The Memberships feature gives you a powerful and flexible way to create, sell, and manage memberships directly within RegFox. It’s designed to make both setup and day-to-day management simple, while providing a seamless experience for your customers.

With Memberships, you can build fully customizable membership levels with unique pricing and benefits. You can also enable auto-renewal to keep memberships active without manual follow-up, and easily import existing members to get up and running quickly.

As your membership program grows, you’ll have full control to update member details, manage levels, and export data whenever you need it for reporting or offline use.

Note: Memberships is available for customers on the RegFox Premium and RegFox Professional plans. This feature is not included in the Standard plan.

If you’d like to use this feature, we recommend upgrading to RegFox Premium. Learn more about RegFox plans here.

Create and Customize Your Membership Levels

Before you can start selling or managing memberships, you’ll first need to create your membership levels. When setting up a membership level, you can customize key details such as pricing and renewal frequency. You also have control over how renewals are handled, including customizing the renewal date and allowing members to opt into auto-renewal for a seamless experience.

From the top menu bar, hover over the Extras tab
Select Memberships from the dropdown
Select the Membership Levels tab on the left-hand side

Click Add Membership Level
Add a Name for the membership level
Add the Fee and Currency for your membership level
Add the Renewal Frequency for the membership. You can choose to renew a membership yearly, bi-yearly, quarterly, or monthly

Pro Tip: RegFox only offers monthly, quarterly, bi-yearly, and yearly auto-renewal frequencies. RegFox does not currently offer a bi-weekly or lifetime membership option.

Enable the Early Renewal option to allow members to renew their membership on your live page in advance of their expiration date. If enabled, set how many days before expiration members can renew
Select the Renewal Date for your memberships
- Purchase Date: This option renews your memberships based on the date the registrant purchases them
- Fixed Date: This option renews memberships on a fixed date. If this option is enabled, select the date you want members to be charged. When selecting this option, you can delay the first renewal to avoid charging new members twice in a short period. When enabled, new members won't be charged until the renewal date you set, and those who sign up after that date will be charged on the normal schedule
Choose whether to allow Auto-Renewal for this membership level. When enabled, members can opt to renew automatically. You can also require auto-renewal for this membership level, if desired
Click Save

Note: Auto-renewing memberships cost $0.99 per renewal, plus credit card processing fees.

If you use Webconnex Payments and pass on all fees to buyers, those fees are not passed on during auto-renewals. For example, if you offer a $100 membership and pass on fees, the buyer will pay $104.52 on the initial purchase, and the event organizer receives $100. On auto-renewals, the member is charged $100, and the event organizer receive $95.81 ($0.99 auto-renewal fee and $3.20 in processing fees).

Edit Your Membership Levels

Once your membership levels are set up, you may need to update them over time. In RegFox, you can edit your membership levels at any time, giving you the flexibility to refine your membership levels without disruption.

Warning: Membership levels cannot be deleted once they are created.

From the top menu bar, hover over the Extras tab
Select Memberships from the dropdown
Select the Membership Levels tab on the left-hand side

Click the pencil icon next to the membership you want to edit
Make your desired changes
Click Save

Pro Tip: If you change the price of a membership level, members who joined at an earlier price will be auto-renewed at the previous price by default.

To ensure all members are charged the new price, update the registration for anyone who joined at the earlier amount once you change the membership price. This involves editing the original registration linked to the membership. Open the collapsible link for step by step instructions.

Edit a Member's Original Registration

From the top menu bar, hover over the Extras tab
Select Memberships from the dropdown
Select the Members tab on the left-hand side
Search for the member using their name, member ID, or email in the search box
Click the eye icon on the member you want to edit

Click the ... icon in the top right corner
Click View Linked Registration
Click Edit Registrant
Choose the payment method
- If you only want to charge the member the increased price when their membership auto-renews, select do not charge
- If you want to charge the member for the difference in your new membership, charge the saved card on file, or charge a different card on file
Click Save

Edit A Specific Member

On RegFox, you can edit a member's membership level, payment method, expiration date, status, and auto-renew settings. If you're looking to edit a membership level as a whole, we recommend editing the membership level itself. Click here to learn how to do this.

Note: In RegFox, the member name and email default to the billing name and email unless you include separate name and email fields for each registrant. If you prefer the membership to not be tied to the billing information, we recommend adding a name and email field to your page. Click here to learn how to add these fields to your page.

Edit a Member's Name or Email

Pro Tip: On RegFox, you can filter to only see people who have a specific membership, a specific status, or date. This allows you to quickly narrow down your members and find the information you need. You can also use the search bar to find a specific member.

Note: You can only edit a member’s name and/or email if your registration page collects this information for each registrant. If these fields are not included, the name and email will default to the billing information and cannot be updated.

From the top menu bar, hover over the Extras tab
Select Memberships from the dropdown
Select the Members tab on the left-hand side
Search for the member using their name, member ID, or email in the search box
Click the eye icon on the member you want to edit

Click View Linked Registration
Click Edit Registration
Update the name and email for the member
Click Save Changes

Edit a Member's Member ID, Membership Level, Status, Expiration Date, and Auto Renew Details

From the top menu bar, hover over the Extras tab
Select Memberships from the dropdown
Select the Members tab on the left-hand side
Search for the member using their name, member ID, or email in the search box
Click the eye icon on the member you want to edit

Click Edit Membership on the upper right-hand corner
Edit your desired details
- Create Custom Member ID: This option allows you to update the member ID for your member. This is the ID that your members will enter to validate their current membership
- Change Membership Level: This option lets you update a member's current membership level. Note: If the member has enabled auto-renewal, RegFox will continue to renew their membership at the original level's rate, even after updating the membership level. To ensure the member is upgraded to both a new level and the new price, we recommend creating a new membership for them instead
- Change Status: This option allows you to update the status for this member. This is used to manually adjust the status from active to inactive, or inactive to active
- Override Renewal Date: This option allows you to manually set a different renewal date for this membership
- Auto Renew: This option allows you to automatically renew this membership when it is about to expire. Note: There is a $0.99 RegFox fee for each automatic renewal that processes in RegFox
Click Save

Pro Tip: When you change a member’s membership level, RegFox will still renew their membership at the original level's rate if the member is using auto-renewal. If you want the member to renew at the updated level and price, the best approach is to create an entirely new membership for them.

Edit a Member's Payment Method

In RegFox, you can edit a member's payment method before the renewal, or edit their payment method after their auto-renewed membership declines. Learn how to do both.

Update Payment Method Before Auto-Renewal

From the top menu bar, hover over the Extras tab
Select Memberships from the dropdown
Select the Members tab on the left-hand side
Search for the member using their name, member ID, or email in the search box
Click the eye icon on the member you want to edit

Click the ... icon in the top right corner
Select Update Payment Method
Update the member's payment details
Click Save

Update Payment Method After the Membership Declines

From the top menu bar, hover over the Extras tab
Select Memberships from the dropdown
Select the Members tab on the left-hand side
Search for the member using their name, member ID, or email in the search box
Click the eye icon on the member you want to edit

Click Update Payment Method in the Banner
Update the member's payment details
Click Save
After updating the payment method, click Re-Run Credit Card to re-run the newly added billing information and renew the membership

Add a Note to a Member

From the top menu bar, hover over the Extras tab
Select Memberships from the dropdown
Select the Members tab on the left-hand side
Search for the member using their name, member ID, or email in the search box
Click the eye icon on the member you want to edit

Scroll to the Notes section, and click Add Note
Add your note
Click Save Note

Resend a Member's Membership Info Email

You can resend the member’s membership email at any time. This email includes their member ID, membership level, and expiration date.

From the top menu bar, hover over the Extras tab
Select Memberships from the dropdown
Select the Members tab on the left-hand side

Search for the member using their name, member ID, or email in the search box
Click the eye icon on the member you want to edit
Click the ... button in the top right corner
Select Resend Membership Info Email

Pro Tip: Membership details in the membership info email such as the membership level, member ID, status, and expiration date are updated at the time you send the email, so they always reflect the most current information.

Renew a Member's Expired Membership

You can manually renew a member’s membership after it has expired.

From the top menu bar, hover over the Extras tab
Select Memberships from the dropdown
Select the Members tab on the left-hand side

Search for the member using their name, member ID, or email in the search box
Click the eye icon on the member you want to edit
Click Renew Membership
Confirm that you want to renew the membership by clicking Renew Membership in the top right corner

Import Existing or New Memberships into RegFox

You can import new memberships into RegFox in bulk so you can see these memberships in RegFox, and can update existing memberships in bulk.

Note: When you import new members, RegFox does not create system contacts for them. To save an imported member as a contact, you must use the Import Contacts feature to import them as a contact or have them complete a registration in RegFox.

From the top menu bar, hover over the Extras tab
Select Memberships from the dropdown
Select the Members tab on the left-hand side
Click Import Members

Click Download Template. You can also click here to download the template
Click View Columns and make note of the Numerical Member Level ID for each membership level. This value identifies each membership level in your account and is used to match your imported members to the correct level. If you want to upload members to a level that does not appear in the list, create the new membership level in RegFox first. Click here to learn how to add a new membership level

Warning: When importing members, follow the template exactly and avoid moving or deleting any columns to ensure a successful import into RegFox. We recommend entering your information directly into the provided template file, as even small changes to the template can cause the import to fail.

Find the template on your computer, and open the file
Add the Membership information to the template
- Member Number: A unique number for your member(s). Make sure that you enter a unique member number for each member
- First Name: the first name of the member
- Last Name: the last name of the member
- Email: the email address of the member
- Numerical Member Level ID: The specific identifier of the membership levels you have on RegFox. If you do not know the numerical member level ID for your memberships, go to the Import Members screen in RegFox, and expand the View Columns dropdown. From there, scroll to the Numerical Member Level ID field, and find the IDs associated with each membership level on your account
- Fee: The price for the membership
- Status: The status of the membership
- Expiration Date: The date the membership expires
Save the file

Pro Tip: Before importing your data into RegFox, we recommend reviewing the file, and ensuring that there are no duplicates and that all of the information is accurate.

Note: When importing memberships, be sure to use only the numerical Member Level IDs that match your existing membership levels.

Using any other values, including other numbers, letters, or symbols, can prevent memberships from importing correctly and may cause data issues.

When you are ready, go back to the RegFox Import Members screen
Click Upload CSV File
Select the appropriate file
Click Open

Enter the Email you'd like to receive a summary of successful members, along with a CSV file detailing the reasons for any unsuccessful imports
Select whether you want to Create New Members Only or Create New Members and Update Existing Members Based on Your Member ID or Webconnex Member ID
Click Import

Pro Tip: When selecting the Create New Members Only option, our system will only add new members. If a member ID already exists in your RegFox account, that membership will be skipped. The summary email will indicate how many members were skipped due to existing records in RegFox.

If you choose the Create New Members and Update Existing Members option, our system will update any members in your account that share the same member ID as those in your CSV file. With this option, the system will update the name, email, numerical member level ID, fee, status, and expiration date for the member(s) if these fields are different on the CSV file. If you choose this option, we recommend confirming that your member IDs match your previous upload to ensure the correct information is updated.

View an Overview of Your Membership Data

RegFox provides a clear overview of your membership data so you can quickly understand how your program is performing. From your dashboard, you can view key metrics like active members, new sign-ups, and membership trends. This makes it easy to monitor growth, track engagement, and make informed decisions about your membership program.

From the top menu bar, hover over the Extras tab
Select Memberships from the dropdown
Select the Overview tab on the left-hand side

The top banner bar shows general information about your memberships
- Active Members shows all members with a current, valid membership that has not expired or been canceled
- New Members shows the number of new memberships that have been purchased in the last 30 days
- Auto-Renew Enabled shows the percentage of active memberships with auto-renewal turned on
- Auto-Renew Revenue displays the estimated monthly revenue from active auto-renewing memberships, averaged across all billing periods
- Avg Membership Age shows the average age of all active memberships in days

Select the Member Count tab to view how many memberships have been purchased for each level. For every membership level, you'll see the total memberships purchased, along with a breakdown of active, expired, and canceled memberships
Select the Renewals tab to view auto-renewal data by membership level. This includes the number of memberships set to auto-renew, the total active memberships, and a visual chart showing the percentage of auto-renewing memberships

Download Your Membership Data

In RegFox, you can quickly download your membership data into a CSV file that is downloaded to your computer. You can see things like the member ID, name, email, fee, auto-renew status, membership status, and more.

Download Data from the Memberships Page

From the top menu bar, hover over the Extras tab
Select Memberships from the dropdown
Select the Members tab on the left-hand side
Click Download Members

Download Data from the Exporter

To pull a Memberships report, hover your mouse over the Reports tab in the top menu bar
Select Exporter from the dropdown
Select the Memberships report

Select the membership(s) from the dropdown
Select the field(s) you would like to export and press the right arrow to move them to the box on the right to be exported. To move fields out of the export, select the left arrow button
To move fields to a new column on the report, select the field you want to move, and select the Up or Down arrows respectively

Pro Tip: To select multiple memberships or fields at once, hold down the command or control button on your keyboard while making your selections. To select all memberships or fields, hold the command or control button and the A button on your keyboard.

Select the Statuses you want to include in the report
Select a date range if desired. If these fields are blank, the report will pull all memberships from the moment your membership went live
Select the File Type and File Name
When ready, click the Download button

FAQs

When do the membership updates/renewals run?

Membership updates run every day between 4-5PM PST. 24 hours prior to running, our system scans for any upcoming expirations to see if auto-renew is enabled. If auto-renew was disabled during the initial membership, but is enabled prior to the 24 hour window, then that membership will auto-renew.

Can I renew a Membership not set to auto-renew?

Yes, when a membership not set to auto-renew expires, you can manually renew that membership, which will charge the current card on file.

If I have a member who auto-renews their membership and their card expires, will RegFox automatically update the card's expiration date, or will the membership payment decline?

If you're using Webconnex Payments, the system will automatically update a member's expiration date if their card expired, but their card number remains the same. This is because Webconnex Payments offers an auto-card updater feature for memberships. This feature is automatically enabled, and comes at no additional cost. This feature is available for traditional credit card transactions only. Right now, the auto-card updater feature does not work for memberships that are paid with Google Pay or Apple Pay.

This feature is not available when using a custom payment processor. If you are currently using a custom payment processor and are interested in learning more about Webconnex Payments, click here.

Why can't I see my membership transactions?

There are several reasons why you might not see a transaction for your membership.

You imported a membership: When you import a membership, RegFox will not display a transaction because no payment or transaction occurred within RegFox
You deleted a page with membership data: Membership transactions are tied to the page where the membership was created. If that page is deleted, the associated transactions will no longer be visible

Will members receive an email when I import memberships into RegFox?

No. Members do not receive an email when they are imported into RegFox. Membership info emails are only sent when a membership is purchased or renewed on the live page, or when an admin manually resends the membership information email.

Set Up and Manage Your Membership Levels and Members