Manage group subscriptions

In this help doc:

Manage members as a group subscription manager

The group subscription manager (person purchasing a subscription to a Group plan) is the sole contact responsible for billing, transactional emails, renewals, etc. The group subscription manager, in addition to having access to the site under the terms of the plan, has the responsibility for managing all of the individual member seats that are included in the group subscription. The access and settings of the individual member accounts are inherited directly from the Group plan.

Via the Subscriptions tab in their account, the group subscription manager can click the Manage members link to add members, remove members, and purchase additional member seats.

Manage members link

They have access to a unique link they can send to people to directly join the group subscription. They also have the option to require the group subscription manager’s approval before new members can join the subscription.

Add and remove members

For group subscriptions with more than 10 members, we switch to a search bar, rather than a list of members, for ease of use.

Add and remove members

Group members can also voluntarily leave a group via the Subscriptions tab in their account. The seat will return to the group subscription manager's total available member seats.

Leave team plan

Purchase additional member seats as a group subscription manager

You can allow the group subscription manager to purchase additional member seats for their group at any time. They can access the purchase form link via the Manage members tab in their account.

Purchase additional seats

To allow additional member seat purchases, you must set a per-member price. Depending on when the group subscription manager purchases the additional member seats, the total charge will be pro-rated based on how much time is left before the next renewal date for the subscription. Then, on the next renewal date, the full seat price will be added to the total renewal price.

Additional seats are pro-rated

Manage group members from the Memberful dashboard

If the member doesn’t already exist, add a new member via the Members tab in the Memberful dashboard. You can also import multiple members in bulk via our CSV import file; the only required fields are First name and Email.

Search for the group subscription manager and click the group subscription in their profile.

View group subscription

Search for the member via name or email in the Add a member to this group field. Select the member and click Add to group. We will update the total member seats in use, which includes the group subscription manager.

Add group members

You can also click Remove to remove a group member from a group subscription, which will free up a member seat.

Group subscription remove member

Move group to a different Group plan

  1. Add the new subscription to the group subscription manager's profile without charging the credit card on file, and modify the renewal date.
  2. Copy all the email addresses of the group members into a doc.
  3. Navigate to the new subscription and add the group members.
  4. Delete the old subscription from the group subscription manager's profile.
  5. Charge the difference between the two subscriptions directly in Stripe, if needed.

For larger groups, contact us and we will move them for you.

Accept external payments

You may have a large account that requests to pay for their subscription through external means (wire transfer, paper cheque, etc.) instead of using a credit card via the Memberful purchase form. In these cases, you can mark the group subscription as having been paid externally.

If the subscription is paid externally, Memberful will not attempt to charge a credit card when the renewal date comes. Instead, you must manually record individual payments to renew the subscription, add member seats, etc. Each external payment will be available as a regular activity item and included alongside all of your other metrics.

Add an external payment

To enable external payments for a group subscription, navigate to the group subscription manager's profile in the Memberful dashboard and click the subscription link.

From the subscriptions view, first enable external payments.

Enable external payments

Click Add external payment and indicate if this is a renewal payment or not.

Add an external payment

You can also add an optional note along with each payment to indicate what it was for or to associate it with an external invoicing ID number.

External payment details

Add additional members

Group subscription managers that pay for group subscriptions externally must contact you directly to add more member seats to their group subscription.

Once you arrange payment, navigate to the group subscription manager's profile in the Memberful dashboard and click the subscription link. From there you can adjust the number of additional member seats available to their group. This is the number of members included with their subscription in addition to the base number of member seats included with plan.

Add additional members manually

Do not add additional member seats via the Memberful dashboard to subscriptions that are not paid externally since they won't be charged until the next renewal. The group subscription manager should buy additional member seats via their accounts so the charge will be pro-rated.

Enable email notifications

When externally paid subscriptions renew, the member's access will be maintained even though the subscription is marked as past due. Memberful will send you an email 30 days before an externally paid subscription is set to renew and the day after the renewal date if it becomes past due. You can turn these notification emails on and off via Account → Account settings in your Memberful dashboard.

External payment details

External payments that you record within Memberful are not subject to any transaction fee. However, there is a $0.20 monthly fee for each externally paid seat that is in use.

Related help doc:

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