Training documentation

Customer membership signup process

  • Purchase product through site
  • User created
  • Order is created
  • Subscription created
  • Membership added to user

Entities

Users

A user is a user on your WordPress site with a role and information about them. 

Go here to find:

  • username
  • User email
  • All data held on a user
  • User role
  • Contact details
  • Membership(s) user is assigned to

Members

A member is a user with a membership plan either active or lapsed. 

Go here to find:

  • All memberships assigned to user
  • Membership status
  • Billing details 
  • Subscription details

Memberships

These are the plans that people are signing up for that will give them access to certain things on your site. Once a membership plan has been granted a user becomes a member.

This is a list of MEMBERSHIPS not MEMBERS. This means that if a user has multiple memberships they are listed multiple times. 

Go here to find:

  • Numbers of memberships taken out
  • Active and lapsed status of memberships
  • Teams
  • Membership plan settings

Products

Products are the item that a user will buy on the front end that will give them access to a membership. By selecting a renewable product the user purchases a subscription at the same time. 

Go here to find:

  • Products that are displayed front end and available to buy

Subscriptions

This is the entity which allows a membership to be renewed manually or automatically. When a suer purchases a membership linked to a subscription they buy a product, a membership and a subscription all at once. 

Go here to find:

  • Subscriptions that have been purchased

Orders

This is the first port of call for purchases made through the site.

Go here to find:

  • Orders that have been made through the site. 

Reporting

You can see the purchases that have happened through the site by going to Woocommerce > reports

Go here to find:

  • Sales, customer, subscription, product data

Doing

Users

Go here if you want to:

  • Change user password
  • Check what a user sees when they log in
  • Change the name which is displayed when a user logs in

Members

Go here if you want to:

  • Manage a user’s membership(s)
    • Delete membership
    • Activate / deactivate a membership manually
    • See recent activity report regarding the membership
    • Add a note 
    • Manually add a membership

Memberships

Go here if you want to:

  • Get an overview of the memberships on your site
  • View the site as a member would see it
  • Manage memberships
    • Site-wide content restrictions for memberships
    • How membership is granted
    • What members see in their members area
  • Add a new membership plan

WC documentation https://docs.woocommerce.com/document/woocommerce-memberships-user-memberships/

Content restriction – https://docs.woocommerce.com/document/woocommerce-memberships-settings/

Membership plans – https://docs.woocommerce.com/document/woocommerce-memberships-plans/

General – https://docs.woocommerce.com/documentation/plugins/woocommerce/woocommerce-extensions/woocommerce-memberships/usage/

Products

Go here if you want to:

  • Edit product descriptions
  • Edit product pricing
  • Manage the memberships and subscriptions the product is linked to
  • Add a new product
  • Remove a product

Subscriptions

Go here if you want to:

  • See details of subscriptions that have been bought
  • Manage subscriptions (cancel, on-hold, activate)
  • View and manage payment plan
https://docs.woocommerce.com/documentation/plugins/woocommerce/woocommerce-extensions/woocommerce-subscriptions/

Orders

Go here if you want to:

  • Manage orders
  • View and Send out a pdf invoice
  • Add notes to the order

Reporting

Go here if you want to:

  • See and export data about sales through your site

Exporting

To export data you need to go to “All export”. Here you can set templates for exports to download as csvs. 

Create a new template or do a one off export

  • Choose post type
  • Customise export file
  • Choose fields from available data column and drag into box
  • Preview and Amed fields to requirements
  • Save as template if required
  • Continue button
  • Confirm and run export

Use an existing template:

  • Go to Wp all export settings
  • Check box for template required and export.
  • OR
  • Choose post type 
  • Customise export file
  • Load template – choose which one you want.

Useful video for reference here: http://www.wpallimport.com/export/

Renewing subscriptions on behalf of a user

The best way to do this is to log into the site as the user and renew using the links in the my account section.

  • Go to the user (edit user link or straight to the user area)
  • Click link to “switch to user”. It is best to do this in a different browser so you can remain logged into the admin area as an admin user.
  • Go to “my account” as the user
  • Find the membership and click renew to complete the details. 
  • If the user doesn’t have a subscription associated and this is required then a subscription will need to be purchased on their behalf. 

Notes on entities

Users

Roles:

  • All members with a subscription will have a site role of subscriber. Members with lapsed subscriptions will have a site role of customer. Administrators have a role of administrator. This is useful to know when restricting content. 

Memberships

  • This is a list of MEMBERSHIPS not MEMBERS. This means that if a user has multiple memberships they are listed multiple times. 

Custom instructions

  • Check what a user sees when they log in
    Use function in user area for specific member view, or go to the memberships area to view what a member type will see 
  • Change the name which is displayed when a user logs in
    Important to note that usernames cannot be changed once set up. You can, however, change the display name using the “display name publicly as” dropdown.
  • Find out what membership a user has
    Go to memberships and search for the member. 
  • Change and administrate emails that are sent out
    Go to Woocommerce > settings > emails https://engage.org/wp-admin/admin.php?page=wc-settings&tab=email

Woocommerce > settings

Find everything else here:

Product categories – there are pages set up that show all products in a certain category so only categorise the product when it is ready to show on the site.