Membership definitions

A unique code for the membership. Maximum of 3 numeric characters.

 Note: It is recommended to be mindful of how these codes are generated and grouped. For example, all adult accounts begin with 2, youth accounts begin with 1, etc. 

Select a membership type:

Select a Fee configuration for this membership. The selected membership fee method determines how and when the membership fee is collected.

 Note: A Fee configuration must be selected. The Monthly customer account maintenance job will not update the membership unless a Fee configuration is selected. 

The membership fee method also includes the configuration of the number of months after which a reminder is issued (status 3), when the membership status is changed to delinquent (status 4), or whether the membership is to be deleted (status 9). See Customer statuses for more information.

Customers who are registered and do not pay retain the status of “Normal” the month after registration. This is to prevent a reminder from becoming effective immediately on the first of the following month.

This function can be configured via Products and Services > Memberships > Card Configuration > Fee configuration.

Choose a My Menu configuration for this membership. The selected My Menu configuration determines a customer's permissions in My Account. This concerns viewing and changing certain data such as finance, log history, contact information, etc.

This function can be set via Products and Services > Memberships > Card Configuration > My Menu configuration.

Choose a Message preference configuration for this membership. The selected Preferred Message Method determines the settings the customer can set in the message preferences.

This function can be set via Products and Services > Memberships > Card Configuration > Message preference configuration.

Choose a Collections agent process for this membership. The selected Collections agent method determines how registration fees that cannot be collected for these customers are transferred to a collections agent.

This function can be set in Collections agent process.

Select the collections agent process for billing for this account type.

This function can be set in Collections agent process.

Choose a Replacement cost billing process. The selected process determines how unreturned materials must be billed.

This function can be set in Replacement cost billing process.

Choose an Overdue materials billing process. This process determines whether outstanding registration fees must be billed and, if so, how.

This function can be set in Overdue materials billing process

When configuring Messages, text groups can be used to send a different message text. Choose the default text group for this membership definition from the drop-down menu. The default text group selected here will be sent for all messages associated with this membership type. 

Text groups are defined in (TABXBG) Text groups system table. See Configure unique message texts per membership type for more information about using Text groups.

This function is also set in Billing processes per branch/organization.

Select a Renewal type:

A previously created linked membership can be selected here. This linked membership is then linked to the relevant primary membership. OCLC recommends not using this field.

Populate this field if the customer will be invoiced for the membership fee.
This does not include automatic direct debit. The invoicing method only applies to renewal of the membership.

Only relevant when the Renewal type is Conditional. Enter the number of months here.

The value must be entered as 12 or 60. If the conditional renewal setting is active and a value less than 12 is entered (or no value at all) Wise will work with the value 22. If the membership is free or for a child, the time of the customer’s most recent activity will be checked.

However, if this is an outgoing membership, the membership is automatically deleted after the period that is entered here, even if the customer was still active recently.

Must be completed for age-dependent memberships.

Example:  Maximum age: 24; Minimum age: 64

The duration of the membership. In general, the registration duration and duration are identical. There can be a difference in the case of short memberships.

For example, the registration duration could be 3 months and the duration is one month. Upon registration, the customer is registered for 3 months (there does have to be some cost-effectiveness). After 3 months, the customer receives a bill to extend the membership for another 2 months. After 2 months the customer receives another bill to extend the membership for another 2 months, etc.

 Note: When the Age based membership type is used, the term on the account must be 12 months.

The duration of the membership in months.

This field should only be used in combination with a variable expiration month. 

Required field. The minimum duration of the membership, in months. When a membership has a fixed expiration month, this section must be completed.

Enter 2 for free memberships. The system will automatically renew the card when it expires.

Enter 0 for paid memberships. The membership will not be invoiced and will end when the term expires. The customer can reactivate the card at the library.

When the membership is age-dependent, the membership code that is to follow the current membership must be indicated.

Example: You are creating a membership for customers 12 to 16 years old. In this field, indicate the membership number that will follow when the customer turns 17.

Number of months before the end of the membership when a notification needs to be created. For example, if this field is filled with the number 2, the system will send a notification to the customer two months prior to the end of their membership.

A message can be sent for all types of memberships, if the membership is to end or be transferred to a different membership.
Message types:
CAT - end temporary membership, renewal types 3 and 5.
CAE - end membership for renewal types 5 or 9
CAO - end membership with transfer to new membership for renewal types 0,1, and 4
CAJ - end of membership with renewal type 5 (in combination with membership type 1, youth)

Select the statistical code for this type of customer. This statistical code is used to track and report lending statistics. This statistical code can provide insight into what types of customers are borrowing what types of materials and where.
 
New statistical codes can be set in Customers > System Tables > (TABSCL) Statistical category of customers.

Customer group

The list of customer groups is hard-programmed and cannot be changed by users. If a customer group is not in the membership definition, the customer group will not be offered in the client workstation during registration.

Select a customer group for this membership:

• - Regular customer
• A  -ARGOS user
• C - Community user
• G - Guest customer
• M - Warehouse
• S - Special customer - Use this status for customers whose borrowing must be registered, but for whom the return date does NOT have to be checked.  Loans are included in the log file with the action code=9. This is done so there loans are not included in lending statistics.
• V - Volunteer
• D - Donor - Multiple donor memberships can be created. A rule must be linked to these memberships to indicate whether or not borrowing is allowed.
• N - Anonymous/Newsletter/Internet - Use this status for ticket sales, it will allow your staff to sell tickets anonymously at the desk and via the internet. The duration should be set to 5=Temporary.
• Z - Administrative pass - Use this status for internal passes. Loans are not included in the log file. Only the Customer group field is relevant for the entry of an administrative pass. The other fields can be left blank or completed as one sees fit.

For fixed memberships (Membership types 2 and/or 3), indicate that a trial membership can be granted. If the number of months is entered as 1/12, at the time of registration, Wise will offer the possibility to choose a trial membership.
The customer will then be registered for free for the number of months entered. No registration fee will be calculated. After this period, the customer will be handled as an ordinary customer. After the selected number of months, a request for payment will follow (bill or direct debit).

Number of free months that will be given at the time of registration.

Number of items that a user can have in their possession at one time with this membership.

For each material type, it can be indicated whether the loans must be counted when checking a general total number of permitted items at home.

 Note: If 0 is selected, this means there is no maximum. When this is configured, the system allows for up to 9999 items to be checked out.

Only applicable if the Delivery process module has been activated. A customer can choose not to pick up a reserved item at a lending branch. Instead, the reserved item will be delivered in a different way. In the delivery processes, the library can set which alternative ways of delivery are possible.

If this membership provides holds via a delivery process by default, select the delivery process to be used. When a new customer is created, they will automatically be assigned this delivery process.  

See Set delivery processes for more information.

This field is not currently in use.

Do not select this box.

When the membership fee has not been paid and the period for the debit entry (according to the membership fee method) has been reached, a debit entry is made for the membership fee accounting item at the time of monthly invoicing.
The customer's status is set to 9 = deleted. This is the ordinary procedure.

This setting can indicate that the membership must be shifted to an outgoing membership. This allows for a very limited (free) membership to be offered.

Examples:

• A membership for which one item can be borrowed per month using the strip mechanism for materials that have no borrowing fee.
• A temporary membership with a duration of three months, during which only certain materials can be borrowed.

Check this box to automatically print a registration form as soon as this membership is registered at the service desk. Minors (17 years and under) need permission from a parent/guardian. The registration form for minors always has a permission section for a signature.

Check this box to hide this membership definition so that it will not display as a selection in the staff client when a customer registers or renews their membership. 

If this membership definition has a fixed expiration month, enter the month when the membership expires. If the membership fee period will always start on January 1, the expiration month must be entered as 12 (December).

Leave the field blank if a variable expiration month is used.
The expiration month is determined as follows:
•    For a free membership, the customer’s birth month is the expiration month.
•    For a paid membership, the registration month is the expiration month.

If a customer is registered on January 27 and has a birthday in February (and then must pay membership fee), the membership is not renewed until March.

The financial booking code under which this membership is to be entered is stated here. If no membership fee will be charged, this section can remain blank. If the membership fee is to be charged/entered, a selection must be made from the defined membership fee booking codes of the relevant institution.

Check this box to allow membership fee amounts to be passed on to the collection agent.

Check this box if the full membership fee amount is transferred to the collection agent.

Enter the maximum amount that a customer can owe before services are refused at the service desk. If this amount is exceeded, the customer’s card is blocked.

You can set the maximum age of a fee on the Financial tab in Branches.

Only for Argos users. Enter the maximum amount that a customer can owe before ARGOS functionality is blocked.

Enter the maximum amount that a customer can owe before public functions (including self-service) are blocked. The customer is notified of the block via an alert.

 Note: If your customers make payments using a SIP2 connection with a third-party eCommerce provider, ask the provider to include the value B in field FW of the 63 requests. 

For Dialogue 63/64, if value B is entered in field FW, this is interpreted as retrieving the customer date for payment. In this situation, the customer will not be blocked because of fines. 

Customers can be alerted by email that they have almost reached the maximum amount they are allowed to owe.

Enter the amount from which the alert must occur.

Example: The maximum owed amount is 5.00. If there is an alert amount set from 4.00, the customer can still have another 1.00 added before their possibilities are restricted.

How long an item can remain outstanding before the customer’s actions are restricted is set in the Wise configuration manager at Management Organizations > Branches on the Financial tab. The amount of the accounting item is irrelevant here. If this is check-marked, by default, a message will be sent to the customer 5 days before the period ends.

How long an item can remain outstanding before the customer’s possibilities are restricted is set in the Wise configuration manager at Management Organizations > Branches on the Financial tab. The amount of the accounting item is irrelevant here.

If this is check-marked, by default, a message will be sent to the customer 5 days before the period ends.

Maximum outstanding hold requests that can be entered via the OPAC. 0 – 999 can be defined. Selecting 0 means that there are no restrictions.

The Maximum number of holds applies to the hold in status A – Active.

 Note: The number of holds the customer makes via Overdrive and Hoopla are not influenced by this limit.

Indicate whether the membership fee must be refunded if the customer terminates a membership early. If there is an immediate deactivation or deactivation according to a set ending month, Wise will check whether the customer is still entitled to a reimbursement of the membership fee. If this is box is checked, Wise will make a credit entry for the customer for the amount of the refund.

Check this box to indicate that customers with this membership will not be blocked when they reach the maximum registration fee amount (only at the service desk).

Customers will receive an invoice of the registration fees by default.

Not for use in US libraries. Choose the table that must be used for customers with this membership for (Argos) Internet use. These rates can be set in the Argos rates table.

Description of the membership, as visible at the service desk when a new customer is registered.

A different message form can be entered in this field to apply just once or repeatedly. This form is then only applied to the CNF message type (membership fee invoice).

Example: The membership fee invoices for the organization are exported to a file by default - this is form B - this form applies to all the membership.
A different message form can be used for youth customers for example who are being transferred to a paid membership.

Some organizations want to send these customers a letter with more info informing them that they are being transferred to a paid membership. The different message form F (Postal mail) is used in this situation for the paid membership.

If the form is the same, a different message can be sent once, or always. Check this box once and create a separate group in the membership groups and table text groups.

Enter the code of the text group here.

Not for use in US libraries.

Not for use in US libraries.