The Applications overview and Application Groups overview show summary counts above the search panel. Use these counts to track join and renewal trends, review pending applications, and check recent group enrollment activity.
Before You Begin
Prerequisites
- You can open Membership & Committees › Applications and Membership & Committees › Application Groups.
- You need access to the Query Center to open the records behind a count.
Read the Applications Overview
Go to Membership & Committees › Applications to see three counts above the search panel:
- Joins (Last 30 Days). Counts join applications dated in the last 30 days and compares them with join applications from the previous 30 days. Use this count to see whether joins are rising or falling. This count does not separate first-time members from returning contacts who rejoin, so report on the New Member indicator on the membership when you need those groups separated.
- Renewals (Last 30 Days). Counts renewal applications the same way by comparing the last 30 days with the previous 30 days. This count uses renewal applications processed during that window, so it still includes an application when the related renewal order was later cancelled. If you need to exclude cancelled renewal orders, edit the underlying Renewals query criteria to leave out orders with a cancelled status instead of relying on the tile.
- Applications Under Review. Counts every application currently in the Under Review status, from any date and of any type. This count is broader than a saved query such as "New Members," which only returns records that match its configured join-date criteria. If the number is not what you expected, check whether you are viewing the overview count or a saved query.
Tip
The Name column sort arrows on this page do not reorder the results, although other columns, such as Type, do. If you need the list sorted by name, open it in the Query Center and sort it there.
Warning
The two period counts compare the current 30 days and the previous 30 days slightly differently. The current period excludes the boundary day 30 days ago, while the previous period includes it, so the list behind either tile can show one extra day of applications compared with the count.
The tiles and their opened lists also look for application types and statuses written in title case, such as Join, Renewal, and Under Review. Your applications are stored with lower-case values, such as join, renewal, and under review. Rhythm has not confirmed whether that letter-case difference causes a tile or its list to miss records. If Joins (Last 30 Days), Renewals (Last 30 Days), or Applications Under Review shows zero when you know applications exist, or if a tile's opened list is empty, contact Support.
The counts and the questions behind them can lag behind very recent activity. A change can take a few minutes to appear, and in some cases the query behind a count can stay out of sync with an application's actual status until a background refresh finishes. If a number looks stale right after you make a change, wait a few minutes and check again before assuming something is wrong.
Tip
A membership's relative "joined X days ago" display can be misleading in the hours after the membership is created. If you need to identify very recent joins during that window, use the Last Modified Date field in a Query Center query instead of relying on the join date's relative display.
A "Join or Last Renewal Date" field elsewhere in Membership shows the initial join date or a later renewal date, whichever is most recent. Use it when you want to see when someone last completed any membership application, regardless of type. Join dates and renewal dates can still be misleading if your association's membership year follows a custom, off-calendar cycle. In that case, order-based reporting may better match what you are trying to measure.
Click a tile's number, or click its loading indicator before the number appears, to open the matching applications as a ready-made question in the Query Center. From there, you can refine or export the results.
Tip
If the applications question behind Applications Under Review shows an application's name as "TBD," add the Contact > Name field as an output column to identify who the application belongs to. A past issue caused some application names to show "TBD" and was fixed for new applications going forward. The fix was not retroactive, so an older affected application can still show "TBD" even after the underlying issue was addressed.
Warning
A deleted membership application has, in some cases, still appeared in Applications Under Review even though the underlying record no longer exists. Opening that row then fails with a record-not-found error instead of opening the application. This issue has been reported as intermittent, and some occurrences have cleared on their own. If a stale row does not go away after the overview refreshes, contact Support rather than assuming the delete failed.
Duplicate renewal applications can occasionally appear with the same information on a single membership's Applications tab. This is a known issue, so treat any duplicate you find as a data problem to clean up rather than expected behavior.
Membership reports are limited to the predefined reports Rhythm already provides, similar to generated reports in other applications, such as Finance. You can review and run these reports, but you cannot create an entirely new application report definition beyond what is already offered.
Read the Application Groups Overview
Go to Membership & Committees › Application Groups to see two counts above the search panel:
- Groups. Counts only application groups currently in the in progress status, not your total number of application groups.
- Group Applications. Counts application groups, not individual applications, created in the twelve months before you opened the page. Rhythm calculates the twelve-month cutoff date once, the first time you open this page in your browser. If you leave the page open for several days, the cutoff stays fixed at the original date instead of moving forward.
Click either tile's number to open a matching question in the Query Center. Groups opens a question named "Pending Application Groups," and Group Applications opens one named "Recent Application Groups," filtered to groups created after the same cutoff date.
Expected Result
You can read the Applications and Application Groups overview counts for what they actually measure: a 30-day comparison for joins and renewals, applications currently under review from any date, application groups still in progress, and application groups created over roughly the last year.