Case Study: Women in Insurance & Financial Services achieves smooth transition to fixed membership periods and automated prorated dues with CiviCRM

Prorated Dues to Accomodate Fixed Membership Periods

Women in Insurance & Financial Services (WIFS) needed to move from a rolling membership period to a fixed annual renewal cycle without double-charging members. Using CiviCRM—specifically CiviContribute and CiviMember—WIFS faced the challenge of creating prorated dues, handling members who renewed in November/December, and coordinating both National and Chapter dues across multiple price sets while keeping renewal communications accurate.

CiviCRM was extended with custom hooks and CiviMail template changes to implement three phased rules: prorate new and transitioning members to align everyone to the same renewal date, charge a combined “year-plus-remaining months” amount for late-year renewals to avoid back-to-back renewals, and stop prorating for standard renewals thereafter. The CiviCRM-based solution prevented double-charging, eliminated the need for members to renew twice within months, corrected renewal emails and end dates, and successfully synchronized national and chapter dues across price sets.

Women in Insurance & Financial Services