Membership Functionality Overview
Delivering a Complete Membership Lifecycle
Expian’s latest release transforms membership management into a comprehensive, data-driven, and compliance-ready system one that connects every stage of a member’s journey across sales, renewals, finance, and CRM.
Membership Lifecycle & Term Management
From Single Memberships → Multi-Term Intelligence
- New Entitlement Terms view gives complete visibility of each membership term — active, pending, deferred, or expired.
- Supports scheduled renewals, upgrades/downgrades, and automatic renewals.
Enhanced filtering by expiry, channel, payment type, and renewal status.
Impact:
Memberships can now be managed like subscription lifecycles — term-by-term — giving teams more control and clearer data for reporting and forecasting.
Renewal Logic & Validity Handling
Precision Renewal Windows
- Renewals now respect true calendar months and leap years.
- Back-to-back term logic eliminates overlaps and date ambiguity.
- New “Round to End of Month” behaviour ensures consistency for manual or late renewals.
- Validity updates correctly apply to the right term when tiers or products change mid-process.
Impact:
Members experience smooth renewals and accurate expiry dates, while finance and CRM teams see consistent, error-free data.
Vouchers, Promotions & Pricing
Smarter, Per-Term Discounts
- Promotions and vouchers can now apply to specific terms, not entire orders.
- Deferred (future) term redemptions supported.
- Redemption tracking improved for recurring and unlimited-use vouchers.
Impact:
Flexible campaign design and cleaner accounting — eliminating over-discounting and aligning promotions with membership periods.
Gift Aid & Marketing Consent
From Checkbox → Compliance Engine
The Gift Aid and marketing consent systems were completely redesigned for transparency, auditability, and compliance with UK charitable requirements.
Enhancements include:
- Real-time toggling of Gift Aid and marketing consent at the order level via the reservations and booking portals.
- Per-term consent handling: users can give or withdraw consent independently for current and future terms.
- Automated propagation of consent states between terms where appropriate, ensuring consistency across renewals.
- Configuration controls determining when these checkboxes appear (e.g., enabled only for membership orders).
- Integration with CRM to ensure declarations, timestamps, and user audit trails align with D365 requirements.
Gift Aid Complexity:
- Consent affects taxation, donation eligibility, and CRM records.
- Changes cascade across multiple systems without overwriting historic declarations.
- Built-in audit trails ensure HMRC compliance while supporting operational flexibility.
Upgrades, Downgrades & Ticket Conversion
Unified Ticket & Membership Ecosystem
- Prevents re-use of tickets already converted into memberships.
- Clear permission-based controls and user messaging for upgrade restrictions.
- Validations ensure upgrade values never exceed membership price.
- Scheduled upgrade/downgrade visibility directly within membership term records.
Impact:
Eliminates double-use errors, protects revenue integrity, and enhances operational transparency across POS and online journeys.
CRM & Financial Integration
Connected Systems, Unified Data
- Membership data now syncs cleanly with CRM (D365) and EFinancials.
- Payment methods, user locations, and cost centres accurately reflected in finance reports.
- Migrated memberships tracked without duplication.
Impact:
Seamless end-to-end visibility — every membership event (purchase, renewal, upgrade, refund) reconciles automatically across systems.
Reporting & Audit Trail
Data-Rich Membership Intelligence
- Membership Audit Report adds adult/child counts and consent data for deeper insight.
- Entitlement Events Table logs every membership change — creation, renewal, upgrade, cancellation, consent update.
- Linked to voucher, scan, and attendance data sources for complete lifecycle reporting.
Basic ticketing systems are just that—basic. A price, a product, a date. There’s often no flexibility to create unique experiences, customise pricing models, or generate new revenue through upgrades and partnerships.
SYSTEM COMPLEXITY SUMMARY
| Area | What’s Changed | Why It Matters |
| Data Model | Multi-entity structure (entitlements, terms, vouchers, consent, CRM) | Enables granular control but adds integration depth |
| Temporal Logic | Calendar-accurate renewals and validity | Prevents date conflicts and reporting errors |
| Cross-System Sync | Expian ↔ CRM ↔ Finance ↔ POS | Ensures financial and operational consistency |
| Compliance (Gift Aid) | Real-time, auditable consent management | Aligns with HMRC and data privacy standards |
| Business Rules | Dynamic logic for renewals, upgrades, cancellations | Delivers flexibility across diverse client use cases |
| Reporting | Event-driven data model | Enables transparency, tracking, and data-driven decisions |
Strategic Impact
01
Operational Control
02
Financial Accuracy
03
Regulatory Confidence
04
Customer Experience
SMART REPORTING, BUILT-IN
The 2.9.2 release elevates memberships from a transactional product to a core experience platform feature — connecting customer, commerce, and compliance in one framework.
It positions Expian to support complex, multi-term membership programs for cultural, visitor, and attraction clients — with flexibility, transparency, and precision at its core.