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Can you sell Gift Memberships via the Ticketing Order screen?

Katie Fathers
$organization

Hi there, we want our Box Office team to be able to sell gift memberships in the usual way by processing the contribution in teh benefactor's record assigning the benefits to the gift recipient, and for this to appear as such in the reports. However they do not have access to the Contribution Entry screen and use TIcket Order screen to sell memberships via the contributions tab in the order screen. Is there a way to do this from that screen?

Thanks, Katie

  • $organization

    Hi Katie,

    We faced this exact same scenario. We wanted to sell Memberships over the counter, but not give ticketing staff the responsibilities of processing contributions involving membership.

    The solution we landed upon was:

    • The operator takes the money and put in On Account in a special 'Membership On Account' payment type. The money is put on the account of the person paying the money, wether they are purchasing a gift membership or not.
    • A special header card is printed that states 'Temporary Membership Card. Valid until [Order Date+2 Weeks]. If it a gift membership, no temporary card is given.
    • A welcome pack is given to the new member. If it is a gift membership, the customer does not receive a welcome pack.
    • The operator creates a CSI (in the Membership Category) with the information:
      • The membership purchaser's Constituent record is assigned to the CSI. 
      • If a welcome pack was given (they sometimes run out)
      • Concession number if applicable.
      • The name, address, DOB of the gift recipient if applicable.
    • The next day the Membership office receives a scheduled report with any open CSIs from membership purchases.
    • The Membership Offices uses the Contribution module to use the On Account money to pay for the membership. If it is a Gift Membership, they first create a constituent record with the CSI information and then use the 'Assign' feature when processing the membership.
    • The Membership Office sends out the welcome pack if it was a member, and any other updates to the constituent record(s) that the organisation requires.

    This has been a great solution for us, and we use the exact same process for accepting online membership purchases.

  • $organization in reply to Nicholas Hudson-Ellis (Past Staff Member)

    Thanks for the good ideas. I have a question about how the cashiers put the money On Account Membership. So, they process the payment and close the order, then have to go back in and zero out the contribution to put it On Account Membership?

    Thanks for your help!

    Kari, Science Museum of MN

  • $organization in reply to Kari Stonecipher

    Hi Kari,

    After the cashier puts the money On Account (in the special memberships On Account), they do not touch the order again. The next step is for the Membership team to view the CSI and then start a Contribution transaction using the same Constituent ID that has the money On Account.

    Hope that helps.

    Best,

    Nicholas