Renewing a Member from the Dashboard

In this video, you’ll learn how to renew a membership using the Smile Advantage Dashboard manually.

Whether a patient has an auto-renewing plan or a one-time membership, you’ll see how to handle expired memberships, renew manually, and apply custom charges, such as lapse fees.

This is essential for managing renewals that don’t process automatically and keeping your patient records up to date.

🔁 Auto-Renew vs. One-Time Memberships

There are two types of memberships in the platform:

• Auto-Pay (Recurring):
  The patient’s credit card is stored and automatically charged when their plan renews—monthly or annually.

• One-Time Payment (Annual only):
  The patient pays once upfront. These memberships do not auto-renew and must be manually reactivated at the end of their term.

🔍 Finding Expired Members

From the Dashboard homepage,

• Click the “Expired Memberships” section to see patients whose memberships have lapsed.
• You can also navigate to the Members tab and filter by “Expired” to view the complete list.

✅ How to Renew a Membership

1. Select the expired member from the list (e.g., Kenneth Waldo).

2. Review the details:

   • Plan type

   • Renewal date

   • Days expired

   • Stored credit card (if available)

3. Choose one of two ways to renew:

   • Click “Manage Membership Payment” at the top, or

   • Click the “Renew Membership” button located at the bottom left (the color may vary by office).

🗓️ Set the Renewal Date

You’ll now see two renewal options:

• Retain Original Renewal Date
  Keeps the same renewal cycle (e.g., January 15th–January 15th) and optionally adds any missed time as a charge.

• Reset with Today’s Date
  Starts a new 12-month membership from today. This is the most common option when renewing in person.

💡 The system will automatically calculate prorated days or fees depending on your selection.

💰 Customize the Charge

You can further adjust the total amount by:

• Including missed days (charged automatically if applicable)

• Unchecking prorated charges if you’re waiving them

• Adding a custom fee (e.g., $50 lapse fee) with a label like “Membership Lapse Fee”

Once finalized, click “Charge Visa” (or card on file). The system will display the charge total and log it under the patient’s transactions.

🔄 After Renewal

Once renewed:

• The member’s status will change to Active (indicated by a colored card)

• Their new renewal date will reflect your selected option

• You’ll see the new charge logged in the Transactions tab

Need to refund the payment?
You can click the charge and issue a refund directly from the member screen. Standard processing applies.