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User Guide

Send Dues Notices Automatically

Walks members through the dues collection sequence — 1st Notice → 2nd Notice → Knight Alert → Intent to Retain — sending each notice by email (or SMS, with postal as a fallback) on a schedule you set.

Who uses it
Financial Secretary
Where
Dues → Notices

When to use it

This is the core of dues collection. Once your rates are set and a billing cycle exists, the Notices page is where you preview, schedule, and send every reminder. Use it at the start of the cycle to confirm the schedule, then check back as each stage comes due to approve or trigger sends.

Step by step

  1. Open Dues → Notices. If you see a prompt to set rates, follow it first — notices need a billing cycle (and non-zero rates) before anything can send.
  2. Review the four stage cards stacked top to bottom: 1st Notice, 2nd Notice, Knight Alert, and Intent to Retain. Each shows its Process Date (when the notice goes out) and its Pay By Date.
  3. In a stage's Setup section, pick a Send mode via the "Change" link: Automatic (sends on schedule with no approval), Review first (a batch is queued for you to approve), or Manual (you trigger the send yourself).
  4. To change when a stage fires, use Edit dates on the stage card to adjust the Process Date and Pay By Date.
  5. Use Preview on any stage to see the exact email and SMS, sampled against a real member. Optionally click Send Test to Me to receive it in your own inbox.
  6. When a stage is due, click Generate batch now to build the recipient list, then Approve & send. A confirmation modal lists who it's going to before anything leaves.
  7. After sending, the stage card shows the outcome (sent / failed / skipped). Expand Recent batches at the bottom to audit any past send.

Tips & gotchas

  • A payment stops the notices for that member instantly — when someone pays, they drop out of every later stage automatically, even from a queued batch.
  • Members with no working email fall through to the Print Queue (Dues → Print Queue) as postal_pending — they aren't skipped, they're routed to paper.
  • The Delivery Routing card shows the email-vs-postal split so you know how many notices will be physical.
  • If a queued batch sits unapproved for weeks, its baked-in dates go stale — the card flags this and offers Cancel & regenerate to rebuild it with today's dates.
  • Intent to Retain is the final stage and sends no automated notice — it's a manual decision per member (see intent-to-retain).

Related

Looking for something else? Browse all guides or see the full feature list.