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User Guide

Intent to Retain (the Retention Decision)

Gives you a workspace to decide what happens to each member who reached the end of the dues sequence without paying — keep them (Retain), move them to the district roster (Affiliate), or remove them (Suspend) — with a reason captured for Form 100.

Who uses it
Financial Secretary
Where
Dues → Retention

When to use it

After Knight Alert — the last scheduled notice — unpaid members land at the Intent to Retain stage. No more automated notices go out; the next move is yours. Work this list before the response deadline so members are dispositioned in time for Supreme's submission windows. Reach out personally first (see personal-plea), then record a decision here.

Step by step

  1. Open Dues → Retention. The page opens on the Pending queue, with KPI pills for Pending / Retained / Affiliated / Suspended and a Respond by deadline with a days-remaining countdown.
  2. For each member, review the amount owed, days unpaid, and last contact stage.
  3. Click Retain, Affiliate, or Suspend on the member's card. A modal opens.
  4. In the modal, confirm the decision, pick a Reason code (used on Form 100), and optionally add notes — quick-pick chips cover common reasons (charter member, military, hardship, member declined, etc.).
  5. Click Confirm to record it. The card now shows the decision badge and reason code.
  6. To act on several at once, check multiple members and use the bulk bar's Mark all as … buttons.
  7. For members you marked Affiliate, click Submit Affiliate List to email the list (with the Supreme-format .xlsx) to the Grand Knight and District Deputy. Use Preview Form 100 on a suspended/affiliated member to verify the PDF, and Print Report to export the full roster.

Tips & gotchas

  • A label note: this stage displays as "Intent to Retain" before you decide; once you choose to keep someone it becomes Retained.
  • A payment at any time pulls a member out of retention — recording a payment flips them back to current and clears the retention decision automatically.
  • Insurance members can't be Affiliated or Suspended for non-payment — only Retain is offered for them, and the server enforces it.
  • A decision without a Form 100 reason code shows a "No code set" flag — set one via Change decision before submitting Form 100 to Supreme.
  • Affiliate lists received after May 1 may not reflect on rosters until after July 1.
  • Suspend can't be undone from this view — be sure before confirming.

Related

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