Renewals
The Renewals dashboard gives you a clear view of which members are due to renew their membership — so you can plan ahead and chase payments before they lapse.
Access it from the Renewals tile on the home screen.
How renewals work
Each student can have two renewal-related fields on their profile:
| Field | Where to set it | What it does |
|---|---|---|
| Renewal month | Student profile | Month bucket for the annual overview (e.g. "July") |
| Renewal date | Student profile | Exact date the membership is due for renewal |
The renewal date drives the upcoming-renewals view. The renewal month drives the 12-month annual grid. Both can be set manually on each student's profile sheet.
Next 30 Days
The first card on the dashboard shows every active student whose renewal date falls within the next 30 days.
Click Run to load the list. Click Refresh to re-run it.
Each row shows:
| Column | Detail |
|---|---|
| Name | Student's full name |
| Renewal date | When the membership is due |
| DD badge | DD (green) if a GoCardless Direct Debit mandate is on file — No DD (amber) if not |
The DD badge tells you at a glance who is collecting automatically and who needs a manual payment or renewal comms send.
For students without a DD mandate (amber badge), use Comms → Send from their student profile to send a MEMBERSHIP_RENEWAL_ACTION template with your payment link. For mandate holders, the MEMBERSHIP_RENEWAL_DD template is a heads-up that the collection is coming.
This Month
Below the next-30-days list, a summary card shows the total number of active students whose renewal date falls within the current calendar month.
Annual Overview
The annual grid shows a count of active students renewing in each calendar month, based on the renewalMonth field (not the exact date). This gives you a year-at-a-glance view of your renewal distribution.
Months with no renewals show 0. The grid always shows all 12 months regardless of whether any renewals fall in them.
The annual grid uses the renewal month field. The next-30-days and this-month views use the renewal date field. A student needs both fields set to appear correctly in all three sections.
Data quality warning
If any active students have a renewal month set but no renewal date, a warning appears at the top of the dashboard:
X active members have a renewal month but no exact renewal date — they won't appear in the upcoming lists.
To fix this, open each flagged student's profile and set their renewal date.
Setting renewal dates in bulk
There is no bulk-edit UI for renewal dates. For large rosters, the most practical approach is to set renewal dates manually on each student profile, or import them via Airtable if your existing data has renewal dates in a column.
AppSettings reference
No AppSettings keys are required for the Renewals dashboard. It reads directly from student data.