I work for a membership organization. The membership sits at the organization level vs. with specific contacts. I’d like to figure our a way to track renewal dates (renews annually) and the membership types. We would use the Companies as the organizations and contacts can be members at more than one organization so can’t track this information at the contact level.
Any suggestions on how to best set this up?
Hi @VEspo, I hope that you are well!
Great question, thank you!
I understand that you’d like to have a renewal date and membership types on companies. Please correct me if that’s not the case.
Here are similar threads that might help you:
- The solution from @Josh on this post “Managing New Business, Renewal, and Expansion in Hubspot”
- The solution from @NidzDesai on this post “Workflow Date renewals”
- The solution from @louischausse on this post “How to handle renewals in your deal pipeline - Best Practices and Pro Tips”
Also, if anybody else has anything to add and/or share, please feel free to join in the conversation 
Thank you and have a great day!
Best,
Bérangère
Thanks @BérangèreL,
Unfortunately none of these suggestions will solve our needs. The relationship is between the company and contacts. We don’t “sell” the memberships via HS, just track them for the companies. One contact can have memberships with multiple companies – all with different renewal dates and membership types. We need to communicate with the contact members when they join the company, as well as when they are nearing their expiration (as they aren’t auto renewals). We also provide customer service to the company members, so need to know the specifics on each membership the contact has.
Any other suggestions?
Hi @VEspo,
Thank you for the additional information!
I’d like to invite a couple of subject matter experts to this conversation: Hi @Jnix284, @SNigam and @FCorbaci do you have suggestions to help @VEspo, please?
Also, if anybody else has anything to add and/or share, please feel free to join in the conversation
Thanks a lot and have a lovely day!
Best,
Bérangère
@VEspo have you looked at creating custom objects for the memberships? You could then associate one or more memberships with a contact.
I don’t know what the volume of companies that you manage memberships for is, but if each custom object contained the necessary renewal information you could create automations based on those properties.
Another option if you have a large volume would be to use the Products feature to manage the subscriptions in combination with a deal pipeline.
While you’re not selling the memberships, you could still use the deal pipeline to manage the renewals.
Hope this helps give you some ideas for how to set it up!
Thank you for the mention @BérangèreL
@VEspo , your case needs a closer look since scale of the operation is important here but I would suggest checking out products feature as @Jnix284 suggested.
As a rough idea something like this could work:
+ Contacts (members) have a associated deal.
+ Deals are associated with products which are different memberships.
+ Create custom objects to identify membership start date per contact and send renewal reminders based on billing time.
With this way you should be able to track how many members each product have, send renewals, and also because you have your contacts associated with one deal, you can track how much a contact spends on memberships, giving you idea on your most spenders.
Hope this gives you some idea,
Best
We have 12K pus companies and approx 220K active contact/memberships. Have tried using Company → Contact associations, but unable to even track start/end dates with those. Have asked HubSpot to allow for adding properties to the association “labels” but they don’t seem interested. Have also tried setting up Memberships as a custom object and associating the object to both the company and the contact with association labels (Active/Inactive/Archived Member). We have both private and public companies. Public companies issue membership expiration dates, so I can create a workflow to handle updating those labels when the expiration date hits. Private companies don not have expiration date and we are dependent on our membership platform to notify us via a webhook. All fine, except when you look at the amount of transactions needed to keep these up to date …
New Member takes 5 transactions …
1. Create the Contact Record
2. Search the Companies for the company ID
3. Create the Membership Record.
4. Create the Contact → Membership Association
5. Create the Company → Membership Association
Renewal, Inactivation, Etc takes
1. Contact Search for ID (needed for step 3 and 4)
2. Comany Search for ID (needed to step 3 and 5)
3. Membership Search for ID (need for step 4, 5, 6)
4. Contact → Membership Association Search for ID
5. Contact → Company Association Search for ID
6. Update the Membership Record
7. Potential need to update the Contact → Membership Association Label
8. Potential need to update the Company → Membership Association Label
9. Potential need to update the Contact record
Anyway -- this causes us to constantky run up against the API limits
Thanks again for any advice!