Manage Team plans

In this help doc:

Manage Team members as a Plan manager

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

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

Manage members link

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

Add and remove members

For team 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

Team members can also voluntarily leave a team via the Subscriptions tab in their account. The seat will return to the Plan Manager's total available seats.

Leave team plan

Purchase additional seats as a Plan Manager

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

Purchase additional seats

To allow additional seat purchases, you must set a per-seat price. Depending on when the Plan manager purchases the additional 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 Team 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 fields required are First name, Last name, and Email.

Search for the Plan manager and click the team subscription in their profile.

View Team subscription

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

Add team members

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

Team plan remove seat

Move Team to a different Team plan

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

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

Accept external payments

You may have a large account that requests to pay for their Plan 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 Team subscription as having been paid externally.

If the Plan 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 Plan, add seats, etc. Each external payment will be available as a regular activity item and included alongside all of your other Dashboard metrics.

Add an external payment

To enable external payments for a Team subscription, navigate to the Plan 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 seats

Plan managers that pay for Team plans externally must contact you directly to add more seats to their team.

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

Add additional seats manually

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

Enable Team plan email notifications

When externally paid Plans renew, the customer's access will be maintained even though the Plan is marked as past due. Memberful will send you an email 30 days before an externally paid Plan 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 $.20 monthly fee for each externally paid seat that is in use.

Related help doc:

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