Before a billing run charges a card, sends a notice, or drops a member, it creates one planned action for each member. Review the plan to see exactly what the run will do before you let it continue. You can also leave individual members out, put them back, download the plan, and refresh it after member records change.
When to Use This
Use this after a billing run finishes planning and before you let it run. You can check which members the run will act on, leave someone out of this cycle, or update the plan after member records change. If you have not started a run yet, see Start or Edit a Billing Run. To execute, schedule, or monitor the run, see Schedule, Run, and Monitor a Billing Run.
A recurring billing run creates its plan ahead of time, based on the pre-processing lead time, so you have time to review it before anything charges, sends, or drops a member.
Prerequisites
- Permission to reach Billing in the Console.
- Permission to create billing runs, which also lets you refresh a run's plan.
- A run that has finished pre-processing, so it has an Actions tab to review.
Review a Run's Plan
- Go to Billing, search for the run, and select its name.
- Open the Actions tab.
- Narrow the list by typing a member's name, or choose one or more actions or statuses from the filter row.
Result
Each row shows the member, their planned expiration date, the action Rhythm will take, and the current status. After the run has been refreshed at least once, each row also shows whether it was added, removed, or unchanged since the last refresh. If a row has an error, Rhythm shows a red note; hover over it to see the details.
Tip
The Actions tab filters clear whenever the run's page reloads on its own. While the run is planning or executing, the page reloads automatically every few seconds, so re-apply your filters after each reload if you are working in a long filtered list.
Before you rely on a run's plan, confirm that its targeting criteria, such as date or payment conditions, match only the group you intend. If the criteria are too broad, the plan can include active memberships that should stay untouched.
Reviewing a run's plan does not show the renewal package or price it will charge. There is also currently no way to drill into a membership's renewal price from a membership query. Before execution, you can see how many actions are planned and each one's status, but not the exact invoice amount or which email addresses will receive a notice. For those details, check the contact's or organization's own record.
Leave a Member Out of the Run, or Put Them Back
- On the Actions tab, find the member's row.
- Select Exclude on that row to leave them out, or Include on an already-excluded row to put them back.
Result
The row's status changes to Excluded or back to Pending, and the control changes to match. When the run executes, it skips any excluded action.
Warning
Excluding or including a member takes effect immediately, without a confirmation step. You can exclude only a row that is currently pending, and you can include only a row that is currently excluded; you cannot change other statuses this way. A refresh can put an excluded member back to pending if they are still eligible for the action, so review your exclusions again after refreshing the plan.
Excluding a member on this tab affects only this one run. If you need to keep a membership out of renewal billing runs going forward, such as after a member has died, identify it with a Membership query and mass-update its Do not include in renewal billing checkbox instead. Future renewal billing runs skip memberships marked this way. Clear the checkbox on the membership when you want it included again.
Download the Plan
- On the Actions tab, select the download icon beside the filters.
Result
Rhythm creates a spreadsheet with every planned action for the run, not just the rows currently shown by your filters. The file includes each member, their expiration date, the action, the status, and any error message.
Refresh the Plan
Refreshing updates the run's plan with current member data. Members who now qualify are added, members who are no longer eligible are marked accordingly, and unchanged rows are labeled as unchanged.
- Open the run and select Refresh.
- Confirm that this will rerun the billing run and update its billing actions.
Result
Rhythm re-plans the run. This can take a little time, and the page reloads when the refresh finishes.
Warning
Refresh is available only while a run is ready for execution or scheduled for execution, and only one refresh can run at a time for a given run. Refreshing also puts any previously excluded members back to pending if they are still eligible, so re-check your exclusions after a refresh if you rely on them.
Related Reading
For choosing what a run does and who it targets, see Start or Edit a Billing Run. When you are satisfied with the plan, see Schedule, Run, and Monitor a Billing Run to execute it. To find the run or cancel it instead, see Find and Cancel a Billing Run. To review one member's record while you review a plan, see Review a Contact's 360 Page.