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Setup > Memberships, Application Forms
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Disable Automatically Approve Applications
You and your staff should have a chance to review applications before approving them. This allows you to review their letter of good standing, check their license, and do any other checks. This is likely already disabled for your association membership application, but if enabled, this setting will prevent you from enabling the next setting.
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Memberships > Submitted Applications tab
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Review and Approve Membership Application
For current and future pending applications, click on the Gavel icon to view the applicant’s information. The View Application button will show information as it was entered on the form.
NOTE: Before approving the membership, double-check that the NRDS ID that will be used for the payment is correct. This will typically be your default NRDS ID (often your AE’s ID) or the new ID you’ve created for the new agent. Either one is fine, but it’s important to double-check to make sure you’re following your association’s process.
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Setup > Services, Products, and Commerce; Fee Items
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Create a new fee item and set the Fee Item Type to Late Fee. Set the Product Category and Description fields as you’d like. Work with your accountant to set the appropriate Income, Receivables, and Deposit Accounts. Do not check the Is Recurring Fee checkbox. If you add multiple late fees to overdue association dues invoices, you can use the same fee item for each round of late fees if all the money goes to the same GL accounts.
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Memberships> Unpaid tab> Customize Results
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Filter Unpaid Invoices to Overdue Association Dues Invoices
By default, this screen lists all open invoices for membership dues. Filter by membership type, invoice date, and tag so that only the correct overdue invoices will receive a late fee:
Membership Types: All association memberships that have local, state, and national dues. (This excludes any MLS or lockbox fees that may be on a different schedule)
Invoice Date: Date used on initial run of association dues invoices. (This excludes any members who have joined recently)
Exclude Tags: Tag created in step 2.2. above. (This excludes any agents who have made alternate plans to pay their membership dues and avoid late fees.)
Add Late Fees to Selected Invoices
Select the fee item you created in step 2.1 above and set the desired price of the late fee. Click Apply Changes to add the late fees. Depending on how many invoices you’re adding late fees too, this may take a couple of hours.
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Setup> Memberships, Membership Settings> Real Estate Settings tab
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Set Access to Integrations on Membership Status Change
These settings control what access an agent will or will not have when their association membership is suspended, dropped, or reactivated. This screen loads the status options for your configured MLS and Lockbox services. Set statuses for suspensions, reactivations, and drops.
WARNING: Most associations should not change an agent’s NRDS status to Inactive (I) when they are suspended. Inactive agents cannot reactivate themselves by paying their overdue invoices. You or your staff must process their payments to use your default NRDS ID instead of the agent’s NRDS ID.
Configure these settings for all membership types where an agent’s or member’s access should change when they are suspended, dropped, or reactivated.
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Memberships> Unpaid tab> Actions> Add Late Fees/Suspend Members
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Select Suspend Memberships Related to Selected Invoices. You can also add a late fee/reinstatement fee when suspending members. Depending on how many members you’re suspending, this may take a couple of hours.
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Memberships> Unpaid tab> Customize Results
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By default, this screen lists all open invoices for membership dues. Filter by membership type, invoice date, and tag so that only the agents who have the correct overdue invoices will be dropped:
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Memberships> Unpaid tab> Actions> Email Invoices | Print Invoices
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Before dropping agents, you may want to notify them that they are no longer a member of your association and are no longer a REALTOR®. It’s important to do this step before dropping the member because if you write off the invoices, you will no longer be able to email or print the invoices from this tab.
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Memberships> Unpaid tab> Actions> Drop Members
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This screen walks through options for removing a variety of benefits from dropped agents. The most important option is whether to leave unpaid invoices open or to write them off. GrowthZone suggests writing off the open invoices to keep your accounting records clear and to avoid confusion if the agent rejoins in the future. Depending on how many members you’re dropping, this may take a couple of hours.
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Reports> Collections Detail Report
Filter the report to all membership types owned by brokers. Enable the Only Show Past Due checkbox to eliminate any recently joined brokers.
Save the report by clicking on the down arrow next to the Run Report button and selecting Save As New Report.
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Use this email list to send emails and encourage brokers to pay their invoices before you have to suspend them and their office. This list will refresh every night with a list of brokers who have outstanding association dues invoices. As brokers pay their invoices, they will be removed.
4.3 Suspend Offices
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Memberships> Unpaid tab> Customize ResultsShow me in GrowthZone
By default, this screen lists all open invoices for membership dues. Filter by membership type, invoice date, and tag so that only the agents who have the correct overdue invoices will be dropped:
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Reports> Transactions by Contact Report
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Configure the following filters on the report to filter payments by brokers:
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