Our Memberships feature gives you a flexible, powerful way to manage member access directly from your event pages. With Memberships, you can offer customers the ability to purchase and verify their membership status in real time, ensuring a smooth and secure experience.

Create fully customizable membership levels, each with its own pricing, benefits, and rules. You can enable auto-renewal to keep memberships active without interruption, and set up member-specific actions that tailor the page experience based on a customer’s status.

Whether you're starting fresh or bringing members with you, you can easily import new or existing memberships, edit individual member details as needed, and download your membership data at any time for reporting or offline management.

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.

Jump To...

Add Memberships
Set Actions that Apply for Your Members
Edit a Specific Member
Edit Your Membership Levels
Import Existing or New Memberships into RegFox
Download Your Membership Data
FAQs

Add Membership Fields and Membership Levels

RegFox lets you easily add a Membership field to your page so customers can purchase or verify a membership during registration. You can create customizable membership levels with their own pricing and settings, giving you flexible control over how memberships are offered on your pages.

From the Pages screen, click the pencil icon under the page you want to edit
Hover over your page, and click the green + icon where you want to add the field
Add the Membership field

Enter a Label for your Membership field
Toggle the Required field to Yes or No
Add the Type of membership field you want to offer
- The Purchase & Verify option allows individuals to either purchase a new membership, or verify their valid membership
- The Purchase option only allows individuals to purchase a new membership
- The Verify option only allows individuals to verify their current valid membership
- The Purchase & Renew option allows individuals to either purchase a new membership, or renew their previous, expired membership

Note: If a membership level is toggled to No, it will not appear as a purchase option on the event page, and RegFox will not validate that membership level on the page.

Add your membership level(s) if needed
- Click Add Membership Level to this Page
- Add a Name for your new membership level
- Turn on the Enable toggle to add this membership level to this specific RegFox page
- Add a Fee for this membership
- Add a Renewal Frequency for your memberships to renew
- If desired, add the number of days before which your members can renew their membership before it expires in the Early Renewal field
- Select the Renewal Date for your membership. You can either renew a membership based on their purchase date, or renew all memberships on a fixed date
- Toggle on the Auto Renewal option to allow members to auto renew their membership.
- Click Save to save your membership level

Pro Tip: RegFox allows renewal frequencies of monthly, quarterly, bi-yearly, and annually. A bi-weekly and lifetime membership option is not available.

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 $106.59 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).

Turn on the membership level(s) you want to offer on the page by clicking the toggle
Click Done
Click Save Now in the upper-right corner of your page to save your changes. Click Publish to publish these changes to your live page

Set Actions that Apply for Your Members

Once your Memberships are set up, you can begin creating automated actions that respond to a customer’s membership status. These actions can trigger when someone adds a valid membership, holds a specific membership level, renews an existing membership, or signs up as a brand-new member. This gives you powerful control over what customers see and how their experience adapts based on their membership journey.

Click here to learn how to set up actions that apply for your members.

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.

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.

From the top menu bar, hover over the Reports tab
Select Memberships from the dropdown
Search for the member using their name 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 Reports tab
Select Memberships from the dropdown
Search for the member using their name 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(s)
- 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 Reports tab
Select Memberships from the dropdown
Search for the member using their name or email in the search box
Click the eye icon on the member you want to edit

Click 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 Reports tab
Select Memberships from the dropdown
Search for the member using their name 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

Edit Your Membership Levels

If you edit a membership level after accepting registrations, here's what you've got to do.

From the Pages screen, click the pencil icon under the page you want to edit
Scroll to your membership field and hover over the field
Click the pencil icon on your membership field

Click the Edit icon next to the membership you want to edit
Make your desired changes
Click Save
Click Done
Click Save Now in the upper-right corner of your page to save your changes. Click Publish to publish these changes to your live page

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 order 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 Order

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

Click View Linked Registration
Click Edit Registration
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

Import Existing or New Memberships into RegFox

In 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 Reports tab
Select Memberships from the dropdown
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.

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 members' 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 Reports tab
Select Memberships from the dropdown
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.

Does RegFox give registrants an email when their membership is about to expire?

If a registrant signed up for a membership and did not opt in to auto-renew their membership, RegFox will not let them know that their membership is about to expire.

Can I test validating a member in Preview mode?

No, you cannot test validating a membership in Preview mode. We recommend testing this functionality on a live page. If you try to validate a membership on RegFox, the system will display "Oops.... data: record not found" when you submit a registration with a membership.

Can I offer memberships in multiple different currencies on 1 RegFox page?

No. A RegFox page can currently support memberships in only one currency. Member Manager is limited to a single currency at a time. Membership levels and pages cannot be priced in multiple currencies.

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

Use Member Manager to Offer and Maintain Memberships