Members, renewals and cancellations
Who can do this: Owners and Office Managers.
Available if your plan includes Membership Plans. Your office needs to be Live to sign people up. See Set up membership plans.
Patients can join on their own from your signup page. You can also sign them up yourself.
Sign someone up
Section titled “Sign someone up”Open the patient card and go to the Member tab, then click Sign up. Or go to Front Desk → Membership Plans → Members and click Sign someone up.
- Check the First name, Last name, Date of birth, Mobile and Email. The patient uses their date of birth to open their member page.
- Pick the Plan, and whether they’re Paying monthly or yearly if the plan offers both.
- Choose How they’ll pay:
- Card, on their own link: they get a link to add a card and accept the terms. Nothing is charged, and they aren’t covered, until they do.
- Card, keyed here now: read them the terms shown under Read this to them, tick that they’ve agreed, then enter the card. The first payment goes through straight away.
- Cash or check at the desk: benefits start straight away. NixDent raises an invoice each period for you to collect. No card is stored and nothing is charged automatically.
- Click Sign them up (or Charge … and sign them up for a keyed card).
You’ll see their member page link with a Copy button, in case you need to send it yourself.
The Member tab
Section titled “The Member tab”The patient card’s Member tab shows the plan, the price, the next billing date and the card on file.
| Status | Meaning |
|---|---|
| Member | Active and paid up |
| Payment failed | Their last payment didn’t go through. Ask them to update their card while they’re here |
| Ending at term | They’ve cancelled. Covered until the end of their term |
| No card on file | Nothing is being billed and no benefits have started |
| Not started | Signed up but hasn’t paid yet |
| Former member, Ended — non-payment, Ended | No longer a member |
Record a benefit they’ve used
Section titled “Record a benefit they’ve used”Under This plan year, each benefit shows how many have been used. Click Mark used when the patient has one. If it isn’t available yet (for example the second cleaning hasn’t unlocked), NixDent asks Record it anyway?. Click Yes, record it only if you mean to.
Recorded mistakes can be undone from the Recent list with the undo arrow.
Take a cash or check payment
Section titled “Take a cash or check payment”For members who pay at the desk, amounts due are listed under Owed. After you’ve taken the money, click Mark paid, then Took it. This records the payment; it doesn’t charge anything.
Add family members
Section titled “Add family members”Under Family, click Add someone, enter their name and date of birth, and pick their plan. Family members are billed on the same card on the same day, and each keeps their own benefits.
Renewals
Section titled “Renewals”Every plan runs for 12 months and renews automatically. Members are emailed before they renew. At renewal a new plan year starts and their benefits reset. Unused benefits don’t carry over.
A member’s price doesn’t change at renewal unless you’ve given notice with Change what existing members pay. See Set up membership plans.
Failed payments
Section titled “Failed payments”When a member’s card is declined, NixDent emails them and tries again later. If it keeps failing, or the card can’t be charged at all, they’re sent a final notice and then the membership ends as Ended — non-payment.
Members can pay what’s owed and update their card from their member page.
Cancellations
Section titled “Cancellations”Members cancel from their own member page, which is linked in the emails NixDent sends them. They open it with their date of birth.
Cancelling stops the membership renewing. Their payments and benefits both continue to the end of the term, then it ends. Their status shows Ending at term, and they can undo the cancellation from the same page until then. They’re emailed a confirmation.
The Member tab doesn’t have a cancel button. If a patient asks you to cancel, point them to their member page.
See how it’s going
Section titled “See how it’s going”Once you have members, the top of Membership Plans shows Your plan, by the numbers: members being billed, what they’re committed to pay each month, what actually came in, and who joined or left this month.
Reports below it are worklists:
- Cards about to expire
- Payments failing now
- Signed up, never added a card
- Renewals coming up (members who’ve asked to leave are flagged, so call them first)
- Haven’t used their plan
Click a report to see the names. Further down, Is each plan priced right? compares dues collected with what members used, and Why people leave splits cards failing from people choosing to go.
The Members list shows everyone on a plan. Search by name, phone or email.