A membership validation script runs every Wednesday morning via Cronicle that inspects all Neon CRM accounts and sends a list of all accounts that fail to meet the proper preconditions for their active memberships to the #membership-automation Discord channel. Links to Neon CRM are provided for each account in violation.

See protohaven_api/commands/finances.py in the protohaven_api GitHub repository for more details on the validation process.

The following sections describe each validation error in detail, along with steps to remedy the problem.

This occurs when a membership that normally costs money (e.g. General Membership) instead has a $0 monthly fee. This is abnormal and should be resolved in one of two ways:

1. If the zero-cost membership is intentional (e.g. a gifted membership period for departing staff) then the member's “Zero-Cost Membership OK Until Date” field should be set explicitly to the end of that gift period. Use YYYY-MM-DD format for this field, e.g. 2024-02-01 for Feb 1st, 2024.
2. If the zero-cost membership is not intended, reach out to the member to set up autopayment for the membership, at the correct price (visible at https://www.protohaven.org/membership/ for most memberships).

All Company, Nonprofit, and Corporate Membership holders must belong to an organization with at least 2 members. If this validation error is raised:

1. If the member's company is not known, reach out to the member (via email) and ask

Neon CRM does not require an account to hold exactly one membership - it happens that a member could be unintentionally paying for multiple memberships at the same time.

When this occurs, contact the member (usually via email) and ask them which membership they'd like to keep, and which one they'd like to cancel. Offer to pro-rate their membership for an amount of time matching the cost of double-payment.