In This Article:

• Overview
• How Memberships work
• Creating a Membership
• Adding Courses to a Membership
• Editing, Archiving, and Bulk Actions
• Reporting on Learner Memberships
• Working Effectively with Memberships
• Troubleshooting
• Best Practices

Naming note: Memberships were previously called Subscriptions in Genius. The terminology was renamed across the product. Existing subscription URLs and IDs continue to work — old /subscriptions/... links automatically redirect to the new /memberships/... paths. This article uses "Membership" throughout.

Overview

A Membership is a curated bundle of courses that Learners purchase to gain access to everything in the bundle. Administrators create the Membership, choose which courses are included, set the price, and define how access expires.

Use Memberships when you want to:

1. Charge for ongoing access to a curated group of courses (for example, a one-year program for a specific community)
2. Limit Learner access by time (a duration in months, or a fixed end date)

Memberships are managed from the Admin portal. Reports for tracking active and expired Memberships are also available.

How Memberships work

A Membership has three things that determine who sees it, what it includes, and how access ends.

Visibility

Memberships are visible to all Learners in the catalog. Every Learner sees a Membership regardless of which Affiliations they belong to. The Membership visible to field on the create/edit form is reserved for a future release that will let admins target a Membership to a specific Affiliation; today it is fixed at Public and All Affiliations and is not editable.

Course inclusion

The Membership create/edit page has a Courses area with an Add Courses tab. Use it to search the catalog and pin specific courses to the Membership. Only courses with no Affiliation restriction (set to Any affiliation) are eligible — courses restricted to a specific Affiliation cannot be added to a Membership in this release.

Access type

The Membership Type controls how pricing interacts with the included courses:

1. All courses free to members. Members can enroll in any included course at no additional cost.
2. Courses require an active membership. The Membership is required to enroll, but individual course prices still apply on top of the Membership.

Expiration

A Membership ends either after a fixed Duration (in months from purchase) or on a specific Last day of access date. When a Membership expires, Learners can no longer enroll in courses that the Membership was unlocking for them, and the Dashboard reflects the lapsed status.

A Membership's active state is validated against both the Status field (must be Active) and the date range (must be within the start/end window). If either fails, the Membership is treated as inactive — see Section 5 for what this means when archiving.

Creating a Membership

Navigation: Memberships → Add Membership

The Add Membership form is grouped into sections: Basic Information, Access, Expiration, Content, and Courses.

1. In the Basic Information section, enter a Name for the Membership. Set Status to Active to make it available, or Archived to keep it hidden from purchase. Enter a Price (in USD).
2. In the Access section, choose a Membership Type: All courses free to members (members enroll in included courses without paying again) or Courses require an active membership (the Membership unlocks enrollment but per-course pricing still applies). The Membership visible to field is fixed at Public and All Affiliations in this release.
3. In the Expiration section, choose an Expiration Type: Duration (set Duration in months from the date of purchase) or Last day of access (set a fixed Expiration Date — Learners retain access through the end of this day).
4. Optionally set Expiration Renewal Warning in Days before expiration to capture your intended renewal lead time on the Membership record.
5. In the Content section, write a Long Description for the Membership. (Short Description and Catalog Image fields are also available depending on the admin UI version you're on.)
6. In the Courses section, use the Add Courses tab to search the catalog and pin courses to the Membership (see Section 4 for details).
7. Click Save. The Membership now appears in the Memberships list.

Adding Courses to a Membership

After saving a Membership, two course-management tabs are available on the Membership detail page: Included Courses and Add Courses.

Included Courses shows every course currently in the Membership. Each row displays Course Name, Category, and Status, with an action to Remove the course from the Membership. If no courses have been added yet, the tab shows: "No courses added yet — Use the Add Courses tab to search and select eligible courses for this membership."

Add Courses is a search interface for adding individual courses. The eligibility rule is surfaced inline in the UI:

"Only courses with no affiliation restriction are eligible for membership assignment. Courses restricted to a specific affiliation will not appear here."

If a course you want to include is restricted to a specific Affiliation, you'll need to remove that restriction first (set the course's Affiliation to Any) before it shows up in the Add Courses search.

Course-side enforcement

Once a course is assigned to a Membership, the course's own Edit page applies two protections:

1. The Affiliation field is disabled, with helper text: "This course is assigned to the [Membership name]. To change the affiliation, remove it from that membership first."
2. The Archive action is blocked with an equivalent helper message and a confirmation modal that points the admin back to the Membership.

This prevents an admin from quietly breaking a Membership that learners may have already paid for.

Editing, Archiving, and Bulk Actions

Editing

Navigation: Memberships → Memberships

Select the Membership to open it and use the Edit action. Every field on the Add Membership form is editable.

Archiving

Setting Status to Archived deactivates the Membership for everyone — both new purchases and existing subscribers.

Warning

Membership active state is validated against both the Status field and the Start/End dates. Archived Memberships fail this validation regardless of how much time is left on a learner's purchased term, so archiving immediately ends access for current subscribers — the same way expiration does.

For the smoothest experience, time the archive after current subscribers' terms have ended. If you need to archive sooner, send a Message Center announcement (or coordinate with whoever handles learner communications) a few days in advance so subscribers know what to expect and have a path to renew or move to a different Membership.

Bulk Actions

The Memberships menu includes a Bulk Actions entry that lets administrators assign a Membership to multiple learners at once. The underlying functionality works today; full integration into the new admin UI is still being completed, so the bulk-action experience may continue to use the legacy interface for now.

Reporting on Learner Memberships

Two report surfaces are available:

1. In the new admin (Memberships → Reports): an All view (current state of all Memberships) and a History view (purchase and expiration history).
2. In the legacy admin: report pages still accessible at RepLearnerMembershipStatus.aspx and RepLearnerMembershipHistory.aspx for backward compatibility.

Both surfaces show Membership status (Active or Expired), Learner identity, and date information.

Working Effectively with Memberships

A few patterns make Memberships easier to operate. Each section below pairs a behavior you should know about with a recommended approach for v1.

Build a renewal touchpoint into your workflow

The Expiration Renewal Warning (Days Prior) field captures your intended lead time on the Membership record. To make sure Learners actually receive a nudge before their Membership ends, pair that field with a manual reminder process — for example, a recurring Message Center campaign timed to expiration dates, a calendar reminder driven from your purchase report, or a downstream email from your CRM. This keeps renewal rates strong and reduces support tickets from Learners surprised by lost access. (A built-in renewal email is being explored for a future release; until then, your workflow carries the reminder.)

Communicate proactively as access is about to end

When a Membership term ends, Learners are blocked from new enrollments in gated courses and prompted to purchase the Membership again. The smoothest path is to make sure they know it's coming: send a renewal reminder a week or two before expiration with a direct link to the Membership in the catalog. This converts more renewals and gives Learners a clear next step rather than a surprise block at enrollment. Keep your Memberships Active so the catalog re-purchase path is open whenever subscribers are ready to renew.

Add courses to Memberships freely

You can add a course to a Membership at any time without affecting Learners who are already enrolled in that course directly. Their existing enrollment continues unchanged and the course remains active on their Dashboard; the Membership requirement only applies to new enrollments going forward. Use this to evolve a Membership's included-course list as your catalog grows, without worrying about disrupting current learners.

Troubleshooting

Best Practices

1. Build your Membership lineup with courses set to "Any" affiliation. Only courses with no Affiliation restriction are eligible to be added to a Membership in this release.
2. Time archive actions thoughtfully — wait until current subscribers' terms have ended, or send a heads-up via Message Center before flipping the status so learners can plan.
3. Set up a renewal touchpoint that fits your workflow: a Message Center campaign timed to expiration dates, a calendar reminder driven from your purchase report, or a downstream email from your CRM. Pair it with the Expiration Renewal Warning field on the Membership so your lead time is captured in the data.
4. Keep your descriptions short and informative. The Long Description is what Learners see on the Membership detail view.
5. Archive (don't delete) old Memberships so historical purchase records remain intact.