While the checkout on a membership site is often an automatic process, there may be times when you need to add a new member and process their payment information manually. Or, you might want to update an existing member’s paid subscription.

As the site admin or membership manager, there are a few methods you can use in cases like these.

In this post, we talk about three methods for adding or updating a member:

Note: If you need to bulk add or update members, please refer to the Import Users from CSV Add On documentation.

Banner image of adding and updating members as site owner

Video Demo

Use Your Site Like a Member Would

One of the easiest ways to add a new member to your membership site is to simply log out of your administrator or membership manager account and “checkout” like any other member would.

To do this, navigate through your membership levels and complete the checkout form as new member normally would do. Until the Add Member Admin Add On is developed further, this is currently the only way to add a new member if you need to process a credit card or PayPal payment.

If the member already exists and you are updating their membership, you can use the User Switching plugin by John Blackbourn to use that member’s account—without needing their private password information.

After installing the plugin, locate the member in your Users list, then click the Switch To link. You’re now navigating the site as experienced by the user, and you can proceed with selecting a membership level, completing the membership checkout, or canceling the membership.

Screenshot of User List to locate member
Screenshot of how to edit user

Edit an Existing User in WordPress Admin

If processing a membership payment is not required, you can manually add or update a user’s membership directly via Users > Add New or Users > Edit User. To do this, navigate to your WordPress admin and locate the member to update. On the Edit User screen, go to the Membership Level section (pictured below):

Screenshot demonstrating how to manually add or update a user's membership

You can modify the membership level (change the level or set it to “none”), the expiration date, and choose whether or not you want to “Send the user an email about this change” or “Cancel this user’s subscription at the gateway”.

Click the Update Profile button to save the changes.

To attach an order to the user, locate the user in Memberships > Members List and click the +order link under their username. If you know the user ID, you can also add the order via the Memberships > Orders > Add New Order admin page.

Use the Add Member Admin Add On

This Add On allows the admin or membership manager to create the user, the membership settings, and the order—all in one step.

When the plugin is activated, navigate to Memberships in the WordPress admin and you will see a new Add Member page.

Screenshot showing Add Member Admin Add On to add member under memberships in WordPress admin

The form includes fields for:

  • user account (email address, password – entered or random, first name, last name, role)
  • membership level
  • expiration
  • payment (only cash or check; we’re currently developing the admin credit card processing component)
  • order total
  • order notes
  • * existing filters in place for adding additional fields to the user registration will also appear here.

Once you submit the form, the user account will be active and appear in the members list with the membership settings that you entered. An order under Memberships > Orders will be created for the membership “checkout”.

If you need to make updates to the corresponding order (i.e. if the customer pays by physical check and you want to record a digital receipt), locate it in the Memberships > Orders list. Note that no confirmation email will be sent to the user when you use this method.

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