleshooting
❌ Cannot See Membership Fields
Problem: Membership fields not visible on opportunity
Contact your System Administrator to verify:
- ✅ Field-level security is set correctly for your profile
- ✅ Fields are added to the opportunity page layout
- ✅ Page layout is assigned to the correct app
- ✅ Profile has correct page layout assignment for record type
❌ Account Fields Not Updating
Problem: Changes don't appear on account after rollup recalculation
Contact your System Administrator to verify:
- ✅ NPSP Rollups are active and functioning
- ✅ NPSP Rollups are configured correctly for membership fields
- ✅ Filter Groups are configured to include membership opportunities
- ✅ Field mappings between opportunity and account are correct
❌ Cannot Find Closed Won Opportunity
Problem: No "Closed Won" membership opportunities exist
Solutions:
- ✅ Check opportunity stage - may be in different stage
- ✅ Look for different record types - membership opportunities may use different types
- ✅ Create new opportunity if none exists for current membership
- ✅ Review opportunity history for completed memberships
❌ Recalculate Rollups Option Missing
Problem: Cannot find recalculate rollups button
Solutions:
- ✅ Check dropdown menu at top right of account page
- ✅ Verify NPSP is installed and configured
- ✅ Check permissions for rollup management
- ✅ Ask admin about custom rollup configuration
💡 Best Practices
Membership Management Best Practices
- 📝 Document Changes - Note why manual updates were needed
- 🔍 Verify First - Check current values before making changes
- ⏰ Update Promptly - Make corrections as soon as issues are identified
- 📊 Monitor Rollups - Ensure NPSP rollups are functioning correctly
- 📞 Communicate - Inform relevant staff of membership changes
- 📋 Regular Audits - Review membership data periodically for accuracy
When to Use vs Automated Processes:
- Manual: Corrections, special circumstances, data cleanup
- Automated: Standard renewals, routine membership processing
- Hybrid: Use automated for most cases, manual for exceptions