Odoo Membership Portal

1. Membership Registration and Approval

   The Membership Portal provides a streamlined and fully digital process for individuals and corporations to apply for membership. Through a guided online registration form, applicants can easily submit their personal, professional, and supporting information in one centralized platform.
   

   The system is designed to ensure a smooth user experience while maintaining accurate member records and secure document submission. Applicants can complete the entire registration process online without the need for physical forms.

   

   This section captures the core personal information required to create the applicant’s membership profile.

   

   
   

   This information helps establish the applicant’s professional background and any supporting documents.

   

   
   
   
   

   Photo and signature can also be saved in the system with a captcha verification to ensure security in your data.Once all required information has been completed and verified, applicants can submit their membership application through the portal. The submission will be saved in the system then proceed to the internal review and approval process.

   

   

   
   

   Approval can be requested by your own user and can be customizable for your own better understanding. Approval can have 1 approval or even multiple levels of approval before marked as ‘Approved’. Users can approve, refuse, attach any document regarding approval, cancel, or even change the approver from himself into other users.

   

   
   

   While talking about the topic of approval, you can have a mail notification feature. This means every user will receive an email as notification, if they have any approval waiting for their approval. Not only email to internal users, you can also send email to your customers regarding their request of membership has been fully approved in your system.

   

   We go back to our current approval, in the last level of approval if all users is approve the approval status will be updated. All emails will be sent to internal users and your customers, also a portal user will be created to the approved member including the email for the portal activation.

   

   Then once all approvers are approved, your customer will also receive another email like below here. This email will be the activation for their portal access to your system.
   

   

   
   

2. Membership Subscription and Auto Billing

   Subscription and auto billing will be applied once the member has been fully approved. This fully approved membership will also automatically generate a subscription

   

   Subscription and auto billing will be applied once the member has been fully approved. This fully approved membership will automatically generate a subscription. Here’s the example of created subscription from our previous approval:

   

   
   

   The question next would be how does this subscription auto billing works. Well firstly you can manually create the billing for next year, in this case we call it renewal proforma. Since not all members will be continuing their subscription so we create the proforma first. You can also create for the next few years and process it in advance.

   

   Below is the example of the proforma invoice created. You can remind your customer or members regarding their current billing subscription by sending it via email. Later if really confirmed you can create the invoice for them to actually pay the billing.

   

   
   

3. Membership Payment

   Your customer can also always check their own billings and payments via their portal access. Here’s the view of the portal once your member has already activated their account and login to your portal system.

   

   Clicking on payment history will show any payments that have been made by the customer. From here customers can see their payment history and download the receipt.

   

   While clicking on the invoice will show a list of invoices with the customer's name. Clicking actions view will not delete, but show invoice or proforma invoice report depending on their billing status.

   
   

   

   Another thing to add for the ‘Unpaid’ billing, there’s also a button for your customer to pay their billing here. You can integrate this button for payments using Stripe as an example.

   

    Or maybe your customer would like to do it the old way, by paying you in cash or transferring to you manually. You can always update it via your system immediately by using pay in the invoice

   

   After that invoice will become fully paid and have a banner like below, and will immediately also take effect in the portal also marked as paid

   

   

4. Membership Portal for Upgrade and Terminate membership

   Membership with its subscription can always be upgraded into a much higher tier or even terminated if not being used anymore. We can give this accessibility to our customers in their portal access. One other thing to be noted is that every request here for upgrade or termination will not be immediately executed, there will be an approval being created for your internal users to approve before it takes place.

   

   First we will talk about upgrade membership, upon clicking the menu it will redirect your customer to this view for them to request their upgrade of membership. Upon submitting we will send email to you as the system administrator to notify if there’s a request by one of your customers. And also send email to your customer as acknowledgement. 

   
   

   For the approval is the same as previous registration, you can have single or even multiple levels of approval. Once everything is approved, then the changes or request will take place and an email can be automated to notify that their upgrade request has been approved. You can also customize to auto create a new billing for their new subscription plan price.

   

   Second about terminate membership, upon clicking the menu it will redirect your customer to this view for them to request their termination of membership. Upon submitting we will send email to you as the system administrator to notify if there’s a request by one of your customers. And also send email to your customer as acknowledgement. 

   
   

   For the approval is the same as previous registration, you can have single or even multiple levels of approval. Once everything is approved, then the changes or request will take place and an email can be automated to notify that their termination request has been approved.

   

   We also prevent customers from spamming with requests, a message will be shown to your members to prevent them creating multiple approvals. Here’s some example of the error message shown to your members