Admin Manual

AuthorizeNet > Suspension > Monthly Membership > Payment Gateway Initiated

If you are using authorizenet for monthly memberships, by default, if there is a problem with a monthly subscription charge of one of your members you will get an e-mail from Authorizenet (providing you did not turn off this setting in Authorizenet).  You can then take action based on the e-mail and your policy.  But, if you want automation, keep on reading.

When authorizenet attempts to charge a members card, a failed transaction can be for one of several reasons:

• declined (usually not enough funds in account)
• has expired (expiration date passed)
• invalid card (reported lost or stolen - cancelled)
• system error occurred (misc reasons -- usually problem with card, not authnet)

This means the monthly membership fee is skipped and not transferred to your bank account.  If it is the first payment, authnet will cancel the subscription automatically and not try the card next month.  If it is a payment in a series, it will just try again next month.  Bottom line, you need to get paid for service.

Automation.  iGrOOps has automated this process for you.  You just need to make one change to your authorizenet profile to activate this automation.  This change is adding the email address authorizenet_notify@igroops.com to your profile, so authorizenet can send these failed payment notices to iGrOOps.  Depending on your authroizenet account, this can be done one of two ways:

OPTION 1

1) Once you login to your authorizenet account, look at the left menu.  If your "ACCOUNT" section looks like this below, click on the "Settings" link. 

2) At the bottom of the screen, you click on the "Manage Contacts" link under "Business Settings"

3) Click the "Edit" link to manage the main contact

4) in the E-mail Address field, ADD (do not replace) the address authorizenet_notify@igroops.com by separating the addresses with a COMMA.

5) Verify you have all notices checked for ARB Subscriptions

6) save your changes by clicking the button at the bottom of the authnet screen

OPTION 2

1) Once you login to your authorizenet account, look at the left menu.  If your "ACCOUNT" section looks like this below, click on the "User Profile" link. 

2) Click the "Edit Profile Information" button

3) In the "E-mail 1" field, ADD (do not replace) the address authorizenet_notify@igroops.com by separating the addresses with a COMMA.

(now see steps 5&6 above)

A Declined Payment: an Example

You sign up a new member who pays by Authorizenet (credit card) via a monthly subscription.  Several months into his membership, his card is declined.

1. Authorizenet sends notification.  Authnet will send an email notification to you, the admin on the Authnet account and they will now send that same notice to the iGrOOps system.
2. iGrOOps matches subscription ID with account.  iGrOOps will search all paid members and look for the subscription ID that matches the ID specified in the e-mail.  Once it finds a match, it will proceed.
3. iGrOOps changes member status to "payment failed".  This is a new status of membership which denies the member access to member only content on your group.  It is just like suspending the member, but without the harsh "suspended" status.
4. iGrOOps sends a notification email to the member.  This email tells the member he/she needs to login to your group and click the message in the header to make the payment and update the card.  The main administrator of the group will be CC'd on the notification.
   
   Here is what the e-mail would look like (with the correct group info inserted of course)
   
   

   Hello Bo Bennett,

   For your membership to "Membership Site Building", the following payment did not go through:

   Attempted Charge Date: Mon Feb 25 13:15:29 EST 2008
   Description: monthly membership
   Response: This transaction has been declined.
   Amount: $29.00 (USD)

   To correct this, please log in to http://www.membershipsitebuilding.com/igroops/msb

   as the user ("MrMember"). You will see a notice displayed in the header -- just follow the instructions on the notice.

   Thank you in advance for your prompt attention!

   -------------------------------
   Membership Site Building Administration
   http://www.membershipsitebuilding.com/igroops/msb

5. The member will then login to group.  Once logged in, they will see in the header a notice that requires action:
   
   

6. The member will go through the form and update their card info.  Upon a successful  update, their status will immediately be changed to "active".  The old subscription will be cancelled and a new one will be created.

Some Important Notes:

• The member is actually going though a "reactivation" process.  This is similar to a new registration with the following differences:
1. no setup fees are charges
2. no free trial periods are given
3. their existing account and data remains intact
• Authorizenet actually captures the card and checks the validity right away, but does not attempt to charge the card until the end of the batch day (usually 4 am Eastern)
• The "from" email address used in the notification defaults to "team at iGrOOps" but it will use your custom address if specified in the home page settings.

AuthorizeNet > Cancellation > Yearly Membership > Member Initiated

Yearly members pay in advance for the whole year.  If the member chooses to cancel their membership, they can do so.  It is your call as the administrator if you will provide a refund or partial refund.  Most admins will not -- not for yearly memberships that extend past the trial period.  If you choose to, this would be a manual process within authorizenet.

If the member cancels themselves by clicking the cancel link within their edit profile, they are automatically removed from your group and you are notified.  Since it is a yearly payment, there is nothing you need to do.

AuthorizeNet > Cancellation > Yearly Membership > Admin Initiated

If you choose to cancel a yearly member, you simply call up their profile in the search member tool, and delete the profile.  Since they are already paid for the year, it is your choice to issue a full or partial refund.  This part must be done excusively in authorizenet.