Article: Managing Expiring Members

If your organization pays for member accounts (e.g., students), you will receive a notification in ACEMAPP when those accounts are nearing expiration. This guide walks you through how to manage those upcoming invoices.

When member accounts are due to expire within the next 60 days, you'll receive an Upcoming Invoice notification on your Home Page. This provides a list of those members, allowing you to:

• Extend Membership
• Do Not Extend Membership
• Do Nothing

NOTE: If you do nothing, your organization will be invoiced for the member’s account on their Membership Expiration Date, and they will remain active in ACEMAPP until their Access End Date.

Step 1: View the Upcoming Invoice Notification

On your home screen, in the Notifications panel, click the "Upcoming Invoice" notification to open the Upcoming Invoices screen.

Step 2: Review the Upcoming Invoices List

The Upcoming Invoices page shows all members whose accounts will expire within the next 60 days. For each member, you will see:

• Full Name
• Membership Expiration Date
• Access End Date to your organization
• Rotation End Date (if applicable)
• Associated Program(s)
• Any custom Tags used by your organization

Option 1: Extend Membership

If a member will continue using ACEMAPP for another year, you can extend their membership:

Steps:

1. Check the box next to the member(s) you want to extend.

2. Click "Extend Membership".

This adds their renewal fee to your organization’s upcoming invoice.

NOTE: A 5-minute timer starts once you click Extend Membership. During this time, ACEMAPP processes and recalculates invoice data. You will not be able to make further changes until it completes.

NOTE: There is a time limit (5 minutes) on the "Extend Membership" and "Do Not Extend Membership" buttons. Once one of the buttons is clicked, the timer starts. This allows the system time to update and recalculate member information.

Option 2: Do Not Extend Membership

If a member no longer needs access after their expiration date, you can remove them from the upcoming invoice.

Steps:

1. Check the box next to their name.

2. Click "Do Not Extend Membership".

3. Confirm that their Access End Date is before their Membership Expiration Date (e.g., expiration = 01/01/2025, access end = 12/31/2024).

This ensures they are not billed on your next invoice.
NOTE: Like extending, this action triggers a 5-minute processing window to update invoice records.

Option 3: Do Nothing

If no action is taken:

• The member will be automatically invoiced based on their Membership Expiration Date.

• They will remain active in ACEMAPP until their Access End Date.

Use this option only if you're okay with being charged for continued access without taking further steps.